Privacy policy
Last updated: October 2026
LetterLeaf is built and operated from Sweden. This policy says what we collect, why, where it is processed, how long we keep it and what you can ask us to do with it. It is written to match our security page; if the two ever disagree, tell us and we will fix it.
1. Who is responsible
The data controller is LetterLeaf AB, org. no. 559596-2431, Sjöviksvägen 88, 117 57 Stockholm, Sweden (“LetterLeaf”, “we”). Contact: support@letterleaf.io.
2. What we collect
Account data. Your name and email address, and the organisation or team you belong to. Sign-in is handled by an authentication provider; we never see or store your password.
Connected inboxes. When you connect Gmail, Outlook, Microsoft 365 or an IMAP account we sync the messages in that inbox: sender, recipients, subject, date, folder, flags, body text and attachment metadata. We also store the credentials or tokens needed to keep the inbox in sync. Disconnect the inbox and its synced copy is removed.
Content you add. Documents you upload so drafts can use your facts, templates you create, and a writing-style profile learned from your sent mail so drafts sound like you.
AI output. Categories, summaries, sentiment scores, extracted events and actions, and drafts that LetterLeaf produces from your mail.
Billing. Plan, invoices and payment status. Card details go directly to our payment provider and never touch our servers.
Usage and technical data. Product logs, error reports, which features you use, and on the public website standard analytics (page views, device, approximate location from IP) through Google Analytics, only after you accept cookies.
Support. What you write to us and, if you ask us to look at a specific message, a record of that access.
3. Why we process it and on what legal basis
Running the service (sync, sort, summarise, draft): inboxes, content you add and AI output. Basis: contract, GDPR art. 6.1 b.
Account and sign-in: account data. Basis: contract.
Billing and bookkeeping: billing data. Basis: contract and legal obligation, art. 6.1 c.
Keeping the service secure and reliable, preventing abuse: usage and technical data, access log. Basis: legitimate interest, art. 6.1 f.
Website analytics: analytics cookies. Basis: consent, art. 6.1 a, given in the cookie banner and withdrawable at any time.
Answering support requests: support data. Basis: contract and legitimate interest.
We do not use your mail or documents to train AI models, ours or anyone else’s. We do not sell personal data and we do not share it with advertisers.
4. AI processing
Categorisation, summaries, sentiment and drafts run on OpenAI models hosted by Microsoft Azure in the EU data zone. Prompts and responses are processed inside the EU, are not used to train models and are never sent to OpenAI’s own servers. Only the parts of a message needed for the task are sent, and nothing is retained by the model provider beyond the request.
5. Data from Google and Microsoft
When you connect a Gmail account, LetterLeaf requests permission to read your messages, add and remove labels, mark messages as read, archive, create drafts and send email on your behalf (the Gmail gmail.modify scope). We use this access only to:
show your mail inside LetterLeaf and keep it in sync,
categorise messages with AI and write those categories back to Gmail as labels, so they are visible in Gmail too,
flag messages that need a reply or attention,
draft replies in your own tone from your mail and the documents you add, and send the ones you approve.
LetterLeaf’s use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements. In practice this means: Gmail data is used only to provide and improve the features above for the account owner; it is not used for advertising, not sold, not transferred to data brokers or used to build profiles, and not used to train AI models; and humans at LetterLeaf read it only with your permission, for security purposes, or when required by law.
When you connect an Outlook or Microsoft 365 account, we request the equivalent Microsoft permissions: read your mail, organise it (folders, categories, read state) and send email on your behalf. We use them for the same four purposes and under the same limits as above. Disconnecting an inbox removes its synced mail, and you can revoke LetterLeaf’s access at any time in your Google or Microsoft account settings.
6. Who processes data for us
We use a small number of processors, each under a data processing agreement:
Framer (Netherlands): hosts the public website and stores what you submit in the waitlist and contact forms.
Microsoft Azure (EU): AI models, encryption keys, file storage, monitoring.
Managed cloud hosting (EU): the LetterLeaf application, mail sync service and database.
Supabase: authentication and sign-in.
Stripe: payments and invoicing.
Postmark: transactional email from LetterLeaf to you, such as invitations and notifications.
Google Analytics: website statistics, only after you accept analytics cookies in the banner.
Some of these providers are based in the United States. Where data leaves the EU it is protected by the EU–US Data Privacy Framework or the European Commission’s Standard Contractual Clauses. Your mail content and AI processing stay in the EU.
7. How we protect it
Message bodies, summaries, drafts, your writing-style profile and the sample emails it was learned from are encrypted with AES-256-GCM before they are written to the database. The keys live in a separate key management service, never in the database or the code, so the database and its backups hold ciphertext. Data in transit is protected by TLS. Access to production is limited to named staff, and every time a member of the LetterLeaf team reads message content on your request it is written to an audit log.
8. How long we keep it
Synced messages: until you disconnect the inbox or delete your account.
Documents, templates, drafts and writing-style profile: until you delete them or delete your account.
Account data: scrubbed when you delete your account, except a hash of the sign-in address (see below).
Message-access audit log: 12 months.
Invoices and payment records: 7 years, as required by the Swedish Bookkeeping Act.
Website analytics: 14 months (Google Analytics default).
Backups: rolled off within 30 days; backups contain only ciphertext.
You can delete your account yourself in the app. Deletion disconnects every inbox you own and removes its synced mail, cancels any subscription you pay for, removes your sign-in and scrubs your user record. If you own a workspace that still has other members, you are asked to hand it over or remove them first. After deletion we keep only a hashed form of the sign-in address, which cannot be turned back into the address, so the same address cannot start a new free trial. We keep it on the basis of our legitimate interest in preventing abuse of the trial. You can also email support@letterleaf.io and we do it for you within 30 days.
9. Cookies
The website shows a cookie banner on your first visit. Google Analytics is loaded only if you click Accept; if you decline, no analytics cookie is set and nothing is sent to Google. Your choice is stored in your browser for 12 months and can be changed at any time through “Cookie settings” in the footer. The app itself uses only the cookies and local storage needed to keep you signed in; those are strictly necessary and need no consent.
10. Your rights
Under the GDPR you can ask us to:
give you a copy of the personal data we hold about you (access and portability),
correct it,
delete it,
restrict or object to how we process it,
withdraw consent where processing is based on consent.
Email support@letterleaf.io and we answer within 30 days. You also have the right to lodge a complaint with the Swedish Authority for Privacy Protection (Integritetsskyddsmyndigheten, IMY), or the supervisory authority in your own EU country.
11. Age
LetterLeaf is for people aged 16 and over. We do not knowingly collect data from anyone younger.
12. Changes
When we change this policy we update the date at the top. If a change affects how your mail is processed we email you before it takes effect.
13. Contact
support@letterleaf.io