Privacy Policy

The short version

• Nobody at Ubitri reads your email. Your messages are processed by software, automatically, for the sole purpose of deciding whether a message is safe, spam or junk. There is no human review of your mail — not by staff, not by support, not by anyone.
• We do not store message bodies by default. The text of a message is examined in memory while it is being scored, then discarded. Only its headers and metadata are kept.
• We never sell, rent or advertise against your mail. There are no trackers, no ad networks and no data brokers involved in this service.
• Your mailbox password is encrypted before it is written to our database, and is decrypted only in memory to open an IMAP connection on your behalf.
• You can delete everything. Removing a mailbox erases its stored data; closing your account erases the rest.

What we collect

Account information

Your email address and a password hash (we never store your MailThief password itself), plus the plan, token balance and billing records attached to your account.

Mailbox connection details

The IMAP host, port, username and folders you configure, and your mailbox password or app password. That password is encrypted at rest and decrypted only in memory, only to sign in to your mail server. We recommend using a provider-issued app password rather than your main account password.

Message metadata

For each message we evaluate, we store what is needed to show you a scorecard and to avoid scanning the same mail twice:

• Subject, sender name and address, recipient address, and sent and received timestamps
• The raw header block, including SPF, DKIM and DMARC results, the originating IP address and its country
• Link domains and attachment file types — the extensions, not the attachments
• The resulting score and category, the checks that produced it, and any action taken

Message content

To decide whether a message is safe, our scanner has to look at it. Here is exactly what happens to the body text:

• During a scan the plain-text body is held in memory, scored, and then discarded. It is not written to our database.
• In the reading pane the message is fetched live from your mail server each time you open it. Caching bodies in our database is off by default; it is a per-mailbox setting you turn on yourself, and switching it back off deletes every stored body for that mailbox.
• When the scanner moves, trashes or deletes a message we keep a full copy of it first, so that Undo on the Activity page can put it back exactly as it was. These restorable copies are kept for a limited window — 30 days by default — and are then purged automatically.

Usage and diagnostics

Job history, sync activity, error messages and token consumption, used to run the service, troubleshoot failures and bill accurately.

Automated scoring and AI

Most of the decision is made by deterministic checks that run on our own infrastructure: authentication results, sender reputation, your own rules, and your past decisions about similar senders.

When a message is ambiguous, we may ask a third-party AI model to classify it. In that case we send the sender, the subject, a header summary and a truncated portion of the plain-text body — 4,000 characters by default — with a single question: is this message safe, or unwanted? We send only what the classification needs, never your mailbox credentials, and the providers we use do not train their models on data submitted through their business APIs.

If you would rather no message content ever left our infrastructure, AI scoring can be switched off for your mailbox. Scanning then relies on the deterministic checks and your own rules alone.

Who we share data with

We do not sell your data and we do not share it for advertising. We use a small number of processors purely to operate the service:

• AI providers — for the classification described above, and only when AI scoring is enabled.
• An IP geolocation provider — to look up the country of a message's originating IP address. Only the IP address is sent; no other message data goes with it.
• Our hosting and database providers — who store the data described above on our behalf.
• Your own mail provider — every IMAP connection we make is to a server you chose.

How long we keep it

• Restorable copies of actioned messages are purged automatically after the retention window — 30 days by default.
• Cached header metadata is kept while the message exists on your server; entries for messages that have disappeared are purged after 30 days.
• Evaluation records are kept while your mailbox is connected, so the scanner recognises mail it has already judged and learns from your corrections.
• Delete a mailbox and every cached message, archived copy, evaluation record and stored credential belonging to it is deleted with it.
• Ask us to close your account and your mailboxes, rules, settings and history are deleted. Minimal billing records may be retained where the law requires it.

Your controls

• Choose which folders are scanned, and what happens to each category of mail.
• Turn AI scoring, body caching and automatic actions on or off per mailbox.
• Review every action on the Activity page, and undo any of them within the retention window.
• Disable or remove a mailbox at any time — we stop connecting to it immediately.
• Request a copy of your data, or its deletion, by contacting us.

Security

Mailbox credentials and AI provider keys are encrypted at rest, and IMAP connections are made over TLS. Access to your data is scoped to your account: a signed-in user can only see their own mailboxes and messages. Our administrative tools show job and diagnostic information, and withhold message subjects and senders belonging to other users' mailboxes. No system is perfectly secure — if we become aware of a breach affecting your data, we will tell you.

Cookies and local storage

We use cookies only to keep you signed in and to protect forms against cross-site request forgery. Your light or dark theme preference is kept in your browser's local storage and is never sent to us. We do not use advertising or cross-site tracking cookies.

Children's privacy

MailThief is not intended for children, and we do not knowingly collect personal information from anyone under 13. If you believe a child under 13 has given us their information, email support@ubitri.com and we will delete it and close the account.