Legal

Privacy policy

Last updated: 1 October 2026

This policy explains what personal data unimail.ai processes, why, and what choices you have. It describes the service as it works today; when that changes, this page changes first.

1. Who is responsible

unimail.ai is operated by AcademyHive Ltd, a private limited company registered in England and Wales (Company Number 16581158), registered office: 27 Old Gloucester Street, London, WC1N 3AX, United Kingdom (“we”, “us”). We are the controller of the data described here. Contact: support@fundedhive.com.

2. What unimail.ai does

unimail.ai brings the mailboxes and channels you connect into one workspace. It shows, searches and sorts your messages, helps you turn them into replies, tasks, deadlines and decisions, and — only when you approve each one — sends a reply or performs another action on your behalf. Nothing leaves unimail.ai without your explicit approval of that exact action.

3. Data we process

Your account

• Name, e-mail address and the workspace you belong to.
• Your password, stored only as a one-way hash (bcrypt).
• Two-step sign-in: the authenticator secret (encrypted) and your recovery codes (stored only as hashes).
• Sign-in sessions (when they were created and expire) and your display settings (theme, density).

Mailboxes you connect (Gmail, Microsoft 365, IMAP)

• The mailbox address, its display name, your sending details and signature.
• Messages from the folders and the time window you choose when connecting: sender, recipients, subject, date, the message text, attachment names and — when you open or use them — the attachments themselves; the unsubscribe header of newsletters.
• The access the provider grants us (OAuth refresh token or IMAP app password), stored encrypted and never shown or returned by any page or interface.

What you create in unimail.ai

• Reply drafts, approvals and their status, tasks, deadlines, decisions, notes, rules, Grind sessions.
• An activity log of the actions taken in your workspace (who did what and when), so every action can be traced.

Optional modules, only if you use them

• AI assistance: summaries, reply drafts, classifications and suggested tasks or dates, stored together with the AI model that made them. See section 6.
• Virtual browsers: the pages you open in a browser session and that browser's profile (including the cookies and sign-ins of the sites you log in to), kept in your workspace's own container on our server; screenshots and page text that a browser task you start collects as evidence.
• Claude Code on the server: your Claude sign-in token and GitHub token (encrypted), your projects, knowledge base, memory files and the session transcripts, in your own folder on the server.
• Editing documents: the versions you save when you edit a PDF, a picture or a Word, Excel or PowerPoint file. Office files you open for editing are processed by a document editor (Collabora Online) running on our own server; it cannot reach the internet, and the files never leave the server.
• Chats (Beeper): the list of your chats and the messages of the chats you choose to watch, read through the Beeper Desktop app on your own computer. The Beeper token stays on your computer.

Technical data

Our servers log requests (IP address, time, address requested, browser type) to keep the service secure and to find errors. These logs are rotated and kept for a short time. We do not use analytics, advertising or tracking tools.

4. How we use Google user data

When you connect a Gmail account, unimail.ai requests these permissions, and uses them only for the features you see in the app:

• Read your e-mail and settings (gmail.readonly): to show, search and sort your messages in your workspace, keep them in sync, and read your send-as settings (such as your Gmail signature) so your replies look like the ones you send from Gmail.
• Manage drafts and send e-mail (gmail.compose): to create a draft you write or approve, and to send a message only after you approve that exact message in unimail.ai.
• Your e-mail address (openid, email): to know which mailbox you connected.

unimail.ai's use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements. In particular:

• We use Google user data only to provide and improve the user-facing features described above.
• We do not transfer it to others, except as needed to provide those features (for example to the AI provider in section 6, only when AI is switched on for that mailbox), to comply with the law, or as part of a merger or acquisition with notice to you.
• We never use it for advertising, including personalised, retargeted or interest-based advertising, and we never sell it.
• No person reads it, unless you ask us to for specific messages, it is needed for security (such as investigating abuse or a bug), it is required by law, or it is aggregated and anonymised for internal operations.
• We do not use it to develop, improve or train generalised AI or machine-learning models.

The same rules apply to the data we receive from Microsoft 365 and IMAP mailboxes.

5. Why we process data (legal bases)

• To provide the service you asked for (performance of a contract): your account, your connected mailboxes and channels, and everything you create in the app.
• Legitimate interests: keeping the service secure, preventing abuse, finding errors and keeping the activity log.
• Legal obligations: where the law requires us to keep or disclose data.

6. AI processing

AI features are off unless the workspace owner switches them on, separately for each channel (Rules & AI settings → Approvals). When they are on, the content needed for the feature you use — for example the conversation you ask to summarise or reply to — is sent to Anthropic (Claude API), which processes it as our service provider. Under Anthropic's commercial terms, this content is not used to train its models. AI output is always marked as a suggestion until you confirm it, and AI never sends or changes anything by itself.

Claude Code on the server runs with your own Claude subscription: what you hand over to a Claude Code session is processed by Anthropic under your own agreement with Anthropic.

Voice mode is off unless the workspace owner switches it on and adds an ElevenLabs key. While you use it, what you say is sent from your browser to ElevenLabs for speech recognition, and the assistant's answers — which may include content from your messages — are sent to ElevenLabs to be spoken. The audio is never stored by unimail.ai; only the text of the conversation is kept, like a typed chat.

7. Who else processes data

• Hetzner Online GmbH (Germany) hosts our servers and backups in the European Union.
• Anthropic, PBC (USA) — only when AI is switched on, see section 6.
• Eleven Labs Inc. (USA) — only while voice mode is used, see section 6.
• Google, Microsoft and your IMAP provider — the providers of the mailboxes you connect, under your own agreement with them.
• Cloudflare provides our domain's DNS only; it does not see the content of your traffic.

Where data is transferred outside the European Economic Area, it is protected by appropriate safeguards such as the European Commission's Standard Contractual Clauses.

8. How long we keep data

• Account data: as long as your account exists.
• Mailbox data: as long as the mailbox is connected. When you disconnect it, you choose whether the copy in unimail.ai is kept or deleted; disconnecting never deletes anything in your mailbox itself.
• Encrypted database backups: kept for 14 days, then overwritten.
• Server logs: rotated after a short time.

When your account is deleted, your data is deleted from the live system and disappears from the backups within 14 days.

9. Security

All traffic is encrypted (HTTPS). Provider tokens, passwords for mail servers and other secrets are stored encrypted. Two-step sign-in protects your account. Each workspace's browsers and Claude Code sessions run in their own isolated containers. Every outgoing action needs your approval and is recorded in the activity log.

10. Your rights

You can ask us for access to your data, its correction or deletion, a copy in a portable format, to restrict its processing or to object to it. Write to support@fundedhive.com. You can disconnect a mailbox at any time in unimail.ai, and remove unimail.ai's access to your Google account at myaccount.google.com/permissions (Microsoft: myaccount.microsoft.com).

You also have the right to lodge a complaint with a data protection authority: the Information Commissioner's Office (ICO) (https://ico.org.uk).

11. Cookies and local storage

We use only what is strictly necessary for the service to work:

No analytics, advertising or third-party tracking cookies are used.

12. Children

unimail.ai is a work tool and is not intended for anyone under 16.

13. Changes

When this policy changes, we update this page and its date; for important changes we tell account holders in advance.