How Termnest treats your email — and everything else
Termnest connects to your email and turns your school's messages into an organized, per-child feed of events, tasks, and fee reminders. That means an app is reading some of your email — which deserves a straight answer, not a policy link. Here it is.
Everything below is built into how Termnest works — a mechanism, not a promise. Where something is a promise, we say so.
The eight commitments
01We read only the school senders you approve
When you connect Gmail or Outlook, you approve your school's sender addresses. Termnest fetches full emails only from those senders — nothing enters your family's feed but the senders on your list. For everything else in your inbox, Termnest sees only that mail arrived — never the contents. Your bank statements, your work threads, your personal life: never fetched, so never stored, processed, or seen. Access to your mailbox is read-only — Termnest cannot send, delete, or modify anything.
02Email content is deleted after 30 days
The text of each school email is kept for 30 days — long enough for you to check any item against its source — then deleted. What remains afterwards is the organized items (the event, the deadline, the amount) and the short quoted lines from the email that prove them.
03Every date can be traced to the email that said it
Tap any event, task, or fee in Termnest and see exactly which email it came from, one tap away. No black box: if Termnest got something wrong, you can see why and fix it. And when Termnest isn't sure, it doesn't guess — uncertain items go to a "needs a look" tray for you to confirm.
04Ads can never use anything from your email — structurally
Today Termnest has no ads. When local partner offers arrive, they can be matched only on: your emirate, your child's age band, the school-calendar window, and interests you explicitly declare. Never anything derived from your email. This isn't a policy we follow; it's a wall we built — the ads system has no technical access path to mail data. Google's Limited Use policy independently forbids ad targeting from Gmail data, and we're glad it does.
05Your children never have accounts
There are no child accounts, no child logins, nothing for a child to sign into and nothing about your child that an advertiser can reach. You create a simple profile to describe each child (a name, a year group) so emails file to the right kid — you can edit or erase those profiles at any time. Termnest holds what the school already emailed you, organized.
06Delete your account and everything cascades
Deletion is self-service — a button, not a support ticket. When you delete your account: all your content is erased, Termnest's access to your email is revoked at Google's or Microsoft's side (not just ours), your calendar feeds go dead, and notifications stop. Backup copies are purged within 30 days.
07No third-party ad or analytics SDKs in the app
None. No trackers from ad networks, no analytics companies watching how you use the app. The measurement we do is our own, on our own infrastructure.
08We log who accessed what — including us
Every access to your data is recorded in an audit log — and that includes access by the people who build Termnest. Termnest is currently built by a very small team with production access; our internal rule is that admin tooling shows aggregate numbers, not email contents, and any access to a specific family's data (for example, to fix a bug you reported) is logged and, wherever feasible, done with your knowledge. We'd rather tell you this plainly than pretend a small company has a big company's org chart.
Where your data lives
Your data is hosted in the European Union — Frankfurt, Germany: our database and authentication run on Supabase (region eu-central), and our servers run on Fly.io (region fra). We chose the EU for infrastructure reliability — Termnest's core promise is reminders that fire on time — and for a mature, well-understood data-protection environment. We say this specifically because vague answers about data location are how trust dies.
How the AI processing works
To turn a school email into structured items, the text of that email is processed by Anthropic's Claude API (the AI service). Plainly:
- Only email content from your approved school senders is ever sent for AI processing. Nothing else from your inbox — and never your passwords or email credentials, which Termnest itself never sees (sign-in happens on Google's or Microsoft's own pages).
- Processing is transient: the text goes in, the structured items come out, and the AI service does not retain your content for its own use. Under Anthropic's API terms, content sent to the API is not used to train their models.
- The AI's output is never blindly trusted: items are checked against the source email, and low-confidence results go to your "needs a look" tray instead of being presented as fact.
Who we work with (subprocessors)
Termnest is built on a small number of infrastructure providers. Each processes data only to provide its service to us:
| Provider | What they do for Termnest | What they process | Where |
|---|---|---|---|
| Supabase | Database, authentication | Account data, extracted items, school-email content (≤30 days) | EU (Frankfurt) |
| Fly.io | Application servers | Data in transit through our backend | EU (Frankfurt) |
| Anthropic | AI extraction (Claude API) | School-sender email text, transiently; not used for model training | US |
| Google (Gmail API) | Mail access for Gmail accounts, with your authorization | Your Gmail data stays with Google; Termnest reads via API per commitment 1 | Google infrastructure |
| Microsoft (Graph API) | Mail access for Outlook accounts, with your authorization | Your Outlook data stays with Microsoft; same read-only model | Microsoft infrastructure |
| Expo | Push notification delivery | Device push tokens and notification payloads (e.g. a reminder's title) | US |
We will update this list before adding any provider that touches your data.
A note on Google data specifically: Termnest's use of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements.
What we keep, and for how long
| Data | Kept for |
|---|---|
| School email content (approved senders only) | 30 days, then deleted |
| Extracted items (events, tasks, payments) + short evidence quotes | While your account is active |
| Everything else in your inbox | Never fetched at all — metadata-only check, no content ever stored |
| Email access tokens (encrypted) | Until you disconnect that mailbox or delete your account — then revoked at the provider |
| Child profiles (created by you) | Until you edit or erase them, or delete your account |
| Audit logs | 12 months |
| Everything, after account deletion | Erased on deletion; backups purged within 30 days |
Deleting your data
- Disconnect a mailbox any time in Settings — Termnest's access is revoked at Google/Microsoft, and that mailbox's email content is deleted from our systems.
- Erase a child profile any time — the profile and its items go.
- Delete your account — everything cascades, per commitment 6. Self-service, immediate, no exit interview.
You can also revoke Termnest's access yourself, on the provider's side, at Google Account permissions or Microsoft account settings — it works, and we tell you so.
Questions, requests, complaints
- Email: privacy@termnest.app
- We answer privacy questions in plain language, from the people who built the app. Data-access and deletion requests are honored per UAE PDPL.
- Security researchers: security@termnest.app.
When this page changes
If we change anything material on this page — a new subprocessor, a retention change, anything about ads — we'll notify you in the app before it takes effect, and this page's change history will be public. If we ever broke the commitments above, you'd delete the app — and you'd be right to.
Last updated: 10 September 2026 · Termnest is made in the UAE by a parent, for parents. Verification status: Google app verification (including the CASA security assessment) in progress, completing before public launch — January 2027.