Privacy notice

Version of 16 September 2026.

1. Controller

1.1 InboxTrace is the controller of the personal data described in this notice. Our details are given at clause 8.

1.2 In this notice, Mailbox, Report and Service have the meanings given at clause 1 of our terms of use.

2. Personal data we process

2.1 Your Mailbox is read on your own device and your Report is produced there. We do not receive your Mailbox, and we do not store your emails, the dates identified, or the Report.

2.2 Where you connect a mail account to the Service, the connection is made through Nylas, Inc., which processes it within the European Union. Nylas states that it does not retain the content of Google and Microsoft mailboxes. You are not required to connect an account; you may upload an export of your Mailbox instead.

2.3 After payment, the emails which the Service has identified as travel-related are transmitted to a language model provider in order to be read, as their subject, sender, recipients, date, attachment names and text. Nothing is transmitted before payment, so a search you do not pay for sends nothing anywhere. The provider is Google LLC.

2.4 Before an email is transmitted under clause 2.3, the Service removes from it and replaces with a label: payment card numbers, passport numbers, dates of birth, bank account and IBAN details, National Insurance, NHS, social security and tax reference numbers, and telephone numbers. This is done on your own device, and the values removed are not recorded anywhere. The rules are patterns and are deliberately narrow, so that a booking reference is not mistaken for a passport number and an absence lost; they reduce what is transmitted and cannot be guaranteed to catch every such value. Names, email addresses and postal addresses are not removed, because the Service reads them to establish whose travel a booking records.

2.4 Your Mailbox may contain personal data relating to other people, and travel insurance correspondence may contain data concerning health.

2.5 Where you purchase a Report, Stripe, Inc. takes the payment and provides us with your email address. We use that address on one occasion, to send you a link to your Report, which is delivered by an email delivery provider. We maintain no mailing list and send no other correspondence.

2.6 When a Report is produced, the Service sends us a message recording that a reading started and how it ended. That message contains a reference we generate for that reading alone, the number of emails shortlisted, how many were read and how many could not be, the volume of text processed, and whether a Report was produced. It contains nothing from your Mailbox: no sender, no subject, no date, no destination and no part of your Report. It is not linked to you, to your email address, to your payment or to any other reading. We use it to know that the Service is working and what it costs us to run. No analytics, tracking or advertising scripts run on these pages.

2.7 Where you answer the question at the foot of a Report or of the calculator, we receive the rating you chose, anything you typed, which of those two pages you were on, and the name of the rule shown there. Nothing is sent unless you press a face or Send. It carries no part of your Report, no dates, no counts and no email address, it sets and reads no cookie, and it contains nothing by which one answer could be connected to another or to you. We use it only to improve the Service. If you would like a reply, write to us at the address at clause 8 instead, since an answer sent through that panel gives us no way to reach you.

2.9 We count how many times each page of this site is opened, how many readings are started, finished or paid for, and, on the free course, how many practice runs and mock papers are begun and completed. Where a mock paper is completed we keep which of three bands the score fell in — 0 to 11, 12 to 17, or 18 to 24 — and never the score itself, the answers, or anything about the paper. The count is kept as a total for each day: a number of views for a page, and a number for each of those events. Where your browser tells the page you came from, we keep the name of that website, such as google.com, and never the address you came from or anything in it; where a link we posted carries a tag naming where we posted it, we keep that tag. Every page of the site is counted on our server. The six events from the course are the one exception: a mock paper is sat entirely in your browser, so the page tells us that one began, ended or fell in a band, and sends nothing else. Nothing is placed on your device and nothing is read from it, no script for this purpose runs on these pages, and your IP address is neither stored nor converted into any other value. The totals contain no identifier of any kind, so two visits by one person and two visits by two people are the same two numbers to us, and neither we nor anyone else can tell them apart afterwards.

2.10 We do not sell personal data, disclose it for the purposes of advertising, or disclose it to any person other than as described in this clause, save where required by law.

3. Legal basis

3.1 Producing your Report, which includes the transmission described at clause 2.3, and sending you the link described at clause 2.5: performance of a contract with you, Article 6(1)(b).

3.2 Connecting your mail account: your consent, Article 6(1)(a), given at your provider's screen and withdrawn by disconnecting.

3.3 Data concerning health contained in correspondence of the kind described at clause 2.4: your explicit consent, Article 9(2)(a).

3.4 The answers described at clause 2.7: our legitimate interests in improving the Service, Article 6(1)(f). You provide them voluntarily and they identify no one. [unverified] This basis has not been confirmed by a solicitor.

4. Transfers outside the United Kingdom

4.1 The party named at clause 2.2 processes within the European Union. The parties named at clauses 2.3 and 2.5 process in the United States, and Google LLC may process in any of its regions.

4.2 Where personal data is transferred outside the United Kingdom, we rely on the UK adequacy regulations, on the UK Extension to the EU-US Data Privacy Framework where the recipient is certified under it, or on the ICO's International Data Transfer Agreement. Details of the safeguard applying to a particular transfer may be obtained from privacy@inboxtrace.app.

5. Retention

5.1 We retain no Mailbox content, no dates identified, and no Reports. Cookies expire as set out at clause 6. The record of your payment is held by Stripe, Inc. under its own notice.

6. Cookies

6.1 We set three cookies, each of which is strictly necessary for the operation of the Service. We set no analytics cookies and no advertising cookies.

6.2 None of them is readable by any site other than ours. Your browser additionally holds your Report, so that closing the tab does not destroy what you paid for. That copy is written by your browser, stays on your device, and is not readable by us. You can delete it at any time from the page that offers it back to you, and it is deleted automatically after 30 days.

7. Your rights

7.1 You have the rights of access, rectification, erasure, restriction, portability and objection under UK GDPR. Because we hold no personal data relating to you, those rights are in most cases satisfied by there being nothing to return or to delete. Requests may be made to privacy@inboxtrace.app and we will confirm the position.

7.2 Disconnecting your mail account ends our access to it. In the case of Google, the access token is also revoked. In the case of Microsoft it is not, and you must additionally remove InboxTrace in your Microsoft account settings.

7.3 You have the right to lodge a complaint with the Information Commissioner's Office, at ico.org.uk.

8. Controller details

8.1 InboxTrace is a trading name used by a sole trader established in England and Wales, at 61 Bridge Street, Kington, Herefordshire, HR5 3DJ. Write to privacy@inboxtrace.app. The proprietor's name is given to anyone who asks for it.