Privacy policy

Mailbridge is provided by Morgan A.I. Development Solutions Limited ("MAIDS", "we", "us"). Our registration with the UK Information Commissioner's Office is in progress; we'll add the number here once it's issued. You can reach us about anything in this policy at privacy@mailbridge.ai.

We are the controller for your account details. When a business uses Mailbridge for its own or its staff's mailboxes, we process the mailbox content on that business's behalf as its processor, under our Data processing agreement.

Your account

The email address you sign in with, the sign-in methods linked to it (for Microsoft sign-in, the tenant and user IDs Microsoft issues), when you joined and last signed in, and your settings. Needed to run your account.

Sign-in codes

Stored only as a keyed hash, valid for 10 minutes and single-use. Needed to sign you in.

Browser sessions

A hashed session token, your browser description, IP address and times. Used to keep you signed in, let you see and end sessions, and protect your account.

Mailboxes you connect

Each mailbox's address, provider, Microsoft tenant ID or mail server names, signature, the AI permission level and allowed recipient domains you set, and its connection status.

Mailbox credentials

Microsoft access and refresh tokens, or your IMAP password. Encrypted (AES-256-GCM) and used only to reach that mailbox when you or your AI client ask.

Email and calendar content

Read from your provider when you or your AI client ask, and passed straight back. We don't keep copies. Short-lived working data does exist: page buffers for long lists (15 minutes), the message IDs and folders needed to undo a move (24 hours), and the result of each write action, which can include details such as a subject or sender, kept so a repeated request is never carried out twice.

Activity log

For each write or send: time, mailbox, action, recipients, subject and outcome. Never message bodies. Shown to you under Activity.

AI client connections

The name of each AI client you approve and hashed access tokens (valid 1 hour) and refresh tokens (valid 90 days, replaced on every use).

System emails

Your address and the message itself when we send you a sign-in code or tell you a mailbox needs reconnecting.

Plan and payments

When your free trial ends, and, if you subscribe, your Stripe customer reference and a copy of your subscription and invoice records from Stripe (plan, status, renewal date and amounts). Card details go straight to Stripe: we never see or store them.

Cookie choices

Each time you accept or reject optional cookies: the time, your choice, the policy version, whether you used the banner or the preferences window, a random ID kept in your browser, your IP address and browser description, and your account if you were signed in. Kept to show that we asked for consent.

Analytics (only if you accept)

The pages you view, how you arrived, and device and browser details, collected through Google Analytics and Replit's visitor statistics. Never your email, calendar or mailbox settings.

• We don't sell or rent your data, and we don't use it for advertising.
• We don't use your email or calendar to train AI models. Mailbridge itself contains no AI model.
• We don't read your mail. Staff access to mailbox content happens only if you ask us to look at a specific problem, or if the law requires it.
• We don't use advertising cookies. Analytics runs only if you accept it, and you can change your mind at any time.

Mailbridge only passes your AI client (for example Claude) what that client asks for through the tools you allow. What the AI provider does with that data is governed by its own terms and privacy policy, which you agree to separately when you use it. You choose which AI clients to connect, and you can end a connection by removing it in your AI client. Write and send actions are off until you turn them on, and you can limit each mailbox to reading, drafting or sending.

• Contract: to provide the service you signed up for, including your account, mailbox connections and sign-in emails.
• Legitimate interests: to keep the service secure (sessions, rate limits, activity log, reconnect alerts) and to fix faults.
• Consent: for analytics, only if you accept it in the cookie banner or Cookie settings. You can withdraw consent at any time, as easily as you gave it, and that doesn't affect anything before you withdrew it.
• Legal obligation: to keep records we are required to keep, such as invoices and payment records for tax, and the record of your cookie choices, which shows that we asked for consent.

Replit

Hosts the Mailbridge application and its database on Google Cloud, in the EU. If you accept analytics, Replit also counts page visits for us, without cookies.

SMTP2GO

Delivers sign-in codes and reconnect alerts. It sees your email address and those messages only, never your mailbox content.

Your mail providers

Microsoft (Microsoft 365, Outlook.com, Hotmail) and any IMAP/SMTP provider you connect. Mailbridge contacts them only on your instructions, using the access you granted.

Google Fonts

Serves the typefaces used by the Mailbridge pages, so your browser sends your IP address to Google when it loads them.

Google Analytics

Only if you accept analytics: measures how the Mailbridge pages are used. Google Analytics 4 doesn't log or store IP addresses, and we've turned off Google signals and ad personalisation.

Stripe

Takes payments and manages subscriptions if you subscribe. It receives your email address and the payment details you enter on its checkout page, never your mailbox content. Stripe is also a separate controller for its own fraud-prevention and legal duties.

We may also disclose data where the law requires it, or to protect the rights and safety of our users or the public.

Some of the services above are run by companies based outside the UK, or may process data outside the UK. Where that happens, we rely on UK adequacy regulations or on the UK International Data Transfer Agreement or Addendum to the EU Standard Contractual Clauses, with the provider's own safeguards.

Account, mailboxes, activity log

Until you delete your account, or delete a mailbox (which removes its stored credentials and records straight away).

Billing records

Deleting your account cancels any subscription at once. Invoices and payment records are kept, by us and by Stripe, for six years after the end of the financial year they belong to, as UK tax law requires.

Browser sessions

A session lasts at most 7 days, or 12 hours without activity. Its record is removed 30 days after it ends.

Sign-in codes

Removed a day after they expire.

Cookie choices

Choices linked to your account are kept while you have it. Other choices, and those left when you delete your account (without the link to you), are deleted after 395 days (about 13 months: the 12-month choice period plus a month).

Analytics data

Kept by Google Analytics for the retention period set on our account, at most 14 months.

AI client tokens

1 hour (access) and 90 days (refresh), or until you delete your account.

Working data

15 minutes (page buffers and selections), 24 hours (undo information).

Backups

Database backups roll off after 14 days.

• All traffic uses HTTPS. Connections to IMAP and SMTP servers require verified TLS, and private network addresses are refused.
• Credentials, mailbox working data and the activity log are encrypted with AES-256-GCM. Session and AI tokens are stored only as hashes.
• Every record belongs to one user, and every request is checked against it. One user's AI client can never see another user's mailboxes.
• Writes are off by default, every write is logged, moves can be undone for 24 hours, and Mailbridge has no permanent-delete action.

You can ask for a copy of your data, have it corrected or deleted, restrict or object to how we use it, and receive it in a portable format. Two of these you can do yourself, straight away, in the console under Your data:

• Download my data gives you everything we store about you as a JSON file.
• Delete my account removes your account, mailboxes, credentials, activity log and AI connections. Records of your cookie choices lose their link to you and are deleted at the end of their retention period.

For anything else, email privacy@mailbridge.ai. We reply within one month. If you're unhappy with how we handle your data, you can complain to the Information Commissioner's Office at ico.org.uk.

Mailbridge uses a few strictly necessary cookies to keep you signed in and protect sign-in, which don't need consent. Analytics cookies from Google Analytics, and Replit's visitor statistics, are used only if you accept them. You can see and download your cookie history under Your data. The Cookie policy lists every cookie and browser storage item, what it's for and how long it lasts.

Change your cookie settings

Mailbridge is for adults. You must be 18 or over to create an account.

If we change this policy in a way that matters, we'll email you before the change takes effect. The date at the top shows when it last changed.