Privacy Policy
MailHub re-renders your email threads as conversations and layers AI on top: summaries of what's unread, reply drafts and a priority inbox. To do that it has to read your mail. This policy explains what we read, what we keep, and how you can take it all back.
In short
- Your mail password is never handled here. You sign in on your provider's own page.
- The Microsoft connection on this site is read-only: MailHub can't send, delete or move your mail through it.
- AI summaries and drafts are generated only for your own mailbox, only to show them to you, and never used to train models.
- Access tokens are kept in access-controlled storage and moved over TLS.
- Disconnect any time from your Microsoft account settings; delete your MailHub account and your data goes with it.
Contents
01Who we are and when this policy applies
This policy covers the MailHub website at www.cosub.ai, the MailHub apps for web, desktop and mobile, and the Microsoft sign-in offered on this site. MailHub is used by individuals for their own mailboxes, and by teams for shared inboxes and collaboration.
02What we collect
Your MailHub account
Your email address, display name, language and settings, and which mail accounts you have connected (for example "work", "personal", "backup").
Mail you connect
Message headers (sender, recipients, subject, date, folder, read state) and bodies of the accounts you connect, so we can thread them into conversations, strip quoted replies, signatures and salutations, and make them searchable. Attachments are fetched when you open or search them.
What AI generates for you
Summaries of unread mail and long threads, priority labels that separate real people from notifications, reply drafts, and translations you request.
Team features
If you use shared inboxes, channels, collaborative documents, tasks, or voice and video calls, we process the content you and your team members put into them, and voice messages you send.
Device and usage data
Device type, app version, crash reports and basic request logs (IP address, time), used to keep the service running and secure. We do not use advertising trackers.
03Connecting a Microsoft account
Some features need access to a Microsoft mailbox. You connect it yourself by clicking Sign in with Microsoft on
www.cosub.ai, which sends you to Microsoft's own sign-in page. MailHub never sees, receives or stores your
Microsoft password, and you can see the exact permissions on Microsoft's consent screen before you agree.
The sign-in on this site is for personal Microsoft accounts (Outlook.com, Hotmail, Live and MSN addresses). Connecting other providers, such as Gmail or IMAP accounts, goes through that provider's own sign-in and the permissions it shows you.
| Permission | What it allows | Why MailHub needs it |
|---|---|---|
openid | Confirm that you signed in with Microsoft | To complete the sign-in securely |
User.Read | Read your basic profile (name, email address) | To know which mailbox you connected and show it to you |
Mail.Read | Read messages in your mailbox, read-only | To show your Outlook mail as conversations, write summaries and sort your priority inbox: we read message headers, bodies and folders, including junk |
offline_access | Keep access after you close the page | So the feature keeps working until you disconnect it, without asking you to sign in every time |
What we do not ask for. We do not request Mail.Send, Mail.ReadWrite, contacts, calendar or
files. Through this connection MailHub cannot send, delete, move, flag or change any message.
How the access is stored. Microsoft gives us an access token and a refresh token instead of your password. Both are kept in an access-controlled database, sent only over TLS, used only by the service back end, and never written to logs.
How we use Microsoft data. Data obtained through Microsoft APIs is used only to provide the features you can see and asked for. We do not sell it, use it for advertising, or use it to train general-purpose AI models. People on our team do not read your mail, except when you ask us to for support, when it is needed to investigate security incidents or abuse, or when the law requires it. Our use follows the Microsoft APIs Terms of Use.
How to disconnect. You can remove MailHub's access at any time at account.live.com/consent/Manage. Once removed, our refresh token stops working and we can no longer read new mail. To also delete what has already been processed, contact us (see the end of this policy).
04How we use your information
- To render threads as a chat feed and build your unified and priority inboxes across accounts.
- To generate summaries, the AI feed and reply drafts when you use those features. A draft is never sent on your behalf.
- To translate incoming mail or your own writing when you ask.
- To make mail, files and conversations searchable, and to support scheduled actions you set, such as snooze.
- To keep the service secure and fix problems, using logs and crash reports.
We do not read your mail to sell you anything, we do not show ads, and we do not build advertising profiles.
05AI processing
Summaries, drafts, priority labels and translations are produced by AI models. Content is sent to a model only to produce the result you asked for, under contracts that forbid the model provider from storing it beyond processing or using it to train models. We do not use your mail to train models either. AI output can be wrong; a summary can miss something, so open the original whenever it matters.
06Who we share it with
- People you choose: members of a shared inbox, channel or document you create or join.
- Service providers that host MailHub, deliver notifications or run AI models for us, under confidentiality and data-processing terms.
- Authorities, only when legally required.
We do not sell personal information.
07How long we keep it
- Synced copies of your mail, summaries and drafts are kept while the account stays connected, so search and the conversational view keep working.
- When you disconnect a mail account, syncing stops at once and its synced copies are deleted within 30 days.
- When you delete your MailHub account, your data is deleted within 30 days; backups roll off within a further 30 days.
- Your mail on your provider's servers is never deleted by us. It stays where it is.
08Security
Your mail password is never handled here. Access tokens are kept in access-controlled storage and moved over TLS. Staff access to user data is limited, logged and used only for support you ask for or for security work. If a breach affects your data we will tell you without undue delay.
09Your choices and rights
You can disconnect any mail account, export or delete your data, and delete your MailHub account at any time. Depending on where you live you may also have rights to access and correct your information and to object to or restrict processing. Contact us to exercise them.
10International transfers
MailHub may process data in countries other than yours. Where this happens we use the safeguards required by applicable law.
11Children
MailHub is not for children under 16, and we do not knowingly collect their personal information.
12Changes to this policy
We will update the date at the top when this policy changes, and tell you in the app or by email before a material change takes effect.
13Trademarks
MailHub is not sponsored by or affiliated with Microsoft Corporation, Google LLC or Apple Inc. Outlook is a trademark of Microsoft Corporation and Gmail is a trademark of Google LLC.
✉Contact us
Questions, requests or complaints about this document or how MailHub handles data: write to [email protected]. We reply within 15 working days.