What we read, what we keep, what we cannot do
You give an AI access to company mail, so you should know exactly what happens to it. This page says it in plain words.
What we read
AddSync AI reads mail and calendar data only when a person asks a question that needs it. It does not scan mailboxes in the background and does not build an index of your mail.
| What | When it is read |
|---|---|
| Search results | When your person asks the AI to find something. The AI receives a short list. |
| One message or meeting | When the AI opens it to answer. Only the items that match the question. |
| Anything behind your data filter | Never. Closed folders, senders and keywords do not reach the AI. |
What we keep
AddSync keeps the information it needs to run the service and to show you what happened. It does not keep the text of your mail.
| Item | Kept? | Notes |
|---|---|---|
| Text of your mail and calendar | No | Read to answer one question, then not stored by AddSync. |
| Text of your questions | No | The journal does not contain it. |
| Journal: who, when, which button | Yes | One line per action. It belongs to you and answers the auditor. |
| Your setup | Yes | The people who may use AI, your rules, your data filter and the connection settings. |
What we cannot do
These limits are built in. You cannot switch them on by mistake, because the tools do not exist.
- The AI cannot send mail. It saves a draft, and your person presses Send.
- The AI cannot delete or move mail.
- The AI cannot read a mailbox you did not enable.
- AddSync does not use impersonation to reach Exchange Server. It uses the mailbox login of each person, or one service user with the permissions you give it.
How a request is protected
Every question passes the same four checkpoints.
1. Guard
Checks that AI is switched on for the person and that the limit for one question is respected.
2. Data filter
Hides closed folders, senders, keywords and old mail before the AI sees anything. About the data filter.
3. Encrypted route
The AI reaches your mail through an encrypted connection.
4. Journal
Records who asked, when and which button was pressed.
Where your data goes
This is the part we want you to read twice. When your person asks about a message, the content of that message must reach an AI model so that it can answer. Where it goes depends on the option you choose.
| Option | Where the content goes | Whose terms apply |
|---|---|---|
| A: your own AI | To the assistant your person uses, for example Claude or ChatGPT. | Your own agreement with that provider. |
| B: chat inside AddSync | To a model that runs in an EU region. | The AddSync service terms. |
AddSync does not store the text. The AI provider you connect handles it under your own account and settings. Check those settings before you connect a mailbox.
What you control
- Who: you switch AI on and off for one person, a group or everyone.
- What: you close folders, senders, keywords and old mail with the data filter.
- How much: you limit how many mails one question may read.
- What happened: you read the journal at any time.
- How long: you start with a 14-day pilot and stop whenever you want.
Questions security reviewers ask
Does AddSync train AI on my mail?
No. AddSync does not train anything on your mail and does not store its text. For Option A, the settings of your AI provider decide how that provider treats the content you send to it.
Can the AI read every mailbox in the company?
No. It reads only the mailboxes you enabled, and only what your data filter allows.
Can the AI act on its own?
No. It can search, show, save a draft and propose. It cannot send, delete or move mail.
How do I prove who used AI?
Open the journal. It lists the person, the time and the button for every action.
Can you answer our security questionnaire?
Yes. Send it to us and we reply with answers for your setup.
Questions before you decide?
Tell us how your mail is set up and what your security team needs to see. We answer in plain words.
