Privacy

Privacy policy

How MailMind handles personal data on this website and in the MailMind service.

Last updated: 8 October 2026

Who we are

MailMind provides an AI email operator for Dutch small and medium-sized businesses. This policy explains which personal data MailMind processes, where it is stored, and which service providers are involved. For any question about this policy or about your data, contact us at rens@mailmind.nl.

Where data is stored and processed

  • Email data from connected mailboxes is stored in the MailMind database, hosted by Hetzner in Helsinki, Finland (EU). The MailMind dashboard runs on the same infrastructure.
  • AI processing: to classify incoming email and prepare draft replies, MailMind sends email content to OpenAI through its API. This processing takes place outside the EU.
  • This website (mailmind.nl) is hosted by Vercel.

What data we process

Website visits. Vercel hosts this website and processes the technical data needed to deliver pages to your browser. This website does not use analytics or advertising cookies.

Demo requests. When you request a demo, we receive your company name, email address, the email volume you select and your message. The request is delivered to us via Resend and arrives in our business mailbox on Microsoft 365. We use this information to follow up on your request.

Email you send us. Messages sent to rens@mailmind.nl are received in our business mailbox on Microsoft 365.

The MailMind service. For customers, MailMind processes the emails in the mailboxes they connect: it stores them in the EU, classifies them and prepares draft replies. Drafts are reviewed by a person before anything is sent.

No training on your data

MailMind does not use email data to train AI models.

Subprocessors

MailMind uses the following subprocessors:

Hetzner Online GmbH

Hosting of the MailMind dashboard and storage of email data.

EU (Helsinki, Finland)

OpenAI

AI processing of email content for classification and draft replies, via the OpenAI API.

Outside the EU

Vercel

Hosting of the marketing website (mailmind.nl).

To be confirmed

Resend

Delivery of demo requests submitted through this website.

To be confirmed

Microsoft 365

MailMind's business email.

To be confirmed

Your rights

Under the GDPR (AVG) you can ask for access to, correction of, or deletion of your personal data, and you can object to its processing. Send your request to rens@mailmind.nl. You also have the right to file a complaint with the Dutch Data Protection Authority (Autoriteit Persoonsgegevens).

Changes to this policy

We may update this policy when our service or providers change. The date at the top of this page shows the latest version. Questions? See our contact page.