Security and privacy

Mailnitio handles the emails your customers send you. This page covers the settings you control and what Mailnitio does for you. For the full picture, see Security at Mailnitio.

Two-factor authentication

Two-factor authentication asks for a 6-digit code from an authenticator app each time you sign in.

Two-factor authentication is required for owners and admins and cannot be turned off for them. It is available to every other member. Owners and admins can see who has it on in the Two-factor column of Settings then Members and roles.

Personal data is masked before any language model

Before any email text reaches a language model, personal details are replaced with placeholders: for example account and ID numbers, card numbers, phone numbers and other people's email addresses. Mailnitio Autopilot decides on the masked text only, and the original stays in your workspace. Language model providers only ever receive masked text.

Your workspace is separate

• Every record belongs to one workspace, and the database enforces that separation, so data from one workspace can never be read from another.
• Each workspace's Autopilot learns only from its own emails. Your emails never train another company's Autopilot.
• People see only what their role allows. See Roles and permissions.

Encryption

All traffic uses TLS 1.2 or later, and data is encrypted at rest. Mailbox passwords, client secrets and API keys are encrypted with a key unique to your workspace, never shown again after you save them, and never written to logs.

Audit log

Settings then Audit log records every change to the workspace: who, what and when. That includes sign-ins, setting changes, role changes and corrections to Autopilot decisions. The Inbox log keeps every email and the decision trail behind it.

Data location and retention

We store what is needed to route and track each email and nothing more. Attachments stay in your mailbox. We sign a data processing agreement with every customer, and support data subject requests under the Nigeria Data Protection Act 2023. For where your data is stored and how long it is kept, contact us.