Privacy Policy

Submole is operated by Rohit Shukla ("we", "us", "the seller"). For the purposes of data protection law, Rohit Shukla is the data controller of the personal data described in this notice. You can contact us at any time at support@submole.com.

Submole helps businesses track their recurring software and service spending. When you connect your Gmail account, Submole reads billing-related emails such as receipts, invoices and renewal notices, to identify what your company pays for and how much it costs.

We collect the following categories of personal data:

• Account data: your name, email address and company name, used to create and secure your account and provide the service.
• Gmail billing data: with your explicit permission, read-only access to billing-related emails. From each one we extract only the vendor name, amount, currency, billing period, seat counts, charge date and subject line. The full text of your emails is processed to extract these fields and is not stored.
• Usage data: how you use the product, used for security, fraud prevention and product improvement.
• Support messages: anything you send us when you ask for help.

Payment card details are collected and processed by our Merchant of Record, Paddle (see below). We never see or store your full card number.

We process your personal data on the following legal bases:

• Performance of a contract (GDPR Art. 6(1)(b)): account data and Gmail billing data, to provide the service you signed up for.
• Legitimate interests (GDPR Art. 6(1)(f)): usage data, for security, fraud prevention and improving the product.
• Consent (GDPR Art. 6(1)(a)): connecting your Gmail account, which you can withdraw at any time by disconnecting.
• Legal obligation (GDPR Art. 6(1)(c)): records we must keep for tax and accounting purposes.

Our order process is conducted by our online reseller Paddle.com. Paddle.com is the Merchant of Record for all our orders. Paddle processes your payment and billing data (such as your name, email, billing address and payment method) to complete your purchase, manage your subscription, handle tax compliance and invoicing, and process refunds. Paddle's own privacy policy governs its handling of that data.

We share personal data only with the following categories of recipients:

• Service providers: secure cloud hosting, database and AI processing infrastructure used to run Submole.
• Paddle, our Merchant of Record, for payment processing, subscription management, tax compliance and invoicing.
• Professional advisers (legal, accounting) where needed.
• Authorities, where required by law.

We do not sell your data. We do not share your email content or subscription data with advertisers or data brokers. We do not use your emails to train AI models.

Account and subscription records are kept for as long as your account is active. If you delete your account, your personal data is deleted or anonymised within 30 days, except for records we must retain to meet legal, tax or accounting obligations. Email content is never stored beyond the moment of extraction.

We use appropriate technical and organisational measures to protect your data, including encryption in transit and at rest, encrypted storage of your Gmail connection credential, strict access controls, and row-level isolation so each account can only see its own records.

Depending on where you live, you have the right to access, correct, delete, restrict or port your personal data, to object to processing, and to withdraw consent at any time. You can disconnect Gmail and delete individual records yourself from the dashboard. For anything else, email support@submole.com and we will respond within one month. If you are in the UK or EEA, you also have the right to complain to your local data protection authority.

Our infrastructure providers may process data outside your country. Where data leaves the UK or EEA, it is protected by appropriate safeguards such as standard contractual clauses or adequacy decisions.

Submole uses only essential cookies required to keep you signed in and keep the service secure. We do not use advertising or tracking cookies.

Questions about this policy or your data: email support@submole.com.