Mailroom privacy policy

Last updated October 14, 2026

Mailroom is Joe Bond's personal email sorter. It runs on his Mac and reads only his Gmail account. Nobody else uses it.

What Mailroom reads

Mailroom has read-only access to Joe's Gmail, and no other permission. Google calls this permission "View your email messages and settings." With it, Mailroom reads:

Messages from the last 90 days, including the sender, subject, text and attachments. It uses them to sort his mail, keep newsletters and receipts he can search, and spot sales he asked about.
The To and Cc lines of mail Joe sent in the last two years, so it knows which senders are people he knows.
Once a week, who sent each message in Spam from the last seven days, and whether it looks like mass mail. It keeps only a count of how many may be from a person.

Read-only means Mailroom cannot send, delete, forward, archive or label mail.

Where the mail goes

Mail stays on Joe's Mac. Mailroom keeps its copy in a private folder on that one computer. It sorts mail with an AI model that runs on the Mac itself. No mail goes to any other company or AI service.

Nobody but Joe sees Mailroom's copy of the mail. It is never sold, shared or used for ads.

When Joe tells Mailroom how to sort a sender or a mailing list, it remembers that choice on his Mac and uses it only for his own mail. His mail is never used to train AI models for anyone else.

How long Mailroom keeps it

Mailroom keeps a copy of the last 90 days of mail. It keeps some mail past 90 days, for as long as the message is still in Joe's Gmail:

Mail from people.
Mail Joe still needs to act on.
Newsletters in the reading library.
Receipts and bills.
Mail it has not finished sorting.

When a message is deleted from Gmail or moved to Spam, Mailroom deletes its copy too, along with anything it worked out from it, such as a summary or an order number. Mailroom never backs up its copy of the mail.

The list of people Joe has written to covers only the last two years. Mailroom rebuilds it every day.

Removing Mailroom from the Mac deletes its copy of the mail and its saved Google sign‑in. Mailroom stays on Google's list of connected apps until it is removed there, as shown below.

Turn off Mailroom's access

Open myaccount.google.com/connections.
Pick Mailroom in the list.
Choose "Delete all connections".

Mailroom then stops reading mail until Joe signs in again.

Google user data

Mailroom's use of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.