Mailroom helps you stay on top of your inbox. Here is exactly what it does with your data. Plain language first, precise detail underneath, and more in our security overview.
What it accesses. With your permission, Mailroom reads your mailbox. By default this is read-only: it can never move or delete anything unless you turn on Tidy from Mailroom yourself (below). If you separately turn on the optional Send feature, it can send a message, but only one you have written and tapped send on: a reply, a forward, or a new message you compose. It never writes or sends anything on its own initiative, and Send on its own never moves or deletes mail. The one exception is a single test message sent to your own address at the moment you switch Send on, so we can prove sending actually works before you rely on it. Nobody else ever receives it, and it happens once.
Tidy from Mailroom (optional, off until you turn it on). If you turn this on in Settings, your mail provider asks you to allow it, and from then on Mailroom can archive an email, delete it, or mark it read or unread, but only the one you tap Archive, Delete or Mark read on, and only in your own mailbox. Deleting moves the email to your Bin in Gmail, or Deleted Items in Outlook, where you can get it back; Mailroom never deletes anything for good. Each of these can be undone for a few seconds with the Undo button. Nothing is tidied on its own, with one choice you make yourself: "Mark as read when I open it", also off until you turn it on. Mailroom keeps a record of how many emails were tidied and how, never which ones or what they said. Turning Tidy off stops Mailroom using it at once; to take the permission away completely, remove Mailroom in your Google or Microsoft account.
What it does. It reads your recent unread mail and works out what needs a reply and what is noise, so it can show you what needs a reply and alert you to urgent items. When you search, open a conversation, browse all your mail, or look at what you have sent, it reads those messages too, at the moment you ask for them. Anything Mailroom has shown you in one of those lists can be opened and read in the app; nothing else can, so a message Mailroom has never put in front of you is never fetched on a guess. To do that, the content of those emails is sent securely to our AI provider (Anthropic) purely to summarise and prioritise them.
Speaking your reply (optional). If you tap the microphone and dictate, the recording is sent to Mailroom's own server and turned into text by software running on that same server. No other company ever hears it, and the recording is deleted as soon as it has been turned into text. It is never saved.
What happens to the words you spoke. Speech comes out messy, so the text is tidied up before it lands in your reply box: filler words removed, sentences punctuated, "new paragraph" turned into an actual paragraph break. Most of that tidying happens on our own server. The final polish is done by our AI provider (Anthropic), which means the words you dictated are sent to them, in the same way the emails you are replying to are. They are used only to hand the tidied text straight back to you, they are not used to train any AI model, and Anthropic deletes them shortly afterwards. If you would rather nothing you dictate left our server, turn server-only polish on in Settings and the tidying is done entirely by us.
Helping Mailroom hear you better (optional). Two small things learn from your dictation, and both stay on our server. If Mailroom mishears a word and you correct it, it can offer to remember that one correction for you: it keeps the pair of words only, never the reply they came from, and only ever for your own account. Separately, if you choose to record the twenty-five test phrases on the accuracy screen, those recordings are kept for 90 days so we can measure how well dictation is working, and that screen has a button that deletes every one of them immediately. Normal dictation never records anything there.
Your writing style (optional). If you set up "Your voice" in Settings, Mailroom reads up to about 150 of your recently sent emails and sends a selection of them securely to the same AI provider purely to measure HOW you write (tone, length, greeting, sign-off), and keeps only that small style profile. The emails themselves are not kept for this, and the profile never contains message content. You can turn it off in Settings at any time (it stops being used immediately), and the profile is deleted when you disconnect.
What it never does. We never sell, rent or share your data, and only you ever see your inbox. Your email is never used to train any AI model. We never use it for advertising, and never give it to data brokers or resellers.
Your control. You can disconnect at any time, from your email provider's connected-apps settings or from Mailroom itself. Disconnecting deletes your stored data. Access ends immediately.
Pictures inside emails. Many emails pull their images from the sender's own website when you open them, which tells that sender you have read it and roughly where you are. That is how every email app works, and Mailroom loads them by default so your mail looks right. If you would rather it did not, turn images off in Settings and each email gets a "Load images" button instead, so nothing reaches the sender unless you tap it.
We ask for the narrowest set that makes the product work. We never ask for permission to delete mail for good. The one permission that can change your mailbox is Tidy, below, and only if you turn it on.
| Permission | Why we need it |
|---|---|
| Read your mailGoogle gmail.readonly · Microsoft Mail.Read | To read recent unread messages so we can tell you which need a reply and alert you to urgent ones. This is the core of the product. |
| Send a messageGoogle gmail.send · Microsoft Mail.Send | Optional, and off by default. Only requested if you switch Send on, and only ever used to send a message you have written and tapped send on, plus one test message to your own address when you first enable it. We check once a day that this permission still works, which sends nothing at all. |
| Tidy your mailGoogle gmail.modify · Microsoft Mail.ReadWrite | Optional, and off by default. Only requested if you turn Tidy from Mailroom on, and only ever used to archive, delete to your Bin or Deleted Items, or mark read or unread an email you tapped. These are the smallest permissions Google and Microsoft offer that can do that. Said plainly: Google's also covers sending, and Microsoft's also covers deleting. Mailroom only sends when you have turned on Send and tapped it, and only ever moves a deleted email to Deleted Items, never deletes anything for good. Google's full mailbox permission, the one that can delete for good, is never asked for. |
| Your name and email addressopenid, email, profile, User.Read | To sign you in and know whose mailbox is whose. You sign in on your provider's own page, so we never see your password. |
| What | How long |
|---|---|
| Your access credential for your mailbox | Until you disconnect. Stored encrypted (AES-256-GCM). |
| A cache of recent message content, so your radar renders without re-fetching | Deleted automatically after 90 days, whether or not you are using the app. Also capped in size, so older entries drop away sooner as new mail arrives. Deleted entirely when you disconnect. |
| Summaries and draft replies generated for you | Deleted automatically after 90 days. Also capped in size, oldest dropped first. Deleted when you disconnect. |
| A list of the message identifiers Mailroom has already shown you, so that a message you can see in All mail, in search, in Sent or in a conversation opens when you tap it | Identifiers only: no subject, no sender, no body, nothing about what the message says. The newest 2,000 are kept and each is forgotten 30 days after it was shown. Deleted when you disconnect. |
| Activity records (which cards you actioned, and when) | Rotated after 35 days. Records the sender's domain only, never the message, never the full address. |
| A record of messages sent through Mailroom | Time, provider and recipient domain only. Never the message body, never the full recipient address. |
| Corrections you make to dictated words (the misheard word and your correction, so Mailroom stops making the same mistake) | Kept for your account until you disconnect. Only the pair of words is stored, never the message you were writing. Newest 100 kept. |
| Your settings, rules and signature | Until you change them or disconnect. |
| Your voice style profile (only if you set up "Your voice": tone, length, greeting and sign-off; never message content) | While your account is connected. Turning it off stops it being used; disconnecting deletes it. The sent mail read to build it is not kept. |
| Replies you have sent (only if you turned on Reply from Mailroom, or pressed Refresh under "Your voice"): what you wrote, the email it answered and who it went to, so drafts sound like you and match how you write to each person | Up to 13 months back, the newest 6,000 replies. Kept on Mailroom's own server and used only to write your drafts; a few are sent to the AI provider with each draft, as described below. Deleted when you disconnect. |
| Your voice example bank (only while "Your voice" is on): when a reply you actually send differs meaningfully from the suggested draft, the email and your reply are kept as an example of how you write, so future drafts sound more like you | Newest 40 examples, each deleted after 6 months. Turning "Your voice" off stops collection immediately; disconnecting deletes them all. |
| A message you are part-way through writing, if you leave it unsent | Kept so you can come back to it, including who it is to and everything you have typed. Your fifty most recent are kept; older ones drop away as you write new ones. Deleted the moment you send or discard it, and when you disconnect. |
| Files you attach, and files attached to mail you read | Not kept. An attachment passes through our server on its way to your provider or to your screen and is never written to disk. A saved draft records the file's name only, never the file. Attachments are never sent to our AI provider. |
| Your dictation recordings | Not kept. Each recording is turned into text and discarded in the same moment. It is never written to disk and never leaves our server. |
| Words Mailroom mishears, once you correct one and accept the offer to remember it (only if you use dictation) | The pair of words only, never the email they came from. Yours alone: a correction you make never changes anyone else's dictation. Removable in Settings; deleted when you disconnect. |
| The twenty-five test recordings, only if you opt in on the accuracy screen | Deleted automatically after 90 days, and there is a delete-everything button on that screen. Deleted when you disconnect. Nothing else you dictate is ever stored here. |
One company, for one purpose. We keep this list short deliberately.
| Who | What they receive | Why |
|---|---|---|
| AnthropicClaude API | The sender, subject and body text of the messages being sorted, and of any message you open. When you ask for a draft reply, also: the last two messages in that conversation, the business facts you typed into Settings, and (if Mailroom has learned how you write) up to ten of your own past replies, so the draft sounds like you. If you dictate, the words you spoke. If you turn Promise Keeper on, the reply you just sent, so it can spot what you promised. | To produce the priority verdict, summary and suggested reply you see in the app. Anthropic does not train models on this data and retains it only briefly before deleting it. |
| Your email providerGoogle or Microsoft | Nothing new — this is your own mailbox. | Reading your mail, and sending your reply if you enable Send. |
Those are the only companies that receive the contents of your mail. One more is involved in alerts, and only in alerts: when Mailroom buzzes your phone, the alert travels through the notification service your phone's browser uses (Google's, Apple's or Mozilla's, depending on your device). The alert is encrypted before it leaves us and can only be opened by your own phone, so that service cannot read the sender or the summary inside it. It does see that an alert was sent to your device, and when. We do not sell or share your data with anyone, for any reason.
Open Mailroom and choose Disconnect, or revoke access from your provider's connected-apps settings. Disconnecting removes your stored credential and deletes your entire data directory: cached messages, summaries, settings, signature and activity records. It is immediate, and we keep no copy. You do not have to email anyone to make it happen.
Your data sits on a private server operated by The Solva Group in a single location, reachable only over an encrypted connection. It is not replicated to third-party clouds. The technical detail is in the security overview.
Questions, or a privacy request? Email mark@thesolvagroup.com and a human replies.
The Solva Group, Victoria, Australia. Last updated 8 September 2026.