Security & privacy
How Mailman handles your data
Mailman is a desktop app. Your accounts and mail live on your computer. Here's what's stored where, what leaves your machine and when, and what you control.
What stays on your computer
- Your accounts, mail and settings live in a local database. Your mail isn't synced to our servers.
- Passwords, OAuth tokens, 2FA secrets and passkeys are encrypted with AES-256-GCM, under a key that Windows protects for your user account.
- Mail and the search index are stored without that extra encryption. Turn on BitLocker or another full-disk encryption to protect them at rest.
What leaves your computer, and when
Each of these is a separate feature. Only the license check is always on.
License check
Always on- What's sent
- A hashed machine fingerprint, the machine's name, Windows version and app version. No mail, and nothing about your email accounts.
- Where it goes
- Mailman's license server.
Realtime push
When you turn on Realtime- What's sent
- Which Outlook account has new mail, and the new message's ID. Never your tokens or the mail itself.
- Where it goes
- From Microsoft to Mailman's realtime relay, then to your app.
Remote access
Off until you turn it on- What's sent
- Whatever you open in the web inbox or ask a remote agent for, and the mail that comes back. It's encrypted in transit, but the relay handles it in the clear as it passes. It stores none of it and logs only sizes, timings and IDs.
- Where it goes
- Mailman's remote relay, between your browser or agent and your computer.
AI sorting
Off until you turn it on- What's sent
- Each stack's sender, subject and the start of one email, just enough for the AI to sort it. Training a custom tag also sends the example emails you pick. Labels are shared with other Mailman users as a one-way digest of the sender and subject, never the email.
- Where it goes
- The AI model behind smart views and custom tags. With Mailman's AI it passes through Mailman's servers, which keep none of it. Label digests go to Mailman's server.
Alerts
Only rules you create- What's sent
- The sender, subject and a snippet of the matching email.
- Where it goes
- The Discord or webhook address you set, straight from your computer.
Forwarding
Only rules you create- What's sent
- The matching emails.
- Where it goes
- The addresses you choose, sent from your own accounts.
What can't happen remotely
Through Remote access, the web inbox and remote agents can read, search, reply and send. A few things only work on the computer itself:
- Seeing passwords, 2FA secrets or tokens
- Exporting mail, codes or backups
- Adding or importing accounts, and setting up forwarding or alert rules
Keys you control
- Every agent gets its own key. Local API tokens and remote keys can be revoked at any time, and a revoked key stops working on its next request.
- Agents can't change your mail. Their access is read-only: no sending, deleting, passwords or 2FA secrets.
- Activity shows recent calls, so you can see what each agent did.
- Your proxies, per account, with fallback lists you manage.
Backups
Backup & transfer writes one file encrypted with a passphrase you choose. Mailman never stores the passphrase, so a lost passphrase means the file can't be opened. Including your mail is optional.
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