This policy covers Red Assistant, the personal assistant app for your mail, tasks, calendar, contacts, clients and documents, on iPhone and on the web at todo.redfluent.net. Red Assistant is provided and hosted by Redfluent Pte. Ltd. (“we”, “us”), a company in Singapore. It is invite-only: accounts are opened by us.
For our other apps and websites, see the Privacy Policy.
1. What we collect
Your account
- Your email address. You sign in with a one-time code we email to you; there is no password.
- For each device you sign in on: a description of the app or browser, and the internet address it first signed in from. We also record the internet address used to request a sign-in code or access.
What you put in Red Assistant
- Tasks, reminders, calendar events, contacts and client records, and photos of business cards.
- Documents you upload, such as passports, identity cards, certificates, medical reports and bank statements, with their document numbers, expiry dates and notes, and the names of the family members they belong to.
- Your chat with the assistant, including voice messages.
- For card payment reminders: the card name and its last four digits only.
Accounts you connect
- Mailboxes. To connect a mailbox you give its address and password, or sign in with Google. The password is encrypted on your device before it is sent, and only our mail service can decrypt it. Red Assistant only reads your mail; it does not send, delete or mark it. Depending on your account, it either keeps a copy of your mail so you can read and search it in the app, or only reads new mail to suggest tasks and keeps the subject and a short excerpt.
- Pictures in emails load from the sender’s servers when you open an email, so a sender may learn when you opened it and your internet address.
- Google Calendar. If you connect it, your events are copied both ways between Google and Red Assistant.
- iPhone calendars. If you turn on sync, the app reads and writes your iPhone calendar events: title, place, notes, times, repeat rule, alerts and link. It does not read who is invited.
- WhatsApp. If you link your WhatsApp number, we keep the number and your consent, and the assistant can message you there.
From your device
- The microphone, only while you record a voice message.
- The camera and photos, only for the photos you take or pick in the app.
- A push-notification token and the reminder sound you chose, if you allow notifications.
- Error reports when the app goes wrong: the error, the screen, the app version and the platform. Email addresses and long codes are removed first.
- Basic document events, such as a file type and size when you upload a document.
What we do not collect
- Your location. The app does not read it. Photos you attach may contain the place they were taken, if your camera saved it.
- The contacts on your phone. The app does not read them.
- Your advertising identifier. The app contains no advertising, analytics or crash-reporting software.
2. How the AI assistant uses your data
- Chat. When you ask the assistant something, your message, the recent conversation and the records it needs (for example tasks, events, contacts or documents) are sent to an AI model to get the answer.
- Voice. Voice messages are turned into text on Redfluent’s own servers. The recording is deleted once it has been transcribed.
- Photos and documents. Business cards and documents are read by Redfluent’s own AI models first. If they cannot read the key details, the photo, or part of it, is sent to an outside AI model. To read the machine-readable lines of passports, the lower part of a document photo is sent to DeepSeek.
- Tasks. To fill in task details, the task title, notes and the message it came from are sent to an AI model.
- Learning how you work. For the account owner, the assistant learns from emails you wrote yourself (up to 800 characters each, with quoted text and signatures removed). Emails other people wrote to you are never used for this.
- The outside AI models are Anthropic (Claude) and DeepSeek. Their processing may take place outside Singapore. We send them only what a task needs.
- We do not use your data for advertising, we do not sell it, and we do not train AI models on it.
3. Who can see it
- You.
- Redfluent staff, when needed to set up, support or fix the service.
- Service providers that process data for us: Cloudflare (hosting, database and network), Apple (push notifications and app distribution), Resend (sign-in codes and invitation emails), Anthropic and DeepSeek (AI, as described above), and Google and WhatsApp (Meta) when you connect them. When you connect a mailbox, we sign in to your mail provider to read your mail.
- Authorities, only when the law or a court order requires it.
4. Where it is stored
The database is held by Cloudflare, whose network operates in several countries. Copies of your mail, the original files of your documents and our backups are kept on Redfluent-operated servers and storage in Singapore. Files can only be opened after signing in.
5. How long we keep it
| Data | Kept for |
|---|---|
| DataYour tasks, events, contacts, clients, documents and chat | Kept forWhile you use Red Assistant, or until you ask us to delete them. |
| DataTasks you drop and contacts you delete | Kept forKept in the app so you can restore them. |
| DataDocuments you delete | Kept for30 days in Deleted, then removed from the app. We keep a copy of the original file in our archive until you ask us to delete it. |
| DataCopies of your mail | Kept forWhile the mailbox is connected. When you remove a mailbox we delete its sign-in details and end Google's access; copied emails are kept until you ask us to delete them. |
| DataVoice recordings | Kept forUntil they are transcribed. |
| DataSign-in codes | Kept for10 minutes. |
| DataSigned-in devices | Kept forUp to 365 days, or until you sign out. |
| DataDatabase backups | Kept for14 days for local copies. Encrypted backups are kept without a time limit and used only to restore the service. |
| DataRecords of sign-ins and changes | Kept forWhile you use Red Assistant. There is no shorter automatic limit today. |
6. Security
- Data is sent over encrypted connections.
- Mailbox passwords are encrypted on your device before they are sent.
- On iPhone your sign-in is kept in the Keychain. Signing out removes it and the data saved on the device.
- Your files are private and can only be opened after signing in.
7. Your choices and rights
- Turn microphone, camera, photos, calendar and notification access on or off in your iPhone’s Settings.
- Remove a connected mailbox or Google account in the app at any time.
- You can ask what personal data we hold about you, ask us to correct it, or ask us to delete it.
- Deleting your account: email ai@redfluent.com from the address you sign in with. We close the account and delete its data, including copies of your mail and document files, except what the law requires us to keep. Encrypted backups are not changed.
8. Children
Red Assistant is for adults. If you store documents about family members, including children, you are responsible for doing so with their or their parents’ agreement.
9. Contact
- Data Protection Officer, Redfluent Pte. Ltd.: ai@redfluent.com
- If you are not satisfied with our response, you can contact the Personal Data Protection Commission of Singapore (pdpc.gov.sg).
10. Changes to this policy
If we change this policy we update the date at the top. If we start collecting a new type of data, we update it first.