Shujian AI Mail Assistant Privacy Policy

1. How We Collect and Use Your Personal Information

To provide you with intelligent mail-processing services, we need your authorization to access relevant mail data. All data will be used, and only used, for real-time AI inference to provide intelligent mail assistant services such as drafting, replying, and summarizing — this is the sole purpose of the data processing.

The mail data access permission you grant will be strictly limited to real-time AI processing to generate replies, and will not be used for any model training or fine-tuning. We do not store your mail content for subsequent model training or improvement; all data processing is completed within the real-time service process.

User profiles and personalized content generation

To generate content better suited to your personal style and needs, we may perform characteristic analysis (user profiling) based on the content of your sent and received mail and your organizational structure information. This process follows these principles:

• Principle of necessity: we collect only the minimum information directly related to achieving personalized content generation
• Principle of explicit purpose: user profiles are used only to improve the quality and personalization of the mail assistant service, and not for purposes beyond the initially disclosed scope
• Principle of transparency: we clearly inform you of the specific application scenarios of user profiling and their possible implications

1.1 Special Notes on Third-Party Service Integration

1.1.1 DeepSeek API service integration

Our intelligent mail assistant service is powered by the official DeepSeek API platform ("DeepSeek") for AI capabilities. When you use this service, your mail data is processed under the following rules:

• Transparency of the data-processing chain: portions of mail content, user profile data, and similar information are transmitted to the DeepSeek API platform for AI inference during real-time processing
• Limitations on data use: we have disabled the "data optimization" feature of the corresponding DeepSeek APIs to prevent your data from being used for model training
• Limitations on processing scope: DeepSeek, as a data processor, processes your data only temporarily during this service's requests

1.1.2 Responsibility allocation

Important notice: although we have taken technical configuration measures to limit the scope of DeepSeek's processing of your data, DeepSeek is an independent personal-information processor whose data processing is governed by its own privacy policy. We recommend reviewing the DeepSeek Privacy Policy to understand its data-handling rules.

2. What Personal Information We Collect

While you use this service, we may collect the following types of personal information:

• Mail content data: to provide the core service, we need temporary access to and processing of the body, sender, recipients, subject, date, and attachment-related metadata of mails you designate, to generate intelligent replies.
• User-profile-related data: to provide personalized content generation, we may analyze the following to form user characteristic tags:
  • Language style and word-usage habits
  • Professional field and industry characteristics
  • Job responsibilities and preferred topics
  • Role and position in the organizational structure
• Account information: basic information such as name, email address, gender, age, position, and address that you provide when registering an account or that exists in your organizational structure.
• Technical data: log information including your IP address, browser type, operating system version, and access times.
• Device information: software and hardware characteristics such as device model, operating system version, and device identifiers.

2.1 Supplementary notes on data processed via DeepSeek

When you use intelligent mail-processing features, we transmit the following necessary information to the DeepSeek API during real-time service, following the principle of minimum necessary data:

• Only text content directly related to the current processing request is sent
• De-identification techniques are applied wherever possible to reduce exposure of personal identity information
• Each API call is an independent session; no historical context is retained

3. Special Notes on User Profiles

By analyzing your mail content and organizational structure information, we build user profiles for personalized services. This process follows these norms:

Legal basis: the processing of user profiles is based on your consent to this policy and what is necessary to optimize generated content.

Profile dimensions: we may analyze the following dimensions to generate mail content better suited to your needs:

• Communication style preferences (formal / informal, etc.)
• Professional terminology and usage habits
• Work priorities and focus areas
• Preferred mail structures and formats

Protection of sensitive information: we specifically commit not to profile you based on sensitive information such as race, ethnicity, political opinions, religious beliefs, health status, sex life, or sexual orientation. If such information is accidentally involved during analysis, we will immediately de-identify it and ensure it does not affect service provision.

4. Data Sharing and Disclosure

We do not share your mail data or user profile information with any third party unless one of the following special circumstances applies:

• As required by laws and regulations or lawful orders of competent government authorities
• As necessary to safeguard the legitimate interests of users or the public interest
• In emergencies, to protect the personal safety of users or others
• In the event of a merger, acquisition, or other asset transaction, your information may be transferred as part of the transaction assets, but we will ensure the information continues to be governed by this policy or notify you of subsequent handling

We may share necessary information with service providers to complete payment transactions or provide technical services, but such providers may use your information only to the extent necessary to provide the service.

5. Data Security Measures

We adopt industry-standard security technical measures to protect your personal information and prevent unauthorized access, use, modification, disclosure, or destruction. These include:

• Encryption: industry-standard encryption (such as SSL, TLS) protects data in transit and storage
• Access control: strict access-control mechanisms; access limited to authorized personnel
• Security audits: regular security audits and vulnerability scans
• De-identification: user profile data is de-identified to reduce identification risk
• Backup and recovery: reasonable data backup and disaster-recovery mechanisms

Despite the security measures above, please understand that given the complexity of the internet environment, no security measure is 100% impregnable.

6. Data Retention

Your mail content data is cached only briefly during real-time processing and is deleted immediately after processing; it is not retained long-term. User profile tag information is retained only for the duration of the service we provide to you; once you cancel your account, all related tags are deleted immediately.

Certain necessary metadata may be retained for a short period as required by law, but will not contain your specific mail content. After you delete information from our service, we do not immediately delete the corresponding information from backup systems, but will delete it when the backups are updated.

7. Your Rights

Under applicable laws and regulations, you enjoy the following personal-information rights:

7.1 Right of access and correction

You have the right to access and edit your basic personal information; you can do so by logging into your account and using "Account Management".

7.2 Right to deletion

Under Article 47 of the Personal Information Protection Law of the People's Republic of China, we must proactively delete your personal information when any of the following occurs; if we fail to do so, you have the right to request deletion:

• Purpose achieved: the purpose of processing your personal information has been achieved, cannot be achieved, or is no longer necessary to achieve
• Service termination: we cease providing the product or service, or the agreed retention period has expired
• Consent withdrawn: you previously consented to the processing of your personal information and later withdrew that consent
• Illegal processing: our processing of personal information violates laws or administrative regulations, or violates our agreement with you
• Other statutory grounds: other circumstances under which deletion is required as stipulated by laws and administrative regulations

Exceptions to the right to deletion

To balance personal-information rights with other important legitimate rights and the public interest, your right to deletion may be reasonably limited in the following circumstances. In these cases, we will cease all processing except storage and necessary security protection, and will explain the reasons to you:

• Statutory retention requirements: laws or administrative regulations prescribe a specific retention period that has not yet expired — for example, information that must be retained to cooperate with judicial proceedings or to fulfill statutory obligations (such as tax compliance)
• Technical infeasibility: deletion of personal information is technically infeasible (for example, the information exists in non-rewritable backup systems), but we commit to taking necessary security measures (such as data isolation and encryption) to ensure your information is not further processed and to reduce potential risks
• Balance of interests: exercising the right to deletion may harm the legitimate rights of others or the public interest

How to exercise your right to deletion

To ensure you can exercise your rights conveniently, we have established clear request acceptance and handling mechanisms.

1. Request channel: you can submit a request to delete personal information to our officially designated email address: yinsi@shujian-ai.com.
2. Handling process: after receiving your valid request, we will handle it in a timely manner in accordance with the law. If we decide to decline your request, we will explain the reasons.

Provisions balancing the interests of all parties

We are committed to protecting your personal-information rights while respecting the legitimate rights and freedoms of others and safeguarding the public interest. Therefore, your exercise of the right to deletion must not violate public order and good customs, and must not harm national interests, the public interest, or the legitimate rights of others.

7.3 Withdrawing authorization

You may withdraw your personal-information authorization by email or by canceling your account. After consent is withdrawn, we will no longer be able to provide the corresponding service, but this does not affect processing already performed based on the earlier authorization.

7.4 Account cancellation

You can submit an account-cancellation request through your personal center. After account cancellation, we will stop providing you with products or services and delete or anonymize your personal information in accordance with laws and regulations.

8. Protection of Minors

Our products and services are primarily intended for adults. If we proactively discover or are informed during operations that a user is a minor without valid guardian consent, we will:

• Immediately suspend or terminate service to that account;
• Delete or anonymize the collected personal information in accordance with the law, except in the rare cases where retention is required by law (such as security records).

We encourage guardians to pay close attention to minors' use of online services. If you find that a child is using our products without permission, please contact us promptly (email: privacy@shujian-ai.com) and we will verify and handle it quickly.

9. Updates to This Privacy Policy

We may make appropriate adjustments to the scope of information collection and information use according to business development and changes in laws and policies. If this Privacy Policy changes, we will notify you by email or announcement. Your continued use of this service constitutes acceptance of the modified policy.

If you do not agree to the changed privacy policy, you may cancel your account at any time to terminate use of this service.

10. Disclaimer

Regarding content accuracy

Due to the inherent nature of AI technology, we cannot fully guarantee the absolute accuracy, completeness, or applicability of generated content. Therefore, you understand and agree that when using this service, you are responsible for exercising prudent independent judgment on AI-generated content and making necessary modifications and verification. You bear full responsibility for all consequences of ultimately adopting and using such content.

Regarding user profiles

The user profiling feature aims to enhance service personalization by analyzing your usage habits, but it is based on algorithmic model inference, and its output is only a probabilistic reference; we do not guarantee that it can fully and precisely reflect your personal characteristics or preferences.

Regarding force majeure

To the extent permitted by law, we are relieved of corresponding liability for service interruptions or data security incidents caused by force majeure (such as, but not limited to, natural disasters, government actions, large-scale network attacks, or power outages — events we could not reasonably foresee or control), but we commit to taking industry-standard reasonable remedial measures promptly after the event and to minimizing potential losses.

11. Contact Us

If you have any questions, comments, or suggestions about this privacy policy or the processing of your personal information, or wish to exercise your personal-information rights, please contact our privacy officer:

Email: privacy@shujian-ai.com

We commit to responding to access requests within 15 days and to complaints within 24 hours.