Privacy Policy for Gemini Toolbox

Last updated: November 17, 2025

Version: 1.3.0

1. Introduction

Gemini Toolbox ("the Extension") is a Chrome browser extension that enhances Google Gemini with additional features including folder organization, prompt library, word counter, chat export capabilities, and premium subscription features. This privacy policy explains how we collect, use, store, and protect your data.

2. Information We Collect

2.1 Personal Information (Optional - Only When You Choose)

The following personal information is collected only if you choose to use premium features or account linking:

• Email Address: When you link your premium subscription across devices using our Magic Link authentication system. We use your email to:
  • Send authentication codes (6-digit codes for account verification)
  • Link your premium subscription across multiple devices
  • Send important account notifications (e.g., subscription expiry warnings)
• Subscription Metadata: When you purchase a premium subscription:
  • Subscription status (free/premium)
  • Plan type (monthly/yearly)
  • Subscription expiry date
  • Number of linked devices
  • Note: We do NOT store credit card numbers or payment details - these are handled securely by Lemon Squeezy
• Device Identifier (install_id): A unique identifier for each device where you install the extension. Used to:
  • Activate premium features on specific devices
  • Link multiple devices to one subscription
  • Prevent subscription abuse
• Authentication Tokens: Temporary JWT tokens used for secure API communication (expires after 7 days)
• Recovery Tokens: Used to automatically restore your premium status if you reinstall the extension

2.2 Automatically Collected Information (Pseudonymous)

• Random Device ID: A randomly generated identifier created on first install (stored locally, pseudonymous)
• Analytics Events: Pseudonymous feature usage statistics such as:
  • Feature interactions (e.g., "folder_created", "chat_exported", "prompt_used")
  • Upgrade modal views and button clicks (for conversion optimization)
  • Feature toggle states (e.g., word counter enabled/disabled)
  • Error events (to identify and fix bugs)
  • Note: No chat content is ever included in analytics
• Extension Version: The version of Gemini Toolbox you're using
• Timestamp Data: When certain features are used (for usage analytics only)
• Session Information: Session duration and interaction patterns (anonymous)

2.3 User-Created Content (Stored Locally on Your Device)

• Folder Names and Structure: Custom folders you create to organize chats
• Chat-to-Folder Mappings: Which chats you've assigned to which folders
• Custom Prompts: Prompts you create in the prompt library
• Pinned Messages: Messages you pin for quick reference
• Extension Settings: Your preferences (e.g., word counter enabled/disabled, theme preferences)
• Important: All of this data stays on your device and in Chrome's sync storage. We (the Gemini Toolbox developer) never receive this data on our servers unless you explicitly export it and send it to us for support or similar purposes.

2.4 What We DO NOT Collect

• Your actual chat conversations with Google Gemini - We never read, store, or transmit your chat content
• Credit card or payment information - All payment processing is handled by Lemon Squeezy
• Browsing history outside of gemini.google.com
• IP addresses - We do not intentionally log or store IP addresses in our application. Our infrastructure and service providers (hosting, email, payment) may temporarily process IP addresses for security and fraud prevention according to their own privacy policies
• Google account credentials - We never ask for or access your Google password
• Personal identification (name, address, phone number) unless you voluntarily include it in feedback
• Location data - No GPS or geolocation tracking

3. How We Use Information

3.1 Email Addresses

When you provide your email address for account linking, we use it to:

• Send authentication codes: 6-digit codes via email for secure account verification
• Link devices: Connect multiple browser installations to one premium subscription
• Account recovery: Help you restore premium access if you reinstall the extension
• Important notifications: Subscription expiry warnings, payment issues (only essential emails)
• We do NOT: Send marketing emails, newsletters, or promotional content without explicit consent

3.2 Subscription Data

Subscription metadata is used to:

• Verify entitlements: Determine which features you have access to (free vs premium)
• Prevent abuse: Limit the number of devices per subscription
• Manage renewals: Track subscription expiry and renewal dates
• Provide support: Help troubleshoot activation or billing issues

3.3 Analytics Data

We use pseudonymous analytics to:

• Understand which features are most popular and improve UX
• Identify and fix bugs before they affect more users
• Optimize extension performance and reduce resource usage
• Plan future features based on actual usage patterns
• Measure conversion rates for premium features (to improve pricing and messaging)
• Privacy guarantee: Analytics events do not include your chat content, name, or email address, and we do not use them to personally identify you

3.4 Local Data

Your folders, prompts, and settings are used solely to:

• Provide the organizational features you've configured
• Sync your settings across devices (via Chrome sync storage)
• Export your data when you request it
• Restore your setup after browser reinstalls

4. Third-Party Services

To provide our services, we integrate with the following trusted third-party providers:

4.1 Lemon Squeezy (Payment Processing)

• Purpose: Process premium subscription payments securely
• Data Shared: Device identifier (install_id), subscription plan selection. Lemon Squeezy collects payment information directly from you during checkout.
• Why: We do not want to handle sensitive payment data ourselves for security reasons
• Privacy Policy: https://www.lemonsqueezy.com/privacy
• Data Processing Agreement: Lemon Squeezy states that they comply with GDPR and act as a payment processor

4.2 Email Delivery Service (Resend or SendGrid)

• Purpose: Send authentication codes (Magic Link emails) for account linking
• Data Shared: Your email address and the 6-digit authentication code
• Why: Reliable email delivery infrastructure for time-sensitive authentication codes
• Privacy Policies:
  • Resend: https://resend.com/legal/privacy-policy
  • SendGrid: https://www.twilio.com/legal/privacy
• Data Retention: Email logs retained by service provider for ~30 days for delivery troubleshooting

4.3 Railway (Hosting & Database)

• Purpose: Host our backend API and PostgreSQL database
• Data Stored: Analytics events, email addresses (if linked), subscription metadata
• Location: US region data centers
• Security: Encrypted connections (HTTPS/TLS), database encryption at rest
• Privacy Policy: https://railway.app/legal/privacy
• Infrastructure: Railway uses Google Cloud Platform infrastructure

4.4 Google Chrome Sync

• Purpose: Sync your folders, prompts, and settings across devices
• Data Stored: All user-created content (folders, prompts, settings)
• Privacy: Encrypted by Google, we cannot access this data
• Privacy Policy: https://policies.google.com/privacy
• Control: You can disable sync at any time via Chrome settings

5. Data Storage and Security

5.1 Local Storage (Your Device)

• Chrome Local Storage: Temporary data, analytics queue, device identifiers
• Chrome Sync Storage: Folders, settings, prompts, recovery tokens (synced across your devices via Google's encrypted sync)
• localStorage: User preferences and custom prompts (browser-specific)
• Security: Protected by Chrome's security model, only this extension can access its own storage

5.2 Remote Storage (Our Servers)

• API Server: api.geminitoolbox.com (hosted on Railway)
• Database: PostgreSQL with encryption at rest
• Data Stored:
  • Pseudonymous analytics events (30 days retention)
  • Email addresses (only if you linked account)
  • Subscription metadata (status, plan, expiry)
  • Authentication tokens (7-day expiry)
  • Magic link codes (15-minute expiry, deleted after use)
• Encryption: All API communications use HTTPS/TLS 1.3
• Access Control: Database access restricted to backend API only, no direct public access
• Backups: Automated daily backups with 7-day retention (encrypted)

5.3 Security Measures

• Transport Security: All data transmitted over HTTPS with TLS 1.3 encryption
• Database Encryption: Data encrypted at rest using industry-standard encryption
• Authentication: JWT tokens with secure signing, HttpOnly cookies
• Rate Limiting: API endpoints protected against abuse with rate limits
• No Plain Text Passwords: We never store passwords (Magic Link uses temporary codes)
• Regular Security Audits: Codebase reviewed for security vulnerabilities
• Minimal Data: We only collect and store what's absolutely necessary

5.4 Data Retention Periods

• Pseudonymous Analytics Events: 30 days, then automatically deleted
• Email Addresses: Retained until you request deletion or 90 days after subscription expiry
• Subscription Data: Retained for 1 year after expiry for billing history, then anonymized
• Session Tokens: 7 days, then automatically expire
• Magic Link Codes: 15 minutes, then automatically deleted
• Recovery Tokens: Valid indefinitely until used (stored in Chrome sync)
• Expired Subscriptions: Account data anonymized 90 days after expiry
• Local Data: Retained until you uninstall the extension or clear browser data

6. Data Sharing

We do not sell, trade, or rent your data to third parties for marketing purposes.

6.1 When We Share Data

We only share data in the following limited circumstances:

• Payment Processing: Device identifier shared with Lemon Squeezy to process payments (you provide payment info directly to them)
• Email Delivery: Your email address shared with Resend/SendGrid only to send authentication codes
• Legal Requirements: If required by law, court order, or government regulation
• Business Transfer: In the event of a merger or acquisition, data would be transferred to the new owner (you would be notified)

6.2 What We DO NOT Share

• We do NOT sell data to advertisers or data brokers
• We do NOT share analytics with third parties (it's only for internal product improvement)
• We do NOT share your chat content (we never see it in the first place)
• We do NOT share data with Google beyond what Chrome sync requires
• We do NOT use third-party advertising trackers or analytics that profile you across different sites. Our email providers may log basic delivery/open information as part of normal email delivery

6.3 Analytics and Internal Use Only

• All analytics data is pseudonymous and used only internally
• We may publish aggregated statistics (e.g., "50% of users use the folder feature") but never individual user data
• No analytics data is shared with advertising networks or third-party trackers

7. Your Rights and Controls

You have complete control over your data. Here's how to exercise your rights:

7.1 Access Your Data

• Local Data: All your folders, prompts, and settings are stored locally - you already have access
• Server Data: Email hamzaw31@gmail.com with subject "Data Access Request" and include your email address (if linked) or install_id
• Response Time: We will respond within 30 days with a copy of all data we have about you

7.2 Delete Your Data

• Uninstall Extension: Removes all local data immediately
• Clear Chrome Data: Go to chrome://extensions → Gemini Toolbox → "Clear storage and site data"
• Request Account Deletion: Email hamzaw31@gmail.com with subject "Delete My Account"
  • We will delete your email, subscription data, and analytics within 30 days
  • Anonymous analytics may persist for up to 30 days (but are not linked to you)
  • You will receive confirmation once deletion is complete
• Automatic Deletion: Account data automatically anonymized 90 days after subscription expiry

7.3 Export Your Data (Data Portability)

The extension includes built-in backup and restore features:

• Backup Feature: Export all your folders, settings, and prompts as a JSON file
• Import Feature: Restore your data to another browser or device
• Server Data Export: Email us to receive a complete export of all data we store about you

7.4 Opt-Out of Analytics

• Disable Tracking: Unfortunately, there's no UI toggle yet. Contact us to disable analytics for your install_id
• Future Feature: We plan to add an analytics opt-out toggle in Settings
• Note: Analytics are already anonymous and don't contain PII

7.5 Unlink Your Account

• Remove Email Link: Go to Extension Settings → Account Linking → "Unlink Account"
• Effect: Removes email association, but premium access remains on current device
• Re-link: You can re-link the same email later if needed

7.6 Cancel Your Subscription

• Manage Subscription: Go to Extension Settings → "Manage Subscription" → Opens Lemon Squeezy customer portal
• Cancel Anytime: No cancellation fees, access continues until expiry date
• Data Retention: Account data retained for 90 days after expiry, then anonymized

8. International Data Transfers

Gemini Toolbox is a global extension, and your data may be transferred internationally:

8.1 Data Location

• Primary Storage: United States (Railway hosting in US region)
• Email Service: Resend (US-based) or SendGrid (US-based)
• Payment Processing: Lemon Squeezy (US-based, EU data protection compliant)
• Chrome Sync: Google's global infrastructure (encrypted by Google)

8.2 EU/UK Users

If you are located in the European Union or United Kingdom:

• Legal Basis: We process data based on:
  • Contract: To provide premium services and account features (email, subscription data)
  • Legitimate Interest: Basic product analytics and error logging for product improvement (without personal identifiers)
• Data Protection: Our third-party service providers state compliance with GDPR requirements
• Standard Contractual Clauses: We rely on the protections offered by our providers (such as SCCs or relevant data transfer frameworks), where applicable
• Your Rights: GDPR rights apply (see Section 7 and Section 11)

8.3 California Residents (CCPA)

If you are a California resident, you have additional rights:

• Right to Know: What personal information we collect and how we use it (see Section 2)
• Right to Delete: Request deletion of your personal information (see Section 7.2)
• Right to Opt-Out: We do NOT sell personal information, so no opt-out needed
• Non-Discrimination: We will not discriminate against you for exercising your rights
• Authorized Agent: You may designate an agent to make requests on your behalf

9. Children's Privacy

Gemini Toolbox is not directed at children under 13 (or 16 in the EU). We do not knowingly collect information from children.

• Age Requirement: You must be at least 13 years old (16 in EU) to use this extension
• Google Gemini Requirement: The extension requires access to Google Gemini, which has its own age restrictions
• Parent Notice: If you believe your child has provided information to us, please contact us immediately at hamzaw31@gmail.com
• Our Response: We will promptly delete any data from children if we become aware of it

10. Changes to This Policy

We may update this privacy policy from time to time to reflect changes in our practices or legal requirements.

• Notification: Material changes will be announced via extension update notes or email (if you've linked your account)
• Posting: Updated policy will be posted at this URL with a new "Last updated" date
• Continued Use: Continuing to use the extension after changes constitutes acceptance
• Right to Object: If you disagree with changes, you may uninstall the extension
• History: Previous versions of this policy are available upon request

11. GDPR & CCPA Compliance

We designed Gemini Toolbox with major privacy regulations such as GDPR and CCPA in mind. This section explains how our practices align with those frameworks:

11.1 GDPR Compliance (EU Users)

• Data Controller: Hamza W. (contact: hamzaw31@gmail.com)
• Legal Basis: Contract fulfillment, legitimate interest, and consent
• Data Minimization: We only collect what's necessary for functionality
• Right to Access: Request all data we have about you (Section 7.1)
• Right to Rectification: Request correction of inaccurate data
• Right to Erasure: Request deletion of your data (Section 7.2)
• Right to Portability: Export your data in machine-readable format (Section 7.3)
• Right to Object: Object to processing based on legitimate interest
• Right to Restrict Processing: Request limitation of data processing
• Supervisory Authority: You can lodge a complaint with your local data protection authority
• Data Breach Notification: We will notify you within 72 hours of any data breach affecting your personal data

11.2 CCPA Compliance (California Residents)

• Categories of Data Collected: Email addresses, subscription data, device identifiers, analytics (see Section 2)
• Business Purpose: Provide extension services, process payments, improve product
• No Sale of Data: We do NOT sell personal information to third parties
• Right to Know: Request disclosure of data collection and sharing practices
• Right to Delete: Request deletion of personal information (with exceptions)
• Right to Non-Discrimination: Equal service regardless of privacy choices
• Verification: We may verify your identity before processing requests
• Response Time: 45 days (extendable to 90 days for complex requests)

11.3 Additional Standards

• Chrome Web Store Policies: Designed to meet all Chrome Web Store requirements
• Manifest V3: Built using Chrome Extension security standards
• Payment Security: Payment processing handled by Lemon Squeezy, which advertises PCI compliance
• Infrastructure: We use reputable vendors who advertise strong security practices