Security & privacy
Your emails stay yours.
In plain words: what stays on your computer, what goes to our server and what goes to the AI service that writes your drafts.
STORED ON YOUR COMPUTER
- On your computer
- No mail password
- Encrypted transfer
- Not kept on our server
Stays on your computer
- Your mailbox: LetterForge reads the thread locally, straight from your mail app.
- Candidates, vacancies, clients and notes
- Your drafts and sent emails
- Protected by your disk encryption: the app database itself has no password, so switch on FileVault (Mac) or BitLocker (Windows). LetterForge checks under Settings → Security whether it is on.
Goes to our server
- Your account: name, email address, password (encrypted)
- Your subscription status and invoices
- One ID per device, so the licence is right
- For every AI request only its purpose, model, length and duration, never the text
- How much you changed an AI draft before sending it: only a number from 0 to 100 with purpose and model, never the text. You can switch it off under Settings → Candidate Data & AI.
- For booking links: your free time slots, your display name and the booked times, no candidate name or address
- Only if you agree: error reports from the app with the kind of error, where in our code it happened, app and system version and the time. Never candidates, emails or notes; deleted after 90 days.
Goes to the AI service, only for a draft
Only when a draft is written for a candidate do that candidate’s conversation, the details the draft needs and your style settings go, encrypted, through our server to the AI service. Our server only passes them on and doesn’t store them. Before sending, LetterForge takes out on your computer quoted earlier emails, signatures, phone numbers, postal addresses, bank details, profile links and other people’s email addresses from the emails, and phone numbers, postal addresses and email addresses from your notes. The AI service gets the candidate’s name only for the greeting. The request is processed by OpenAI (USA), outside the EU. Requests through the provider’s API are not used for training. Other candidates and the rest of your mailbox stay on your computer.
What we never do
- Send emails on your behalf. You always do that, in your mail app.
- Store or search your mailbox on our server
- Score, rank or filter candidates
- Sell your data
- Train AI models on your data
Who helps us
These providers process data on our behalf:
- OpenAI (USA)
- writes the drafts
- Stripe
- payments, subscriptions and invoices
- Our hosting provider
- runs the server for accounts, licences, forwarding draft requests, booking links and updates
Questions from you or your IT
The details are in the privacy policy. We answer questions from you or your IT team in person.