The GDPR is strict about what a company may do with your mail and how it must do it, and that is a good thing. We are built to meet it, not to work around it: your mail is read in Europe, kept for as long as the job takes and no longer, and never used for anything except sorting your inbox.
You are still about to let software into your inbox, and "trust us" is not an answer to that. So this page is the plain version of exactly what happens. The privacy page is the long one.
You give us an app password, which is a separate code your mail provider makes for one app. It is not the password you log in with, and it cannot be used to log in as you.
We hold it in memory for your scan and for a short while afterwards, so you can act on the results, and then it is overwritten. It is never written to disk, never written into a log, and never stored in any database. There is no table anywhere with customers' passwords in it, which is the only real way to promise that a list of them cannot leak.
When you are done you can revoke it at your provider in a couple of clicks, and we remind you to. That is worth doing regardless of how much you trust us: a credential you have taken back is one nobody can misuse.
Mostly the outside of the envelope. Who sent it, the subject, the date, and the technical headers that say whether something is a mailing list or a newsletter. That settles most mail on its own.
For the messages that are genuinely unclear, we read part of the text. A short piece first, and a longer piece only for the small number that are still ambiguous. We never open attachments, and we only ever look at unread mail sitting in your inbox.
Your mailbox is opened read only, and reading it does not mark anything as read. Nothing about the scan itself is visible to anyone looking at your mailbox afterwards.
Almost nothing, and not for long.
What is left once a scan is over is a set of numbers and some links back into your own mailbox. If someone got hold of it, they would learn how many newsletters you get. That is by design: the safest data is the data we did not keep.
As few companies as we could manage, and every one of them is named on the privacy page with what they receive. The one that matters most is the company running the model that sorts your mail: it is established in the Netherlands, it runs in Finland, it is contractually a processor working for us, and it keeps nothing.
We deliberately use one provider for that and no backup. A backup would mean your mail could quietly reach a company we have not named, and we would rather a scan fail loudly than send your inbox somewhere you were not told about.
We have a written procedure for it, and it commits us to telling the Dutch data protection authority within 72 hours and telling you without delay if a breach put you at risk. We would rather say that here, in advance, than have you wonder.
We have also written the assessments the law asks for: a record of what we process and why, an impact assessment for the risky parts, and a written check on every transfer that leaves the country. They exist because we did them, not because a page needed a paragraph.
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