Privacy Policy
Callback List, operated by Scorptek LLC · Last updated 14 July 2026
Callback List connects to your work mailbox and tells you which email threads are waiting on a reply from you, and which ones have gone quiet. This page explains exactly what we access, what we keep, who we share it with, and how to make us delete it.
The short version. We read your Gmail in read-only mode — we cannot send, delete, or modify anything. We do not store the contents of your emails. We send limited parts of a thread (subject, participants, timestamps and a short preview snippet) to an AI provider so it can sort your inbox, and we keep only the short summary card it produces. We never use your data to train AI models, and neither does our AI provider. You can delete your account and everything in it at any time, from inside the app.
1. Who we are
Callback List is operated by Scorptek LLC ("we", "us"). For the purposes of the UK/EU GDPR, when you use Callback List with your work mailbox we act as a processor on behalf of your employer or firm, which is the controller. Where you sign up as an individual, we act as controller for your account data.
Contact: [email protected]
2. What we access from your Google Account
When you connect Gmail, we request a single, restricted scope:
| Scope | What it allows | Why we need it |
|---|---|---|
gmail.readonly |
Read your mail. It does not permit sending, deleting, or modifying anything. | To see which threads are awaiting your reply and which have gone quiet. A narrower scope does not work: gmail.metadata cannot search your mailbox, so it cannot find the threads to review. |
openid, email |
Your Google account identifier and email address. | To link the mailbox to your Callback List account. |
We physically cannot send email on your behalf. Every draft the product suggests is copied by you into Gmail. Nothing is ever sent automatically.
3. What we actually process, and what we keep
This is the part most privacy policies are vague about, so we will be precise.
Processed, but never stored
To review a thread we fetch, in memory only: the subject line, the participants, message timestamps, read/unread state, and the snippet — the short preview of the message that Gmail returns. When you explicitly open an item to draft a reply, we also fetch that thread's message text so it can be summarised.
To be clear, because it matters: a snippet and a message body are email content, not merely metadata. We do not pretend otherwise. That content is held in memory for the duration of the request and is never written to our database.
Stored
| What | Why | Kept for |
|---|---|---|
| Your email address, and a hash of your password if you set one | Your account | Until you delete your account |
| Your Google refresh token, encrypted (AES-256-GCM) | To reconnect to your mailbox without asking you to sign in repeatedly | Until you disconnect Gmail or delete your account |
| Derived cards: a one-line summary, a category (needs reply / waiting on them / FYI / ignore), an urgency score, and any candidate name, role, stage or next step stated in the thread | This is the product — the worklist you see | 30 days, then automatically deleted |
| Gmail thread IDs (pointers, not content) | So a card links back to the right thread in Gmail | 30 days |
| A writing-style profile derived from your sent mail, encrypted at rest | So suggested drafts sound like you (only if you enable it) | Until you delete it or your account |
| Usage counters and basic request logs | Billing, rate limiting, security and debugging | Rolling, short-term |
We do not store the body of your emails. Not in our database, not in backups, not in a cache.
4. AI processing — and who sees your data
Callback List uses third-party AI models to classify threads and draft replies. This means limited parts of your email content leave our servers.
- What is sent: subject, participant names/addresses, timestamps, direction (who wrote last), and the snippet — in batches, so the model can sort your inbox. When you open an item, the thread's message text is sent so it can be summarised and a reply drafted.
- Where it goes: Anthropic (Claude) for classification, summarising and drafting; OpenAI for speech-to-text and text-to-speech, but only if you use the voice feature.
- What they may do with it: nothing except return a response to us. Under Anthropic's Commercial Terms, "Anthropic may not train models on Customer Content from Services." Your email content is not used to train, fine-tune, or improve any AI model — not theirs, and not ours.
- Cross-customer use: we never combine your data with another customer's, and we never use your data to build features or models for anyone else.
Google API Services User Data Policy.
Callback List's use of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.
Specifically: we use Google user data only to provide and improve the user-facing features you can see in the app; we do not transfer or sell it for advertising, credit-scoring, or any unrelated purpose; we do not allow humans to read it except with your explicit consent, for security purposes, to comply with law, or where the data is aggregated and anonymised; and we do not use it to develop, train, or improve generalised AI or machine-learning models.
5. Sub-processors
These are the third parties that may process your data on our behalf. We are responsible for them.
| Sub-processor | Purpose | Data it may see | Location |
|---|---|---|---|
| Anthropic (Claude) | Thread classification, summaries, draft replies | Subject, participants, timestamps, snippets; thread text when you open an item | United States |
| OpenAI | Speech-to-text and text-to-speech — only if you use voice | Your spoken query and its transcript | United States |
| The mailbox itself (your own account) | Your mail, under a read-only grant you control | United States | |
| Railway | Application hosting and database | Everything listed under "Stored" above | United States |
| Stripe | Payments | Billing details. We never see or store your card number. | United States |
| Resend | Transactional email (sign-in links) | Your email address | United States |
We will give notice before adding a new sub-processor. International transfers out of the UK/EEA are made under the Standard Contractual Clauses.
6. About other people's data
Your mailbox contains messages from candidates and clients who have never heard of us. We take that seriously.
- We only ever look at threads you have participated in or that are sitting in your inbox.
- We classify threads — whether a conversation is awaiting a reply — and we deliberately do not score, rank, or evaluate people. Callback List does not assess anyone's suitability for a job and does not make or recommend hiring decisions. A human decides who to contact, every time.
- We do not build a profile of anyone, we do not enrich data from other sources, and we do not sell anything to anyone.
If you are a candidate and believe a Callback List customer holds your data, contact the recruiter or firm directly — they are the controller. You can also write to us at [email protected] and we will assist them in responding.
7. Security
- Google refresh tokens and writing-style profiles are encrypted at rest with AES-256-GCM.
- All traffic is served over TLS.
- Passwords are hashed with Argon2id and are never stored in plain text or recoverable by us.
- Sessions are opaque, HTTP-only cookies. Sign-in links are single-use and bound to the browser that requested them.
- We hold the minimum we can: no email bodies at rest means a breach of our database cannot expose your mail.
No system is perfectly secure. If you find a vulnerability, please report it to [email protected] — we will not pursue good-faith researchers.
8. Your rights, and how to actually use them
You can, at any time:
- Disconnect Gmail — in the app. This deletes our stored token and revokes our access at Google.
- Delete your account — in the app, under Account. This is immediate and irreversible: it revokes our Google access, and erases your account, cards, thread IDs, tone profile, usage records and sessions. Nothing is retained.
- Revoke us directly at Google — via your Google account permissions.
- Request access, correction, export, restriction, or objection — email [email protected]. We will respond within 30 days.
If you are in the UK or EEA and think we have handled your data badly, you may complain to your national data-protection authority.
9. Legal basis (UK/EEA)
Where we act as controller: performance of a contract (providing the service you asked for), and our legitimate interests in securing the service and preventing abuse. Where we process your mailbox on behalf of your employer, they determine the legal basis and we act on their documented instructions.
10. Cookies
We set one strictly-necessary cookie (cbl_session) to keep you signed in, plus short-lived cookies during sign-in and Google connection to protect against cross-site request forgery. We do not use advertising or tracking cookies, and we do not run third-party analytics.
11. Children
Callback List is a business tool and is not directed at anyone under 18.
12. Changes
If we change this policy materially — particularly if we add a sub-processor or change what we send to an AI provider — we will notify account holders by email before it takes effect.