Security & Privacy

Your email deserves more than convenience. It deserves care.

Understand how CommsRadar handles your accounts, your information and your privacy.

Connecting your email should never mean losing control of who can see it. Learn how CommsRadar approaches account access, data processing and the protection of your correspondence.

This page explains our practices in plain language. The Privacy Policy and Terms of Service remain the formal documents.

Connecting accounts

You're in control of the accounts you connect.

Nobody else can connect your personal mailbox for you — you link it yourself, from Settings → Mailboxes.

Gmail

You sign in with Google on Google's own page. CommsRadar asks permission to read, organise (labels, archive, trash) and send Gmail. We never see your Google password. You can review or remove access in your Google Account permissions.

Outlook (Microsoft 365, Outlook.com)

You sign in with Microsoft. CommsRadar asks permission to read and write mail and send on your behalf. We never see your Microsoft password. Manage access from your Microsoft account.

Other email (IMAP)

For providers such as iCloud, Yahoo, Fastmail or Zoho you enter an app password, which is tested before saving, stored encrypted and never shown back. Revoke it at your provider at any time.

Disconnecting

Unlink a mailbox in Settings. CommsRadar asks the provider to revoke its access and removes the mailbox and the email it stored for it. Nothing is deleted from your provider.

Data access and storage

Understand what CommsRadar can access.

Email content

Copies of messages (text, formatting, senders and recipients, dates) are stored so you can read, search and reply quickly. Your provider stays the master copy.

Attachments

Attachments are stored in separate private file storage, up to 15 MB each, and opened through short-lived download links. Workspaces can warn about or block risky file types. CommsRadar does not scan files for viruses.

AI results

Labels, summaries and payment details are saved alongside the email so they're there when you return.

Account details and settings

Your name, email, workspaces, roles and preferences. Connection credentials and link codes are encrypted at rest; traffic is encrypted in transit.

Access to stored email is enforced in the database itself: each request only reaches mailboxes the signed-in person is allowed to see.

AI

How AI works with your email.

  • What's processed: incoming email within a limited analysis window (from the month a mailbox is linked plus the three months before), to produce a Needs action / Info label, a short summary and any payment details. Spam is excluded first, and most newsletters are labelled without AI.
  • What isn't: emails you send, and attachment contents.
  • Ask: sends your question and excerpts of matching emails you can access to an AI model, and answers only from those emails with links back to them.
  • Who processes it: OpenAI models (GPT-6 Luna for sorting, summaries and spam checks; GPT-6.1 Sol for Ask and Translate), reached through an AI gateway that keeps no record of what it is sent.
  • Never used for training: your email is not used to train AI models, or for any purpose outside your workspace.
  • No staff access: EU Systems Ltd does not read or analyse your email content, without exception.
  • Permissions apply: Ask and summaries only cover mailboxes you're allowed to see.

AI labels, summaries and answers can be wrong or incomplete. When something matters, check the original email.

Read AI and your data → — models, commitments, and what Google or Microsoft handle before email reaches CommsRadar.

Mailbox privacy

The right people. The right access.

Private accounts — available now

Mailboxes you connect start as Only me. Belonging to a workspace does not expose them. You can share one with everyone in a workspace or with specific people, in that workspace only, and take it back at any time. Workspace administrators cannot override your choice.

Shared mailboxes

The person who connected a mailbox chooses who can browse it — everyone in the workspace or specific people. Broader configurable team permissions are planned.Coming soon

Task assignment — available now

An authorised person can assign one email conversation as a task to another workspace member. Example: Alex and Sam can access support@example.com. Sam assigns one customer email to Julie. Julie can read that assigned conversation in her Tasks view and add task notes and status — without general access to the support mailbox. Assignment does not grant permission to send from the mailbox, open its attachments or read unrelated correspondence.

Workspace membership, mailbox access and individual task access are separate permissions.

These boundaries also apply to AI search, summaries and answers: Ask only uses mailboxes you're allowed to see.

Control

Stay in control of your connected accounts.

  • · Unlink any mailbox you connected, at any time, from Settings.
  • · Change who a personal mailbox is shared with, or set it back to Only me.
  • · Workspace administrators manage membership and can deactivate a person's access immediately.
  • · Deleted email goes to Trash and is only removed from CommsRadar when Trash is emptied.
  • · For access, export or deletion requests, email privacy@commsradar.com.

Limited records may be kept where the law requires. Email held by your provider is controlled by your provider. See the Privacy Policy.

Questions about your email.

Does CommsRadar have access to my email?

Only for mailboxes you connect. For Gmail and Outlook you sign in with Google or Microsoft and grant permission to read, organise and send mail, so CommsRadar can show your email, reflect actions such as File and Delete back to your provider, and send your replies. For IMAP mailboxes you give an app password, which is stored encrypted.

Can other workspace members read my personal email?

No, not unless you choose to share it. Mailboxes you connect yourself start as Only me. You can share one with everyone in a workspace or with specific people, and change that back at any time. Workspace administrators cannot override it.

What information is processed by AI?

Incoming email in the analysis window is sent to an AI model to produce a label, a short summary and any payment details. Ask sends excerpts of the matching emails you can access. Borderline spam may be checked by AI. Emails you send are not analysed, and most newsletters are labelled without AI.

Does Ask AI read attachments?

No. Ask works from email text. It does not read the contents of attachments.

Can I disconnect an email account?

Yes. Unlink the mailbox in Settings → Mailboxes. CommsRadar removes that mailbox and the email it stored for it, and asks the provider to revoke its access. Your email stays in Gmail, Outlook or your IMAP provider.

What happens to my data if I stop using CommsRadar?

Unlinking a mailbox removes its stored email from CommsRadar. Workspace deactivation and account deletion remove mail too; limited records may be kept where the law requires. For a deletion or export request, email privacy@commsradar.com. See the Privacy Policy for details.

Can assigning a task expose an entire email account?

No. The person you assign one email conversation to can read that conversation and add task notes and status, but does not gain general access to the mailbox it came from. Assignment doesn't grant permission to send from the mailbox, open its attachments or read unrelated correspondence.

Where can I read the Privacy Policy?

At commsradar.com/privacy. The Terms of Service are at commsradar.com/terms.

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