Privacy policy

Last updated: 26 August 2026

Mailroom reads your email to find events and shows them to you as a calendar. This page explains exactly what it reads, what it keeps, and what leaves your account — in plain language, with no exceptions hidden further down.

What Mailroom accesses

• Your Gmail messages, read-only. Mailroom requests the gmail.readonly permission. It can read your mail; it cannot send, reply, label, archive, or delete anything, and it has no ability to change your mailbox in any way.
• Only recent, event-shaped mail. Each scan searches a short recent window for messages that look like invitations or event newsletters. Mailroom does not read your entire mailbox or your full mail history.
• Your Google Calendar, read-only — only if you connect it. This is a separate, optional permission (calendar.readonly) with its own consent step; Mailroom works fine without it. When connected, it reads events in a window around today that have a physical location, so it can show what you are already committed to alongside the events it finds. It cannot create, change, or delete anything in your calendar.
• Your account email address, from signing in, so your events belong to you and to nobody else.

What Mailroom stores

• Events it found — name, date and time, location, host, price, a link to the event, and the ID of the message it came from.
• Your Google authorisation, encrypted (AES-256-GCM), so scans can run on a schedule without asking you to sign in each time.
• Any API keys you add, encrypted with the same method. Keys are only ever used on the server, are never sent to your browser, and are shown back to you only as the last four characters.
• Calendar events, if you connected your calendar — the title, time, and location of located events, cached so the map can show them. Removed as soon as you disconnect.
• Your settings — such as provider order and time format — and a count of how many AI calls you have made this month, so you can see your own usage against the cap.

Mailroom does not store the contents of your email. Message bodies, subject lines, and sender names are used during a scan and then discarded. They are never written to the database.

What leaves your account

Two things, and it is important that you know about both before you connect your mail.

• Email text goes to the AI provider you choose. To find events, Mailroom sends the subject line and body text of candidate messages to the AI provider you have configured — Anthropic, OpenAI, Google, or Groq — using your own API key. That text is handled under that provider's privacy policy and terms, not this one. If you do not add a key, no email text is sent anywhere and no scanning happens.
• Nothing else. Mailroom has no advertising and no trackers. If you allow it, Google Analytics counts which pages are used so we can make the app easier to use; it never includes your email, events, name or address, and you can change your choice any time. No other third-party script receives your data. Your email and events are never sold, rented, or shared with anyone, and are never used to train any AI model by us.

How your data is protected

• Your events and settings are readable only by your own signed-in account. Database rules deny all access to another account's data.
• Your stored Google authorisation and API keys are encrypted at rest and are never readable from the browser by anyone, including you.
• Connecting Gmail requires that the Google account you authorise matches the account you signed in with, so a grant cannot be attached to someone else's account.
• Data is stored on Google Cloud infrastructure in the United States.

Limited use of Google user data

Mailroom's use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements. Specifically, data obtained from Gmail is used only to provide and improve the event-finding feature you can see in this app; it is not transferred to others except as required to provide that feature (the AI provider you choose, above), to comply with applicable law, or as part of a merger or acquisition; it is not used for advertising; and no human reads it except with your explicit permission, to resolve a specific problem you have reported, or where required by law.

Your choices and how to remove your data

• Disconnect Gmail at any time in Settings. This deletes your stored Google authorisation immediately and stops all future scans.
• Remove any API key in Settings. It is deleted from the database at once.
• Revoke access from Google at your Google account permissions page, which works whether or not you still use Mailroom.
• Delete everything — ask for account deletion using the contact route below and your account, events, settings, stored authorisation, and keys are permanently removed.

Children

Mailroom is not directed at children under 13 and is not intended for their use.

Changes to this policy

If this policy changes in a way that affects what is collected or where it goes, the date at the top of this page changes and the change is described here. Continuing to use Mailroom after a change means the updated policy applies.

Contact

For questions about this policy, or to request deletion of your account and data, contact the developer through the account you signed up with.