Privacy & security
Originals are not stored. Uploaded images are processed in memory by the analysis service. Only the structured result (issuer, amount, deadline, steps, etc.) is saved to your account — never the images.
Server-side only. The AI API key lives only on the server. It is never sent to your browser, app code, or logs.
No training. Your documents are not used to train AI models. Images are not sent to analytics services. Document content is not included in error reports.
You control your data. Delete a document at any time to remove its structured result. Your data is private to your account.
Administrator access. Administrators can see your account email and saved region (prefecture/municipality) for app administration. They cannot view your scanned documents, extracted text, translations, amounts, deadlines or analysis results — those are restricted to your account by database security rules.
Japanese administrative mail can contain sensitive identifiers such as My Number (マイナンバー), bank account numbers, insurance IDs, passport or residence card numbers. MailGuide detects and warns about these, but does not redact them in this prototype.
Avoid uploading documents containing My Number or similarly sensitive identifiers unless you accept the processing risk for testing.
- Reminders are stored but only notify you while the app is open — they do not work when the app is closed.
- AI can make mistakes. Always verify important amounts, deadlines and official requirements against the original document.
- This is a private feasibility prototype, not a government, legal, medical or financial service.
- Evaluation scores are stored to your account (no images) to measure accuracy during testing.
When a visitor uses the free "Try it without an account" guest mode, MailGuide records a small set of anonymous usage events to understand how the product is used and to prevent abuse. No document content is ever sent to analytics — not images, extracted text, names, addresses, amounts, deadlines, identification numbers, summaries or full error messages.
What is collected: an anonymous random session ID (not linked to you, your email or your document), the time of the event, a broad device category (mobile/desktop/tablet), the referring website, the number of pages uploaded, processing duration, whether the analysis succeeded or failed, a broad document category, an error category, and whether you submitted feedback or created an account.
What is not collected: your IP address is not stored — a one-way hash is used only to enforce the daily limit and is not kept in a form that identifies you. No document content is collected.
Where it is stored: anonymous events are stored in MailGuide's own database (Base44). They are not sent to any third-party analytics or advertising provider.
Retention: anonymous usage events are retained for up to 90 days for pilot evaluation, then deleted.
Usage limits & local storage: to enforce the one-analysis-per-day guest limit, MailGuide may use a cookie or your browser's local/session storage to remember that you have used guest mode. This contains no document content.
Opt out: anonymous analytics are only collected in guest mode. If you prefer not to be counted, use a registered account instead — signed-in analyses do not generate guest analytics. You can also decline the guest privacy notice, which prevents the guest analysis from running.