Privacy policy
Last updated 3 September 2026
mailagency.ai ("we", "us") is operated by Realtime Comms Ltd, a company incorporated in England and Wales. Contact: hello@mailagency.ai. This policy explains what data we process when you use the MailAgency service and when it looks up people on behalf of our customers.
1. Data we collect
Customer account data. Your email address, your access token, and a log of the requests your Grok Bot makes to us (people submitted, timestamps, outcomes and usage counts) so we can operate the service, enforce limits and bill you.
Looked-up contact data. The core function of the service is finding a business email address for people our customer identifies on LinkedIn: their name, headline, company, profile URL and a business email address, which we verify for deliverability. This is sourced from public and third-party business-contact providers and processed on the basis of our customers' legitimate interest in business-to-business outreach. We return it to the requesting customer and retain a copy in that customer's account so the same person is not contacted twice.
We never send email ourselves, we do not maintain a marketed database of contacts, and we do not return generic role inboxes (info@, hello@).
2. How we use data
Solely to provide the service: finding and verifying addresses for the people a customer submits, remembering outcomes the customer's bot reports (sent, replied, bounced, opted out), and metering usage. We do not sell data and we do not use it to train AI models.
3. Processors we rely on
Email discovery and verification providers (AnyMailFinder, MillionVerifier, BounceBan), Resend for sign-in emails, and Cloudflare for DNS. Each receives only what its function needs. LinkedIn browsing, drafting and sending happen inside the customer's own Grok Bot and mailbox, which are governed by xAI's and the mailbox provider's terms, not ours.
4. Retention and deletion
Account and request data is retained while your account is active and for a reasonable period afterwards for billing records. You can request deletion of your account data at any time by emailing us.
5. Rights of people we have looked up
If the service has looked you up and you would like the information corrected, deleted or suppressed from future lookups, email hello@mailagency.ai and we will action it within 30 days. Under UK and EU data protection law you may also request access to the personal data we hold about you and may complain to the Information Commissioner's Office (ico.org.uk).
6. Security
Data is stored on servers in the EU, transmitted over TLS, and access is restricted to Realtime Comms Ltd personnel who need it to operate the service. Treat your access token as a secret; you can rotate it at any time from your account page.
7. Your responsibilities as a customer
You are an independent controller of the outreach you send. You are responsible for your use of LinkedIn under its terms, and for ensuring your outreach complies with applicable law in your and your recipients' jurisdictions (e.g. UK GDPR / PECR, CAN-SPAM), including honouring opt-outs.
8. Changes
We will post changes on this page and update the date above. Material changes are announced by email.