Privacy Policy

1. Who is responsible for your data

Jonathan Renard, trading as SortedInbox, is the data controller for account, billing, website, and support data. When a business uses the service to process invoice emails concerning its suppliers or staff, that business is generally the controller and we act as its processor.

2. Data we process

• Account identity, login, company profile, and support information.
• Subscription, plan, payment status, and billing identifiers. Full card details are handled by Stripe and are not stored by us.
• Gmail or Outlook connection identifiers, encrypted access and refresh tokens, connection health, and sync history.
• Financial emails likely to contain invoices, including sender, recipient, subject, message content, attachments, and provider IDs.
• Extracted invoice fields, category suggestions, review decisions, exports, and vendor-category memory.
• Essential authentication cookies, security logs, IP address, device, and request information needed to operate and protect the service.

3. Why we process data

• To create and secure your account, provide the service, process invoices, and manage subscriptions under our contract with you.
• To prevent abuse, diagnose faults, protect accounts, and improve reliability where we have a legitimate interest in operating a secure service.
• To keep billing, tax, and compliance records where required by law.
• To send marketing only where you have consented or another lawful basis applies. You can opt out at any time.

Category and field suggestions assist human review. The service does not make final accounting, tax, employment, credit, or similarly significant decisions about individuals.

4. Connected inboxes

Gmail access uses a read-only scope. Microsoft access uses delegated Mail.Read permission. We use connected-inbox data only to identify and process likely financial emails, present them for your review, and provide the features you request. We do not sell connected-inbox data or use it for advertising.

You can disconnect an inbox from the dashboard. This revokes provider access where supported and deletes the stored connection credentials. Previously imported records remain until deleted under your instructions or the retention rules below.

The dashboard also provides permanent account deletion. Before deleting the workspace, the service revokes connected Google access, cancels any active subscription, deletes stored invoice attachments and tenant data, and removes the login account. Billing and tax records held by payment providers may remain where legally required.

The use of raw or derived user data received from Google Workspace APIs adheres to the Google User Data Policy, including its Limited Use requirements.

Neither SortedInbox nor its AI processors uses raw, aggregated, anonymised, or derived Google Workspace data to create, train, or improve foundational or general-purpose AI or machine-learning models.

5. Service providers and international transfers

We use suppliers to provide hosting, database and authentication, inbound email, inbox APIs, payments, and document extraction. Our current core providers are Vercel, Supabase, Postmark, Google, Microsoft, Stripe, and OpenRouter. For user-facing invoice extraction and category suggestions, OpenRouter routes only to Google Gemini 2.5 Flash on Google Vertex AI, or Anthropic Claude Haiku 4.5 and Claude Sonnet 4.5 on Amazon Bedrock.

Every AI request containing connected-inbox data enforces Zero Data Retention, denies provider data collection, disables fallback to any unapproved provider, and does not enable web-search or file-parser plugins. If an eligible endpoint is unavailable, the AI request fails instead of routing to a provider with a less protective data policy. These processors may use request metadata that does not contain message or attachment content to operate and secure their services.

Providers receive only the data needed for their function and are subject to contractual and security requirements. Where data is transferred outside the EEA or UK, we rely on an applicable adequacy decision or approved contractual safeguards. Current processor information is available on request using the contact details above.

6. Retention

We retain account, invoice, and service data while the account is active so that we can provide the service. Connected-inbox credentials are removed when the connection is disconnected. Using permanent account deletion removes the login, workspace, imported records, attachments, and remaining connection credentials from the active service.

Billing and tax records may be retained for the period required by applicable law. Limited security, fraud-prevention, dispute, and transaction records may be retained while reasonably needed for those purposes or to establish, exercise, or defend legal claims. Where an exact period is not fixed, we consider the account relationship, the sensitivity and purpose of the data, applicable limitation periods, legal obligations, and provider backup cycles. Backup copies expire on their providers' rolling schedules and are not used except for secure recovery.

7. Security

We use access controls, tenant isolation, encrypted provider tokens, private attachment storage, authenticated webhooks, rate limiting, and logging intended to protect the service. No online service can guarantee absolute security. Please contact us promptly if you suspect unauthorised access.

8. Cookies

The service currently uses cookies needed for authentication, security, and session continuity. We do not currently use non-essential advertising cookies. If analytics or other optional cookies are introduced, this notice and the consent controls will be updated before they are enabled.

9. Your rights

Depending on where you live, you may have rights to access, correct, erase, restrict, or object to processing; receive portable data; withdraw consent; and complain to a supervisory authority. We may need to verify your identity before acting on a request.

In Ireland, you may contact the Data Protection Commission. UK residents may contact the Information Commissioner's Office. You can also contact us using the details above.

10. Changes and contact

We may update this notice as the service or legal requirements change. Material changes will be communicated through the service or by email where appropriate.

For privacy questions or requests, use the details on our Contact page.