Privacy Policy ÃÂÃÂÃÂÃÂÃÂÃÂÃÂÃÂ¢ÃÂÃÂÃÂÃÂÃÂÃÂÃÂÃÂÃÂÃÂÃÂÃÂÃÂÃÂÃÂÃÂ Mail-Organiser

Mail-Organiser is operated by BakersGuild Ltd (company number 16806775), registered in England and Wales. We are committed to protecting your personal information and being transparent about how we use it. This policy explains what data we collect, why we collect it, how we store it, and your rights under UK GDPR and the Data Protection Act 2018.

1. Who we are

Data controller: BakersGuild Ltd, trading as Mail-Organiser. If you have questions about this policy, please contact us at privacy@mail-organiser.com.

2. What data we collect

We collect only the data necessary to provide the Mail-Organiser service. Here is a precise account of what is stored and for how long:

Account data

Your name, email address, Microsoft account identifier, timezone, and account status. Collected when you authenticate via Microsoft OAuth. Retained for the life of your account and deleted within 30 days of account deletion.

Email metadata

For each email we classify, we store: the sender domain (e.g. barclays.com), a subject line snippet (the first portion of the subject), the message ID (an internal Microsoft reference, not the email content), the received date, our classification result, confidence score, and what action was taken. We never store the full body of any email. This metadata is stored permanently while your account is active and deleted within 30 days of account deletion.

Connected mailbox data

Your connected Outlook email address and Microsoft user ID. OAuth access and refresh tokens are stored encrypted in Cloudflare KV with a maximum lifetime of 7 days, after which they expire automatically.

Subscription and billing data

Your plan, subscription status, renewal date, monthly scan usage, and Stripe customer and subscription IDs. Payment card details are processed entirely by Stripe and never stored on our servers.

Custom rules

Rules you create to block, protect, or redirect emails — for example, a sender email address you have blocked or a keyword you have set as a rule. Stored while your account is active.

Action and audit logs

A record of actions taken within Mail-Organiser — which emails were moved, which rules were applied, login events, and security-relevant events. These logs do not contain email content. Retained for 12 months for security and fraud prevention purposes.

Inbox score and usage data

Your inbox health score, score breakdown, and daily and monthly scan counts. Retained while your account is active.

Writing style profile (consent-gated, optional)

If you opt in to writing style analysis, we analyse a sample of your sent emails to derive a style profile (tone, typical sign-off, sentence length). Only the derived profile is stored — not the emails themselves. This is stored in Cloudflare KV for 30 days, after which it expires automatically. You can withdraw consent at any time in Settings.

Referral data

If you use or share a referral code, we store the referrer and referred user IDs, the referred email address, and whether a reward was granted. Retained while your account is active.

Waitlist data

If you sign up to the waitlist before purchasing, we store your email address, name (if provided), and the source of your sign-up. Retained until you ask to be removed or you become an active customer.

Technical and security data

IP address (used for rate limiting and fraud prevention, stored temporarily), browser timezone, and rate limiting counters (expire within 2 minutes).

3. How we use your data

We use your data to:

Authenticate you and maintain your account session.
Scan, classify, and organise your emails according to your preferences.
Detect suspicious or scam emails and alert you.
Process payments and manage your subscription.
Send transactional emails (account confirmations, billing receipts, security alerts).
Calculate your inbox health score.
Operate the referral programme if you choose to participate.
Improve the service and fix technical issues.

We rely on the following legal bases under UK GDPR:

Contract performance — to deliver the service you have subscribed to (classification, folder management, billing).
Legitimate interests — security, fraud prevention, rate limiting, audit logging, and service reliability.
Consent — for optional features where you have explicitly agreed: connecting your mailbox, body scanning to improve classification, body scanning to generate draft replies, and writing style analysis. You may withdraw consent for any of these at any time in Settings.

4. What we do not do

We do not store the full bodies of your emails under any circumstances.
We do not read email body content without your explicit consent. When you opt in to body scanning, content is processed temporarily for the specific action you requested (classification or draft reply) and immediately discarded.
We do not use your emails or any email content to train any AI or machine learning model.
We do not sell your data to any third party.
We do not send marketing emails unless you have opted in.
We do not share your data with advertisers.

5. Data storage and security

Your data is stored on Cloudflare's infrastructure (EU and UK data centres). We use encryption in transit (TLS 1.2+) and at rest. Access tokens for your Microsoft account are stored encrypted in Cloudflare KV with a maximum lifetime of 7 days. We follow the principle of least privilege ÃÂÃÂÃÂÃÂÃÂÃÂÃÂÃÂ¢ÃÂÃÂÃÂÃÂÃÂÃÂÃÂÃÂÃÂÃÂÃÂÃÂÃÂÃÂÃÂÃÂ only the systems that need your data to function have access to it.

6. Data retention

We retain different types of data for different periods:

Account and email metadata — retained while your account is active. Deleted within 30 days of account deletion.
OAuth tokens — stored encrypted in Cloudflare KV. Expire automatically after 7 days maximum.
Action and audit logs — retained for 12 months for security and fraud prevention.
Writing style profile — stored in Cloudflare KV for 30 days, then expires automatically. You can also delete it immediately by withdrawing style analysis consent in Settings.
Batch undo data — stored temporarily in Cloudflare KV and expires automatically after a short window.
Rate limiting data — expires within 2 minutes.
Waitlist signups — retained until you request removal or become an active customer.

You can request deletion of your account and all associated data at any time from within the add-in settings or by emailing privacy@mail-organiser.com.

7. Your rights

Under UK GDPR you have the right to:

Access: request a copy of the data we hold about you.
Rectification: ask us to correct inaccurate data.
Erasure: ask us to delete your personal data.
Restriction: ask us to limit how we use your data.
Portability: receive your data in a machine-readable format.
Objection: object to processing based on legitimate interests.
Withdraw consent: disconnect your mailbox at any time from the add-in settings.

To exercise any of these rights, email privacy@mail-organiser.com. We will respond within 30 days. You also have the right to lodge a complaint with the Information Commissioner's Office (ICO).

8. Cookies

We use strictly necessary cookies to keep you logged in. We do not use advertising or tracking cookies. See our Cookie Policy for details.

9. Third parties and sub-processors

We use a small number of trusted third-party services to operate Mail-Organiser, including Cloudflare (infrastructure), Stripe (payments), and OpenAI (AI features, only when you have consented to body scanning). We have Data Processing Agreements in place with all sub-processors. None of your data is sold or shared with third parties for marketing purposes.

10. Changes to this policy

We may update this policy from time to time. We will notify you of material changes by email or via an in-app notice at least 14 days before changes take effect. The effective date at the top of this page will always reflect the current version.

Contact our Data Protection team

BakersGuild Ltd, trading as Mail-Organiser

Email: privacy@mail-organiser.com

ICO Registration: ZC106060