LEGAL / PRIVACY
Last updated: 1 August 2026
MailTract ("we", "us") provides a service that scans email mailboxes you connect, identifies invoices and receipts, extracts their financial data, and delivers that data to you as Excel workbooks or as draft expenses in accounting products you choose. We act as a data controller for your account data and as a processor of the mailbox content you connect.
Account data: your email address, name (optional), and hashed password (bcrypt). We never store your password in plain text.
Mailbox credentials: OAuth tokens (Gmail, read-only scope) or IMAP credentials, encrypted at rest with AES-256-GCM. The service refuses to store credentials if its encryption key is not configured.
Extracted documents: the invoices/receipts found during scans you initiate — including attachments, extracted fields (dates, suppliers, VAT numbers, amounts), and confidence scores.
Audit log: a record of security-sensitive actions on your account (connect, disconnect, scan, edit, export, delete).
We do not send, alter, or delete your email. Gmail access uses Google's read-only scope; IMAP connections are read-only and TLS-only.
We do not sell your data or use it for advertising.
We do not use your emails or documents to train AI models. Content is passed to our AI provider (Anthropic) strictly as delimited, untrusted text solely to perform the extraction you requested.
We do not log passwords, tokens, or the contents of your financial documents.
We process your data to perform our contract with you (running scans and producing exports you request), and on the basis of legitimate interests in securing the service (audit logging, abuse prevention). Where consent is the applicable basis — such as connecting a mailbox — you grant it explicitly and can withdraw it at any time by disconnecting.
We use a small number of infrastructure providers to run the service: database and application hosting, Google (Gmail API, when you connect Gmail), and Anthropic (AI extraction). Each processes data only as needed to provide the service.
You control retention: an optional auto-purge deletes extracted documents and source data after the window you choose.
Disconnecting a mailbox wipes its credentials immediately.
Account deletion is available in Settings, takes effect immediately, and permanently removes your account, credentials, documents, exports, and audit history.
You have the right to access, rectify, export, restrict, object to processing of, and erase your personal data, and to complain to the ICO (ico.org.uk). Most of these are self-service inside the app (export, delete); for anything else, contact us at the address below.
Privacy questions and requests: support@mailtract.com.