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InboxManager

Email data privacy at InboxManager

Connecting your inbox to any tool is a decision about trust. This page explains in plain words what InboxManager can access, what it does with your mail, how it is protected and how you remove it. It describes what we actually do, without badges we have not earned.

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Five promises about your mail

  1. 01 InboxManager never sends an email on your behalf. It writes drafts and you press send.
  2. 02 Your mail is never used to train AI models, ours or those of our providers.
  3. 03 Your data is never sold and never shared with advertising networks.
  4. 04 You can disconnect a mailbox at any time and the mail data we hold for it is deleted.
  5. 05 We ask for the minimum access needed to sort, summarize and draft.

What InboxManager can access in Gmail and Outlook

InboxManager connects through the official Google API and Microsoft Graph with OAuth. You sign in on the Google or Microsoft page, see the exact permissions requested and approve them there. We never see or store your mailbox password.

  1. 01 Read messages and their metadata, so the assistant can sort mail into lanes, summarize threads and learn the tone of your sent replies.
  2. 02 Apply labels in Gmail or move messages to folders in Outlook, so your lanes show up in the mailbox you already use.
  3. 03 Create drafts, so a suggested reply waits in your Drafts folder for your approval.

The access does not include sending mail, deleting your account or changing your mailbox settings. You can revoke it at any moment in your Google or Microsoft account settings, or by disconnecting the mailbox in the app.

How your email content is processed

Message content is processed only to produce what you asked for: lane labels, thread summaries, reply drafts, follow-up reminders and your daily briefing. The AI step runs on models from established providers who process requests under terms that exclude training on the content. Results are stored in your workspace so you can see them again without processing the same message twice.

  • Lanes: Important, Needs reply, Waiting, Newsletters and Spam and cold pitches.
  • Summaries of long threads, shown next to the thread.
  • Drafts in your writing style, saved as regular drafts in your mailbox.
  • Reminders for messages that are still waiting on a reply.

Encryption and access control

  1. 01 All traffic between your browser, our servers and the Google and Microsoft APIs is encrypted in transit.
  2. 02 Stored data, including summaries, drafts and the OAuth tokens that connect your mailbox, is encrypted at rest.
  3. 03 Access to production systems is limited to the few people who need it to run the service, and it is logged.
  4. 04 Inside a workspace, admin roles decide who can connect mailboxes, invite people and change retention.
  5. 05 An audit log records sorting, drafts, approvals and delegation changes, so you can see who did what.

Delegation without handing over your inbox

An assistant or teammate sees your mailbox only when you grant delegation, and only for the mailboxes and actions you allow. They can triage and prepare drafts, while the approval stays with you. You can change or remove delegation at any time, and the change is recorded in the audit log. Read more about email delegation to an executive assistant.

Retention and deletion you control

  1. 01 You choose how long summaries, drafts and lane data are kept in the data retention settings of your workspace.
  2. 02 When you disconnect a mailbox, we stop processing it and delete the mail data we hold for it.
  3. 03 When you delete your account or ask us to, we delete your data, except billing records we must keep by law.
  4. 04 To ask for deletion or a copy of your data, write to support@inboxmanager.ai from the address of your account.

What we do not claim

We do not hold SOC 2 or ISO 27001 certification, and we do not display badges for audits we have not completed. Companies that need contractual commitments can request a data processing agreement on the Enterprise plan. Enterprise also adds SSO through SAML and SCIM provisioning, so access follows your identity provider. Details are on InboxManager pricing.

Report a security issue

If you find a vulnerability or see unexpected access to your account, write to support@inboxmanager.ai with the steps to reproduce it. We read every report and reply to the address you write from. Please give us reasonable time to fix an issue before sharing it publicly.

An AI email assistant that keeps you in control

Connect Gmail or Outlook, review the permissions on the Google or Microsoft page and see your inbox sorted in minutes. Nothing is ever sent without your approval.

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