Privacy Policy

MailCalm is operated by Ellis Slater, trading as MailCalm.

Business address:
51 High Beeches, Orpington, BR6 6EE

For privacy enquiries, contact hello@mailcalm.co.

MailCalm is a deterministic email-routing tool for Microsoft Outlook shared mailboxes. It applies the routing rules configured by the customer, such as round robin allocation, Sticky routing, Special rules, availability and working schedules.

MailCalm is not an artificial intelligence product. It does not use customer emails to train AI models, and it does not make open-ended or generative decisions about email content. It only performs the routing actions configured by the customer.

When you contact us, request support or purchase MailCalm, we may collect:

• Your name and email address
• Your company or trading name
• Your selected subscription plan
• Information included in enquiries or support messages
• Payment and subscription references supplied by Stripe
• Licence and account information required to provide the service

MailCalm primarily operates on the customer’s Mac. Depending on the customer’s configuration and use of the app, local files may contain:

• The connected shared-mailbox address
• Microsoft tenant and application identifiers
• Team members’ names, email addresses and availability
• Working schedules and routing settings
• Sticky, Special and other routing rules
• Round robin position and routing state
• Sender email addresses and Outlook conversation identifiers
• Licence status and recent licence-check information
• Microsoft authentication tokens used to maintain access
• Activity, runtime and diagnostic logs

These files are normally stored within the MailCalm application data folder on the customer’s Mac. The customer controls the Mac, its user accounts, backups and device security.

MailCalm uses Microsoft Graph permissions authorised by the customer to inspect the connected shared mailbox and carry out the configured routing actions.

The app may process email metadata and content where required to apply customer-created rules, including sender address, recipients, subject, body text, message identifiers and conversation identifiers.

Mailbox content is processed for routing purposes on the customer’s Mac. MailCalm does not routinely upload customer email content, routing state or local activity logs to MailCalm’s licensing database.

MailCalm uses the following service providers:

• Microsoft: provides Outlook, Microsoft Graph authentication and mailbox access authorised by the customer.
• Neon: hosts MailCalm’s licence database. Licence records may include the licence key, internal customer identifier, company name, plan, licence status, routing-person limit and Stripe customer or subscription references.
• Stripe: handles checkout, payments and subscriptions. Stripe receives the customer email address, company name, selected plan, licence reference and payment information. MailCalm does not receive or store full card details.
• Resend: sends transactional emails such as licence and setup information. It receives the recipient email address and the contents of the transactional email.
• Vercel: hosts the MailCalm website and server-side website functions, including checkout, licence validation and webhook processing.
• Formspree: processes messages submitted through the website contact form.

These providers process information under their own security and privacy arrangements and may use infrastructure outside the United Kingdom. Where personal data is transferred internationally, appropriate legal safeguards are used by the relevant provider.

The desktop app periodically sends the customer’s licence key to MailCalm’s licence service to confirm whether the licence is active.

The licence response may include the customer identifier, company name, plan, licence status, routing-person limit and related Stripe references. Customer mailbox contents are not included in licence validation requests.

Raw local logs may contain operational information such as email addresses, subjects, message or conversation identifiers, matched rules, routing outcomes, assignees, errors and timestamps.

These logs remain on the customer’s Mac unless the customer chooses to share them.

When a customer uses the Export diagnostics feature, MailCalm creates a separate support ZIP. The export attempts to redact email addresses, subjects, message identifiers, tokens, secrets and other sensitive values where possible. Automated redaction cannot guarantee that every sensitive value will be removed, so customers should only send diagnostics when necessary for support.

Diagnostic files received by MailCalm are used only to investigate the reported issue and are normally deleted within 90 days after the support matter is closed, unless they are required for longer to resolve the issue or meet a legal obligation.

We use personal information to:

• Provide and validate MailCalm licences
• Process subscriptions and payments
• Send licence, setup and service emails
• Respond to enquiries and provide customer support
• Investigate technical problems and prevent misuse
• Maintain the security and reliability of the service
• Meet tax, accounting and legal obligations

Depending on the circumstances, we process information because:

• It is necessary to enter into or perform a contract with the customer
• It is necessary for our legitimate interests in operating, securing, supporting and improving MailCalm
• It is necessary to comply with a legal obligation
• You have given consent, where consent is specifically requested

• Customer, subscription, invoice and licence records may be kept for the duration of the customer relationship and for up to seven years afterwards where needed for tax, accounting, dispute or legal purposes.
• General enquiries and routine support correspondence are normally kept for up to 24 months after the last meaningful contact.
• Support diagnostics are normally deleted within 90 days after the support matter is closed.
• Local app configuration, state and logs remain on the customer’s Mac until removed by the customer, replaced by the app or deleted as part of maintenance or uninstallation.
• Service providers may retain records in accordance with their own retention policies and legal obligations.

We do not sell personal information and do not share it with third parties for their own advertising purposes.

Information may be shared with the service providers listed above, professional advisers, regulators, law enforcement or other parties where necessary to provide the service, protect legal rights, prevent fraud or comply with the law.

Depending on the circumstances and the lawful basis being used, you may have rights to:

• Request access to your personal information
• Ask for inaccurate information to be corrected
• Ask for information to be deleted
• Ask us to restrict how information is used
• Object to certain processing
• Request transfer of information in a portable format
• Withdraw consent where processing relies on consent

To exercise a right, email hello@mailcalm.co.

You also have the right to complain to the UK Information Commissioner’s Office if you believe your personal information has been handled improperly.

We use reasonable technical and organisational measures to protect personal information. No system can be guaranteed completely secure, and customers remain responsible for securing their Macs, Microsoft accounts, shared mailboxes, passwords, backups and local access.

We may update this policy when MailCalm, our service providers or legal requirements change. The current version and its update date will remain available on this page.

Privacy and legal enquiries:
hello@mailcalm.co

Product support:
support@mailcalm.co