Privacy policy
This product only works if you forward us real email. That deserves a policy written to be understood rather than to be technically unchallengeable.
Last updated 8 September 2026
Who we are
MailToAI is operated by Shinetech Europe Limited, 8 Devonshire Square, London EC2M 4PL. For the personal data described below we are the data controller, except where stated otherwise in "Email you forward about other people".
Questions, requests, or complaints: privacy@mailtoai.app.
What we collect
Account data: your email address, your name if you give one, a hashed password or the identifier from whichever sign-in method you use, and your session records.
The addresses you authorize: each email address you allow to send work to your inbox, and whether it has been confirmed.
Email you forward: the complete original message, including its headers, body, and any attachments. This is the substance of the service — we cannot summarize an email we have not received.
What we produce: the reply we generated, the intent the system inferred, timings, token counts, computed cost, and any thumbs-up or thumbs-down you give.
Billing data: your plan, subscription status, and a Stripe customer identifier. Card numbers go directly to Stripe; we never receive or store them.
Operational records: authentication and delivery events, blocked-sender attempts, and addresses suppressed after a bounce or spam complaint.
Why we process it, and on what basis
To perform our contract with you: receiving your mail, carrying out the task, sending the reply, keeping your history, and taking payment. Without this processing there is no service.
For our legitimate interests in keeping the service secure and working: verifying that senders control the addresses they claim, dropping mail from unauthorized senders, rejecting messages that fail a virus check, enforcing quotas, honouring bounces and spam complaints, and investigating abuse.
To comply with legal obligations, such as retaining billing records for the period tax law requires.
We do not sell personal data, we do not share it for advertising, and we do not use it to build profiles for marketing.
Nothing you send trains a model
Your email is sent to our AI provider solely to produce your reply. It is not used to train or improve any model, by us or by them. We do not read your mail except where you explicitly ask us to investigate a problem with a specific message, or where we are legally required to.
Email you forward about other people
This deserves saying plainly, because it is unusual. When you forward a message, you almost always send us personal data about someone who is not our customer — the people in the thread, on the invoice, or named in the document.
For that content you are the controller and we act as your processor: we handle it on your instructions, only to carry out the task you asked for, and we do not use it for anything else. You are responsible for having a lawful basis to send it to us. If you are forwarding on behalf of an organisation, that organisation should be satisfied it may do so.
We never contact anyone mentioned in a forwarded message. The only email we send is the reply, and it goes only to the address that forwarded it.
How long we keep it
The original message and its attachments are deleted after 30 days. This is enforced by a storage lifecycle rule rather than by our application code, so a bug in the product cannot cause your mail to be kept longer.
The generated reply and the metadata about the task stay in your account history until you delete them or close your account. Deleting your account removes your account data, your authorized addresses, your history, and the replies we produced.
Two things outlive account deletion, and both for a reason: billing records, which we must retain for tax purposes, and suppressed addresses, which we keep so we do not resume mailing an address that bounced or reported us as spam.
Who else processes it
We use the following providers to run the service. Each processes data only to provide their part of it, under contract.
| Who | What they do | Where |
|---|---|---|
| Amazon Web Services | Email receiving and sending (SES), encrypted storage of raw messages and attachments (S3), delivery notifications (SNS). | London, United Kingdom (eu-west-2) |
| Anthropic | The AI model that reads your instruction and the forwarded material and produces the reply. | United States |
| Neon | The database holding your account, message history, and generated replies. | London, United Kingdom |
| Vercel | Hosting for the website and dashboard. | London, United Kingdom (function region) |
| Fly.io | Hosting for the process that carries out tasks. | London, United Kingdom |
| Stripe | Subscription payments. Card details go to Stripe and are never seen or stored by us. | United States and Ireland |
International transfers
Receiving, sending, storage, and processing all happen in London. Two providers are based in the United States: our AI provider, which receives the content of your message in order to produce the reply, and Stripe, which handles payments. Those transfers rely on the standard contractual clauses and the transfer mechanisms in each provider's data processing agreement.
How it is protected
Messages and attachments are encrypted at rest, and everything is encrypted in transit. Delivery notifications are cryptographically signed and every signature is verified before a single database row is written. The process that handles your mail runs as an unprivileged user, and every query is scoped to the account that owns the data.
An address can only send work to your inbox after confirming a link sent to that mailbox. Mail from anywhere else is discarded without a reply.
To report a vulnerability: security@mailtoai.app. We will not pursue anyone who reports a genuine issue in good faith.
Cookies
We set one cookie, to keep you signed in. There is no analytics, no advertising, and no third-party tracking on this site, so there is nothing to consent to and no preferences to manage.
Automated processing
The reply is generated by an AI model without a human reviewing it. It is a piece of work product for you to use as you see fit — it is not a decision about you, and it produces no legal or similarly significant effect. Replies can be wrong, and you should check anything that matters before acting on it.
Your rights
You can ask for a copy of your data, ask us to correct it, ask us to delete it, ask for it in a portable form, ask us to restrict how we use it, or object to processing we base on legitimate interests. Email privacy@mailtoai.app and we will respond within one month.
Most of this you can do yourself and immediately: your dashboard shows your history and lets you delete individual messages, remove authorized addresses, or close your account.
If you are unhappy with how we have handled a request, you can complain to the UK Information Commissioner's Office (ICO). We would rather you told us first.
Changes
If we change this policy in a way that materially affects you, we will email you before it takes effect. The date at the top always reflects the current version.