Version 1.0 · Effective date: October 15, 2026 · Mailbari LLC
Last Updated: October 15, 2026
Mailbari's AI features help you write, summarise and find things faster. They are off until an Admin turns them on, they work only when a User asks, and they send only the content needed for that request. Nothing is sent or posted by AI on its own: a person always reviews the result first. Your content is never used to train AI models, by us or by our AI providers. AI can make mistakes, so please check what it writes. If an Admin has not turned AI on, nothing leaves Mailbari; when it is on, only the content for that one request is sent, and the result waits for the User.
• Write and rewrite: - Where: Email, Docs, Notes - What it does: Drafts or improves text, changes tone, translates (including English and Bengali) - What it sends to the AI provider: The text you select or type, and the thread you are replying to • Summarise: - Where: Email, Docs, Drive, Team Chat - What it does: Short summary of a thread, document, file or unread channel - What it sends to the AI provider: The item being summarised • Smart replies: - Where: Email - What it does: Suggests short replies - What it sends to the AI provider: The latest message in the thread • Ask your Drive: - Where: Drive, Shared Drive, Docs - What it does: Answers a question using files you can already open, with links to the sources - What it sends to the AI provider: Your question and the most relevant passages from those files • Meeting notes: - Where: Meeting - What it does: Transcript, summary and action items of a recorded meeting - What it sends to the AI provider: Meeting audio (only when recording is on) • Turn into tasks: - Where: Notes, Email, Taskboard, Projects - What it does: Suggests tasks from a note or email - What it sends to the AI provider: The note or email • Setup help: - Where: Admin panel - What it does: Explains DNS or security settings - What it sends to the AI provider: Your DNS check results, never mail content
2.1 AI features are off for every new organisation. An Admin turns them on in Admin › AI, for everyone or for chosen groups, and can turn off individual features such as meeting transcription. 2.2 Each User decides when to use AI. A feature runs only when the User clicks it, never in the background on their mail or files. The only exception is "Ask your Drive": when an Admin turns it on, Mailbari builds a private search index of each User's files so answers are fast. Turning the feature off deletes the index within 7 days. 2.3 AI use limits for each plan are shown in Admin › AI. When a limit is reached, AI features pause until the next month; nothing else is affected.
3.1 Text features use Claude models from Anthropic through Anthropic's commercial API. Under Anthropic's Commercial Terms, Anthropic may not train models on customer content, and it deletes API inputs and outputs within 30 days by default. We are asking Anthropic for zero data retention. 3.2 Meeting transcription uses Google Cloud Speech-to-Text with data logging turned off. 3.3 "Ask your Drive" search indexes are built [with Voyage AI or a self-hosted model, to confirm] and stored on Mailbari's servers with the same tenant separation as your files. 3.4 These providers are listed in Annex 3 of the Data Processing Addendum. We will give 30 days' notice before adding or changing an AI provider.
• We send only the content needed for the request you made. • We do not use your content, prompts or AI results to train or improve AI models, and our providers may not either. • We do not store prompts or results beyond what the feature needs: a summary you do not save is discarded; a draft you keep is saved like any other draft. • AI features respect your permissions. They can only use mail, files and messages that you can already open. • Content from Google Drive, OneDrive or Dropbox that you added to Mailbari is treated like any other Mailbari file. Mailbari does not use data obtained through Google APIs to develop, improve or train generalised AI or machine-learning models.
5.1 AI results appear as suggestions. A person decides whether to send, save or share them. Mailbari's own AI features never send email, post chat messages, accept bookings or change data by themselves. 5.2 If an AI assistant connected through the Mailbari MCP server posts a chat message, the message is marked as sent by an AI assistant on behalf of the User. Actions such as sending email, sharing files or inviting outside guests always ask the User to confirm first, as set out in the API & MCP Terms. 5.3 Meeting participants see a clear notice when recording and transcription are on.
AI can be wrong, incomplete or out of date, and summaries can miss important details. Check AI output before you rely on it, especially for legal, financial, medical or contractual matters, and for anything you send to customers. You are responsible for content you choose to send or publish.
You may not use Mailbari's AI features to: • Create spam, phishing, malware or scams, or to get around the Anti-Spam & Sending Limits Policy. • Impersonate a real person or organisation in a way that misleads people. • Make decisions with legal or similarly significant effects on people (such as hiring, firing, credit or housing) without meaningful human review. • Produce content forbidden by the Acceptable Use Policy or the Anthropic Usage Policy (https://www.anthropic.com/legal/aup).
We design our AI features to meet the transparency rules that apply to them, including Article 50 of the EU AI Act, which from August 2, 2026 requires people to be told when they are interacting with an AI system, and US state laws on bot disclosure. Customers who put AI-written content in front of their own clients are responsible for any disclosure their own laws require.
We will update this policy before we add AI features that use data in a new way, and tell Admins at least 30 days ahead of any change to which content is sent or who processes it.
• Mailbari LLC · 104 Quigley Blvd, Ste 1013, New Castle, DE 19720, USA · +1 302 580 8514 • Bangladesh office · Rafiq Place, Level 1A, BM College Mosque Gate, Barisal-8200, Bangladesh · +880 1805 459129 • Questions about AI: [email protected] · Support: [email protected]