Privacy Policy

Effective date: 27 June 2026

Sortoma (“Sortoma”, “we”, “us”) provides an AI-powered shared inbox that sorts and summarises email for teams. This policy explains what we collect, how we use it, who we share it with, and the choices you have. By using Sortoma you agree to this policy.

Information we collect

Account information. Your name, email address, profile colour, and the organisation or domain you belong to. We receive this when you sign in with your Google Workspace account or with Sign in with Apple.

Mailbox content. To sort, prioritise and summarise your mail, Sortoma processes the email in the inboxes you connect — sender and recipients, subject, body, and attachments. For a shared inbox (such as a Google Group like support@), this is the mail delivered to that shared address, connected by an administrator; for a personal forwarding inbox, it’s the mail you choose to forward to Sortoma.

Contacts. The names and email addresses of the people who send mail to, or receive mail in, your connected inboxes.

Content you create. Assignments, @mentions, your signatures, your AI assistant instructions, and the private team-discussion messages you write on emails.

Device & technical data. A push-notification token if you enable notifications, plus the authentication tokens and standard technical data needed to operate the service.

How we use your information

We use your information to provide and improve Sortoma:

• Sort each email into Urgent, Today, Later or Marketing, write a one-line summary, and suggest reply drafts.
• Enable shared-inbox collaboration — assignment, @mentions and per-message team chat.
• Send the notifications you enable.
• Secure, maintain and troubleshoot the service.

AI processing. To sort, prioritise, summarise and draft replies, the relevant email content — sender, recipients, subject and body — is sent to our third-party AI provider, Anthropic (the maker of Claude), for processing and returned to you as the result. Anthropic acts as our processor under a data-processing agreement that requires it to protect your data with safeguards equivalent to those described in this policy, to use it only to perform this processing for us, and not to use your content to train its AI models or retain it beyond what is needed to return the result. This content is processed only to provide the feature. We do not sell your data, use it for advertising, or track you across other apps or websites.

Your choice (mobile app). In the Sortoma iOS and Android apps, this AI processing happens only after you explicitly agree on a consent screen shown before you connect any mailbox, so no email content is ever sent to the AI without your permission. You can change your choice at any time in Settings → AI assistant. If you decline, Sortoma works as an ordinary inbox with AI features turned off.

Who we share data with

We share data only with the service providers that help us run Sortoma, under agreements that limit their use of it:

• Google — sign-in (OAuth) and reading the Gmail / Google Group inboxes you connect, with your or your administrator’s authorisation.
• Anthropic (Claude) — AI processing of email content to sort, summarise and draft replies, under a data-processing agreement requiring equivalent data protection and no use of your content for model training.
• Cloudflare — application hosting and content delivery.
• Supabase — database hosting, where your account and inbox data are stored.
• Apple and Google — delivering push notifications (a device token only).

Within your organisation, shared-inbox content is visible to the teammates your administrator grants access to. We may also disclose information if required by law or to protect the rights and safety of our users.

Data retention & deletion

We keep your data while your account is active. You can permanently delete your account at any time from inside the app: Settings → Delete account. This removes your account and the data unique to you — your personal inboxes and their mail, your signatures, your AI instructions, and the messages you’ve written. Shared-inbox mail remains with your organisation, and anything assigned to you is unassigned. You can also email us to request deletion.

Security

Data is encrypted in transit using HTTPS/TLS. Access is gated by sign-in through your Google Workspace account or Sign in with Apple, with per-inbox, role-based access controls so only authorised teammates can see a given inbox. Stored credentials for connected mailboxes are encrypted at rest. No method of transmission or storage is perfectly secure, but we work to protect your information.

International transfers

We and our service providers may process your data in countries other than the one you live in. Where required, we rely on appropriate safeguards for those transfers.

Your rights & choices

Depending on where you live, you may have rights to access, correct, export, or delete your personal data, and to object to or restrict certain processing. You can delete your account in-app as described above, or contact us to exercise any of these rights. You can turn push notifications off at any time in your device settings.

Children

Sortoma is a business product, is not directed to children, and is not intended for anyone under 16.

Changes to this policy

We may update this policy from time to time. We’ll post the updated version here and revise the effective date above.

Contact us

Questions about this policy or your data? Email [email protected].