Last updated 14 October 2026.
This policy explains what personal data Mailfois collects, why, who we share it with and what your rights are. "We" and "us" means WealthR Ltd, a company registered in Scotland (company number SC900929), whose registered office is at 5 South Charlotte Street, Edinburgh, EH2 4AN. Mailfois is a trading name of WealthR Ltd, and WealthR Ltd is the controller of the personal data described here, except where we say otherwise.
The short version
- We collect what we need to run Mailfois and nothing more. We don't sell data, show ads or track you across other sites.
- The free tools on mailfois.com run in your browser. What you paste into them isn't sent to us.
- Mailfois is a planning and approval tool, not an email platform. We don't store your subscriber or mailing lists, and we don't send your campaigns.
- Your workspace data is stored in the UK (London).
- mailfois.com sets no cookies unless you change the light or dark theme. The app uses the cookies it needs to keep you signed in.
What we collect
- Account details: your name, email address, job title and company, if you give them, and your sign-in details. Passwords are stored securely hashed by our authentication provider; we never see them.
- Workspace content: what you and your team put into Mailfois, such as plans, emails, comments, translations, documents and brand kits. This includes teammates' and approvers' names and email addresses. We don't import or store subscriber or mailing lists.
- Guest approvers: if a workspace invites you to approve an email, we store the name and email address they gave us, and what you do on the review page (when you open it, approve, comment or ask for changes).
- Billing: your plan, billing country and invoice history. Card details are handled by Stripe and never reach us.
- Waitlist and contact: if you join the waitlist or email us, your email address and what you send us.
- Technical data: standard server logs (such as IP address, browser and pages requested) kept by our hosting providers for security and to keep the service running. On mailfois.com we use Cloudflare Web Analytics, which counts visits without cookies and without identifying you. We also use the country your connection comes from to show prices in your currency; we don't store it.
Why we use it, and our legal basis
- To provide Mailfois to you and your team, including sending sign-in, invitation and approval emails: because it's necessary for our contract with you.
- To bill you and keep financial records: contract, and to meet our legal obligations.
- To keep Mailfois secure, fix problems and understand which features are used: our legitimate interest in running a reliable, secure service.
- To tell you about important changes to Mailfois or these policies: contract and legitimate interest.
- To send product news or a newsletter: only if you've opted in, and you can unsubscribe at any time.
Data in your workspace
For personal data that you and your team add to a workspace, such as approvers' details or names in campaign plans, your organisation is the controller and we process it on its behalf, following its instructions. If you're an approver or a teammate and want to exercise your rights over that data, contact the organisation whose workspace it is. We'll help them respond. Our Data Processing Agreement sets out how, and forms part of our terms automatically.
Who we share it with
We use a small number of trusted providers to run Mailfois. They only process data on our instructions:
- Supabase: database, file storage and sign-in. Data stored in London (UK).
- Cloudflare: hosting, security and email routing for mailfois.com and the app, and the privacy-friendly analytics above.
- Stripe: payments and billing.
- Resend: sending our emails, such as sign-in links, invitations and approval requests.
- Anthropic: only if someone chooses to generate AI alt text for an image in the image tool. That image is sent to Anthropic to write a description. Anthropic doesn't use data sent through its API to train its models. Nothing else is shared with it.
- Google Fonts: our pages load fonts from Google, which receives your IP address when it serves them.
We'll also share data if the law requires it, or with a company that takes over running Mailfois (see "Transfers" below). We never sell personal data.
International transfers
Some of our providers are based in, or use, the US and other countries. Where personal data leaves the UK, it's protected by the UK's adequacy regulations (including the UK-US Data Bridge, where the provider is certified) or by the UK's approved data transfer agreements.
How long we keep it
- Account and workspace data: while your account is open. When a workspace or account is deleted, we delete its data within 30 days. Backups expire on their normal cycle.
- Billing records: as long as the law requires, normally six years.
- Waitlist and enquiries: until you ask us to delete them, or for two years without contact.
Cookies and similar
- mailfois.com: no cookies unless you change the theme, which sets a
mf-themecookie to remember your choice. If you pick a region (UK, US, CA or AU), that choice is saved in your browser's local storage on your device. - The app (app.mailfois.com): sign-in cookies that keep you logged in, a cookie that remembers you've finished onboarding, one for "remember me", and the theme cookie. All are needed for the app to work or to remember a choice you made. We don't use advertising or tracking cookies.
Your rights
Under UK data protection law you can ask for a copy of your data, ask us to correct or delete it, object to or restrict how we use it, and ask for it in a portable format. You can export your workspace data, and delete your account, yourself in Settings → Data & privacy. To use any of these rights, email [email protected]. We'll reply within a month. Wherever you live, including the US, Canada and Australia, you can make the same requests and we'll handle them the same way.
If you're unhappy with how we've handled your data, please tell us first. You can also complain to the UK Information Commissioner's Office at ico.org.uk, or to the data protection authority where you live.
Children
Mailfois is a business tool and isn't meant for anyone under 16.
Transfers
If another company takes over running Mailfois, including a company we set up for that purpose, your data would move to it, and we'd tell you before that happened. The new company would have to protect it as this policy describes.
Changes to this policy
If we change this policy in a way that matters, we'll update the date at the top and email account owners before the change takes effect.
Contact
Email [email protected], or write to WealthR Ltd, 5 South Charlotte Street, Edinburgh, EH2 4AN.