Your data.
Your machine.

Mail AI connects to your locally installed Outlook application using the Windows COM interface — the same mechanism Outlook exposes to other local programs. It does not log into your email account, does not use your password, and has no access to any cloud inbox.

• Only the specific email folder you choose in the app's settings is accessed.
• Within that folder, only emails containing shipbroking keywords (vessel names, DWT, open dates, bulk carrier terminology, and similar) are processed. Everything else is skipped.
• Attachments are never opened or read.

When Mail AI identifies a relevant email, it strips noise (footers, disclaimers, quoted reply chains, spec tables) and extracts the core vessel information text — roughly 100 lines. That preprocessed excerpt is sent to the OpenAI API for extraction. This is the only external network call the app makes.

• Attachments are never sent.
• Sender names and email addresses are not included in the API payload — they appear only in the Excel output saved on your own machine.
• The API call goes through the developer's OpenAI account. OpenAI's own privacy policy governs how they handle that data. By default, data submitted through the API is not used to train OpenAI's models.

Mail AI has no server-side component. There is no mailai.uk server that receives, stores, or processes your emails. Nothing from your inbox reaches the developer.

• No email content, vessel data, or extraction results are sent to the developer.
• No usage analytics, telemetry, or crash reports are collected.
• No advertising networks or third-party tracking of any kind are present in the app.

Mail AI writes a few small files to the folder where it runs, plus a log file in your home directory. None of these are sent anywhere.

• config.json — your email address, folder path, Excel output path, theme, and language preference.
• duplicates.json — a cache of vessel names and open dates, to avoid processing the same vessel twice.
• email_ids.json — IDs of already-processed emails, so the app doesn't re-extract them.
• custom_zones.json — any custom port-to-zone mappings you define.
• ~/mailai.log — an application log in your Windows home directory.
• The Excel file you specify — sender, subject, received time, and the extracted vessel fields.
• trial_start, license_key, is_pro — your trial start date and Pro licence status, used to manage your free trial and subscription. For trial integrity, the trial start date is also mirrored in the Windows Registry and your local AppData folder.

Mail AI is a Windows desktop application. All logic runs locally on your machine. Your emails never leave your PC except for the preprocessed text snippets above that are sent to OpenAI's API for extraction. There is no installation, no background service, and no scheduled upload of any kind.

Any questions about how Mail AI handles your data? Email hello@mailai.uk.