Privacy Policy

Last updated: September 26, 2026

Who we are

Pingbo is a product of A40 Labs, Inc., a Delaware corporation with its principal office at 10 Fitzroy House, Longfield Avenue, London W5 2JG, United Kingdom (“Pingbo”, “we”, “us”). We are committed to protecting your personal data in compliance with applicable privacy laws, including the UK and EU GDPR. Questions and requests: hello@a40.ai.

What Pingbo does

Pingbo is an AI email agent. With your explicit consent, it connects to your Gmail account to track the matters (“lines”) you are pushing forward, surface the ones going quiet, and help you draft and send replies that you review and approve. Two things follow from that which we want to be plain about: when you approve a reply, Pingbo sends it through your own Gmail account; and Pingbo keeps your Gmail tidy by reflecting what you do in Pingbo back onto your mailbox (labels, archiving, read state). It never sends anything you did not approve, and its own tidying is non-destructive and reversible: Pingbo never deletes mail on its own, and marks mail read only when you actually read it. When you trash or delete something in Pingbo, that action is carried out on your Gmail just as if you had done it there.

What we process, and why

a. Visitors to this website

pingbo.ai loads no third-party trackers. It sets one cookie, pb_lang, when you choose a language or read a translated page: it holds a language code such as zh-Hans, expires after a year, and exists so that the site keeps showing you the language you were reading. Nothing else is stored on your device, and the cookie is never shared. Our hosting provider’s server logs may record IP addresses and request metadata for security and reliability. Legal basis: our legitimate interest in operating a secure website.

b. The launch list

If you ask to be notified, we store the email address you submit to tell you when Pingbo launches and to reply if you write to us. Newsletter updates are optional, as described below. We do not sell it. So that a person sees your request rather than it sitting unread in a database, the address is also posted to our private internal Slack workspace, which acts as a processor on our behalf. Legal basis: the steps you ask us to take before entering a contract. Ask us at hello@a40.ai and we will remove it, or reply to any email we send you and say so.

Newsletter subscriptions

If you subscribe to Pingbo updates, through the optional waitlist checkbox or the newsletter form, we store your email address, subscription preference and the time it changed. We use this separate list to send occasional Pingbo product news. Newsletter signup does not create a beta application. You can unsubscribe through the unsubscribe option in our emails or by contacting hello@a40.ai, and subscribe again on this website. We retain the unsubscribe preference so that future newsletter sends can exclude you.

c. Users of the Pingbo service

When you connect Gmail, Pingbo accesses your Gmail messages and metadata through the Google Gmail API, strictly under the OAuth scopes you grant. We store:

your email messages and attachments;
records derived from your messages by Pingbo's AI: per-matter summaries and facts, next-step judgments, short per-message summaries, and a search index built from message text so you can search your mail;
your account email address, settings, and product activity needed to operate the service.

We use this data solely to provide Pingbo’s features to you: organizing your matters, surfacing silent ones, preparing briefs, and drafting replies that you review before anything is sent. We do not use your data for advertising. We do not sell your data. We do not share it for third-party marketing. Legal bases: performance of our contract with you, and your consent for Gmail access (revocable at any time).

AI processing

Pingbo's AI reads your messages to produce the derived records above — summaries, next steps, and drafts you review before anything is sent. To do this, Pingbo sends message content to cloud AI model providers, which act as processors on our behalf. We restrict our AI service providers from training their models on user content.

Model providers

Pingbo sends mail content and related context to these providers to organize your mail and answer you. Paused accounts make no model calls.

OpenAI

Mail content and related context for summaries, what a thread needs, what Pingbo learns about your matters, and answers in Ask.

OpenAI does not train on data sent to its API by default. Provider policy.

Adopted: 2026-09-24.

TypeSafe AI

Mail segments and bounded context for narrow sorting decisions, such as where a thread belongs and which matter it is part of.

TypeSafe does not train model weights on customer data without prior consent. Provider policy.

Adopted: 2026-09-19.

Anthropic

Attachment text, to summarize your attachments, and mail content for drafts, reminders about replies you are waiting for, and learning how you write.

Anthropic does not train on commercial API inputs or outputs by default. Provider policy.

Adopted: 2026-09-10.

Pingbo does not opt in to training on your content. No training does not mean zero retention; each provider’s policy explains its handling of requests.

Tasks that run on your own ChatGPT, if you connect it, go to OpenAI through your account rather than Pingbo’s. Your ChatGPT workspace and OpenAI data controls apply to them, as explained when you connect.

Google API Services: the Limited Use disclosure

Pingbo’s use and transfer of information received from Google APIs to any other app will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

Who we share personal data with

The cloud infrastructure providers that host Pingbo; the cloud AI model providers that process message content to produce Pingbo's derived records; and Slack, where launch-list sign-ups are posted so a person sees them — all acting as processors under contract. We will disclose data where required by law. No other sharing occurs. The model providers that receive prompts are named above.

Where your data is stored

Depending on our providers, your data may be stored and processed in the United States, the United Kingdom, or the European Economic Area. Where personal data is transferred internationally, we rely on appropriate safeguards such as standard contractual clauses.

Retention and deletion

We keep your data while your account is active. If you close your account, Pingbo’s copies of your data are purged. Before closing, you can ask us at hello@a40.ai for an export of your data. Closing your Pingbo account never deletes or alters your Gmail account itself. Your Gmail stays yours.

Security

Data is encrypted in transit (TLS). Your mailbox credentials are encrypted with AES-256-GCM, under keys held separately from the data. Message bodies are stored encrypted, alongside a search index derived from them. Gmail access uses scoped OAuth tokens that you can revoke at any time from your Google account settings.

Your rights

Depending on where you live, you have the right to access, correct, export, restrict, object to the processing of, and delete your personal data, and to withdraw consent at any time. Exercise any of these in the app or via hello@a40.ai. If you are unhappy with how we handle your data, you may complain to your supervisory authority; in the UK that is the Information Commissioner’s Office (ico.org.uk).

Changes

If we make material changes to this policy, we will announce them on this page and update the date above.