Legal
Privacy Policy
Translation notice: This English version is provided for convenience. The German version is the legally authoritative version.
1. Controller
CSTN Labs, proprietor Constantin Hartmann, Martinstrasse 60, 77855 Achern, Germany; email: datenschutz@ehmail.net. We have not appointed a data protection officer because we are not legally required to do so.
2. Overview
ehmAIl uses AI to sort emails in your mailbox. It reads new emails, has them assessed, and moves or flags them. We do not store the text of your emails. We store only the sender, subject, time received, assessment result and a short AI-generated summary. We do not use third-party advertising or tracking services. We count page views using self-hosted, cookie-free audience measurement as described in section 3.
3. Visiting the website
When you visit ehmail.net or dashboard.ehmail.net, our server processes technically necessary data: your IP address, time of access, requested address and browser identifier. This is necessary to operate and protect the service against attacks under Article 6(1)(f) GDPR. Server logs are deleted after 14 days. We host fonts ourselves. Third-party content is loaded only on the registration, login, password reset and contact-form pages, where Cloudflare provides the security check described in section 4.
Audience measurement. To understand which pages are used, we count page views on ehmail.net and dashboard.ehmail.net using Matomo. We host Matomo on our own server in Germany with IONOS, as listed in section 9, and do not share the data with anyone else. We record the current and previous page without query parameters, time, page title, browser, operating system, screen size, language setting and your IP address, from which the final two bytes are removed before storage. We use no cookies and store nothing on your device for this purpose. Matomo does not receive your email address or mailbox content. If “Do Not Track” is enabled in your browser, we do not count your visit. Individual visits are deleted after six months, after which only aggregate statistics remain. The legal basis is our legitimate interest in improving the service under Article 6(1)(f) GDPR. You may object at any time under Article 21 GDPR by emailing datenschutz@ehmail.net or by enabling “Do Not Track”.
4. Account
- Data: first name, email address, password in hashed form only, and the times of registration and verification.
- Login: we set a session cookie for signed-in users. We store the IP address and browser identifier with the session until you sign out or the session expires after seven days. The cookie is technically necessary under section 25(2) no. 2 TDDDG.
- Protection against misuse: we temporarily count login and registration attempts per IP address. When a new password is created, we check whether it appears in known data breaches. Only the first five characters of a hash are sent to Have I Been Pwned; the password itself is never sent.
- Bot protection: registration, login, password reset and the contact form use Cloudflare Turnstile, provided by Cloudflare, Inc., 101 Townsend St., San Francisco, CA 94107, USA. Your browser loads a Cloudflare script. Cloudflare processes your IP address and technical browser and device characteristics to determine whether you are human, and sends us only the result. According to Cloudflare, the data is not used for advertising. Cloudflare may transfer data to the USA and is certified under the EU-US Data Privacy Framework. The legal basis is protection of our service and your account against automated attacks under Article 6(1)(f) GDPR. We consider access to your device strictly necessary under section 25(2) no. 2 TDDDG.
- Two-factor authentication, optional: if you enable it under “Account”, we store a secret for your authenticator app and ten backup codes, both encrypted. If you select “Trust this device” when signing in, we set a cookie lasting 30 days so that no code is requested on that device during that period. Disabling two-factor authentication immediately deletes the secret and backup codes. You choose the authenticator app; it does not provide us with any data.
- Legal basis: performance of the contract under Article 6(1)(b) GDPR and security under Article 6(1)(f) GDPR.
5. Connecting and sorting your mailbox
Access. For Microsoft 365 and Outlook, you sign in at Microsoft and authorise ehmAIl to read and modify emails and create categories. For IMAP, you provide the server, username and password. We store these credentials encrypted using AES-256 and delete them immediately when you disconnect the mailbox.
What ehmAIl does in the mailbox. ehmAIl creates the “Later” and “Unimportant” folders, moves emails into them, and adds flags such as “Important”. ehmAIl never deletes or sends emails and never marks an email as read.
Data processed
| Data | Purpose | Stored? |
|---|---|---|
| Email text without attachments, images or links and limited to 12,000 characters; sender, recipients, subject and date | AI assessment | Text: no; held in memory only during assessment |
| Technical email headers, attachment names and file types, calendar invitations | Assessment without AI, including detecting newsletters, out-of-office replies and fraudulent emails | No; held in memory only during assessment. Only the resulting reason is stored. |
| Sender, subject, time received and email identifiers | Display in your dashboard and prevention of duplicate assessment | Yes |
| Result: score, category, reasons, required action and AI-generated summary of one to three sentences | Display and transparency | Yes; the summary conveys the substance of the email |
| Whether you read, replied to or forwarded a sorted email, checked for up to 30 days after receipt | Learning which senders matter to you | Yes, together with the assessed email |
| Recipients of your sent emails: address, count, most recent date and a verification value derived from the display name, but no subject or text. The display name itself is not stored. | Recognising your contacts and warning when a stranger uses a contact’s name | Yes |
| Your rules and corrections | Sorting according to your preferences | Yes |
When you first connect a mailbox, ehmAIl reads the recipients of emails you sent during the previous 365 days once. Emails received before the mailbox was connected are not sorted.
AI. Assessment uses Anthropic’s Claude language model through Amazon Web Services Bedrock in the Frankfurt region. AWS does not store requests or use them for training. Anthropic does not receive the data. AI decides only how an email is sorted, not anyone’s rights or obligations. You can correct every classification.
Other people’s data. Your emails contain data about other people, including senders, recipients and content. We process this on your behalf and only to sort your mailbox. The legal basis is your legitimate interest in an organised mailbox under Article 6(1)(f) GDPR or, for business customers, the Data Processing Agreement.
Legal basis for your own data: performance of the contract under Article 6(1)(b) GDPR.
Usage statistics. Once a day, we aggregate across all accounts the number of sorted emails in total and by category, the number classified by a rule, the number of corrections, and the number of active accounts and mailboxes. Only these daily totals are stored, without any link to individual accounts, mailboxes, addresses or content. They remain after your account is deleted. We use them to improve the service and report on ehmAIl in monthly and annual reviews, and publish them only where enough accounts are included to prevent conclusions about individuals. The legal basis is our legitimate interest under Article 6(1)(f) GDPR.
6. Payment
Payments are processed by Stripe Payments Europe Ltd., 1 Grand Canal Street Lower, Dublin 2, Ireland. You enter card or bank details directly with Stripe; they do not reach our servers. Stripe provides us with your customer number, subscription status and payment events. To ensure that the trial and money-back guarantee are used only once, we record when the introductory offer is used; this record is deleted with your account. The legal bases are performance of the contract under Article 6(1)(b) GDPR, protection against misuse under Article 6(1)(f), and statutory tax-record obligations under Article 6(1)(c). Stripe may transfer data to the USA and is certified under the EU-US Data Privacy Framework.
7. Emails from us
We send only emails relating to your contract, including email-address verification, password reset, and notices about credits and the trial. They are sent using Amazon Simple Email Service, operated by Amazon Web Services EMEA SARL, Luxembourg, in the Stockholm region in Sweden. These emails contain no mailbox content. We do not send advertising.
8. Contact form and email enquiries
If you contact us through the form at ehmail.net/en/support or by email, we process the information you provide to answer your enquiry: name, email address, topic, subject, message and, if supplied, the address of the affected mailbox. The form itself stores nothing in our database. It sends your information by email to support@ehmail.net and replies go to the address you provide. The same provider used for our system emails delivers the message, as described in section 7. The support mailbox is hosted by united-domains GmbH in Starnberg, Germany.
To protect against spam, the form uses Cloudflare Turnstile as described in section 4 and a field invisible to people that detects automated submissions.
Do not send us passwords or content from your emails. We do not need them to help you.
If your enquiry concerns your contract or its formation, the legal basis is Article 6(1)(b) GDPR. Otherwise, it is our legitimate interest in answering enquiries under Article 6(1)(f). Providing the information is voluntary.
Incoming enquiries are stored as tickets in our support console. To handle them, support staff can see your name, email address, account status, plan, credits, transactions, team membership, and the addresses, connection status and technical error messages of connected mailboxes. They cannot see mailbox credentials or mailbox content. Account access and changes are logged. Contract and payment identifiers are visible only to the owner.
9. Recipients and processors
| Recipient | Purpose | Location |
|---|---|---|
| IONOS SE, Montabaur, Germany | Servers hosting the application and database | Germany |
| united-domains GmbH, Starnberg, Germany | Domain and the info@ehmail.net and support@ehmail.net mailboxes for enquiries | Germany |
| Amazon Web Services EMEA SARL, Luxembourg | AI assessment through Bedrock, system emails and contact-form delivery through SES | Frankfurt for Bedrock and Stockholm for SES, both in the EU |
| Stripe Payments Europe Ltd., Ireland | Payments | EU; transfers to the USA may occur |
| Cloudflare, Inc., USA | Turnstile bot protection | USA under the Data Privacy Framework |
| Microsoft or your email provider | Access to your mailbox on your behalf | Depends on the provider |
We have agreements under Article 28 GDPR with all processors.
10. Retention periods
- Assessed emails, including metadata, summary, read and reply status: 90 days after receipt and no later than deletion of the account.
- Mailbox credentials: until the mailbox is disconnected.
- Account, rules and contacts: until the account is deleted.
- Two-factor authentication secret and backup codes: until you disable it or delete the account; the “Trust this device” cookie lasts 30 days.
- Backups: up to 30 days; deleted data may remain in backups for that period.
- Support enquiries: 24 months after the ticket is resolved. Cancellations, withdrawals and other contract-related business correspondence are retained for six years under section 257 HGB.
- Audience measurement: individual page views for six months; aggregate statistics without personal references indefinitely.
- Usage statistics: daily totals across all accounts without personal references, indefinitely.
- Invoice data at Stripe: ten years under section 147 AO and section 257 HGB.
You can delete your account at any time under “Account”. All data is then deleted immediately except backups and records subject to statutory retention. Ordinary support tickets are anonymised; legally retained contract correspondence remains without an account link. Folders and flags in your mailbox remain. You can revoke Microsoft access in your Microsoft account.
11. Your rights
You have the right of access under Article 15 GDPR, rectification under Article 16, erasure under Article 17, restriction under Article 18, data portability under Article 20, and to object to processing based on legitimate interests under Article 21. Contact datenschutz@ehmail.net. You may lodge a complaint with a supervisory authority, for example the State Commissioner for Data Protection and Freedom of Information of Baden-Württemberg.
Version: 22 October 2026