Privacy policy

Updated 13 October 2026. MailTrace is operated by Andrea Capera. This page explains the information used to provide your account and evidence workspace.

Information collected through Google sign-in

Google sign-in requests openid, profile and email. MailTrace receives your Google account identifier, verified email address and name to identify your account and create a signed-in session. The backend stores the account record and OAuth tokens used for account authentication. These sign-in permissions do not grant access to Gmail messages or attachments. MailTrace does not import your Gmail inbox through Google sign-in.

How Google account information is used

Google account information is used for authentication and account management. It is not sold, used for advertising, or provided to an AI model for training. MailTrace’s use of information received from Google APIs follows the Google API Services User Data Policy, including its Limited Use requirements.

Microsoft mailbox permissions

Microsoft sign-in requests basic identity permissions, offline_access, User.Read and Mail.Read. This allows MailTrace to identify your account and import correspondence within the review scope you choose. MailTrace does not request permission to send, modify or delete your mailbox messages.

Optional Gmail evidence import

When Gmail import is enabled for your account, connecting Gmail is a separate consent step from Google sign-in. It requests gmail.readonly, together with basic identity permissions, so MailTrace can retrieve messages and attachments matching the case target and date range you choose. The Gmail permission can read mailbox messages and settings; MailTrace uses it to import selected correspondence, not to send, modify or delete Gmail messages. Spam and Trash are excluded from imports.

MailTrace saves imported message subjects, senders, recipients, dates, body content and source identifiers, together with supported attachments and case findings. Gmail access and refresh tokens are encrypted by the backend before storage, using a dedicated encryption key. Manual import and refresh use these tokens; MailTrace does not continuously synchronise your Gmail mailbox.

Gmail content is not sent to external AI services until you approve Gmail AI processing for the case. Approval allows relevant content to be processed by the configured provider for the features described below. Individual file preparation can also require approval. Withdrawing case approval stops further external processing and pending processing jobs; it cannot recall information already sent with your approval.

Disconnecting Gmail removes its stored access credentials and attempts to revoke the provider grant. Saved evidence remains available. The case Evidence page provides a separate, confirmed deletion action for imported Gmail emails, attachments and associated results. Minimal mailbox, case and message identifiers are retained to prevent ordinary refresh from restoring deleted evidence. This action does not delete messages in your Gmail account.

Saved evidence and workspace data

MailTrace stores correspondence selected or matched for review, including subjects, senders, recipients, timestamps, body text and related attachments. It also stores uploaded files, cases, issues, timelines, questions, reports and processing results used in your workspace. Original material and source links are retained alongside derived findings.

Hosting and AI-assisted features

Railway provides hosting, databases and evidence storage. Microsoft and Google provide their respective account sign-in services. AI-assisted features may send submitted questions and relevant evidence to the configured AI provider, such as OpenAI, to produce the requested result. File preparation asks for permission where external processing is required; saved approval and processing status remain visible in the app.

No internal model training

MailTrace does not use users’ account information, emails, attachments, uploaded documents, questions or reports to train or fine-tune its internal AI models. AI-assisted features process relevant evidence to answer your questions and generate the results you request. Saved corrections can help organise evidence within your own case; they are not used to train a shared MailTrace model.

Storage, sharing and security

Google account records and OAuth tokens are stored in MailTrace’s backend database hosted on Railway. Railway processes this information to host and operate the service. Google processes the sign-in requests you initiate. Google sign-in profile information is not sent to the AI provider to generate workspace findings. Evidence you choose to use with AI-assisted features is processed separately as described above.

Private workspace information is accessed through authenticated API requests and account permissions. Production connections use HTTPS, and the session cookie is protected with HttpOnly and Secure attributes. This cookie keeps you signed in to your workspace. OAuth client secrets stay on the backend.

Data travelling between your browser and MailTrace’s production API is encrypted in transit using HTTPS. When you save your own AI provider API key, the backend encrypts that key before storing it and decrypts it to make the requested provider call. Other workspace information is protected through the authenticated access controls described above.

Retention and deletion requests

Account records, saved evidence and workspace results remain stored to provide access to your workspace. Signing out or revoking an account connection does not by itself delete these records. Revocation stops future access through the revoked provider connection, but information already saved remains in MailTrace.

To request access, correction or deletion of your account information, stored OAuth tokens or saved evidence, email the contact below from your account email address and describe the request. MailTrace may ask you to confirm account ownership before acting on a request. This contact process applies to information received through Google sign-in as well as other saved workspace data.

Your choices

You can sign out and revoke MailTrace’s access through your Microsoft or Google account settings. You control the correspondence and files selected for a review and can exclude evidence from retrieval using the available workspace controls.

Contact

For privacy questions or data requests, email founder@mailtrace.dev. Please include your account email address, and avoid sending private case evidence in the initial enquiry.