MailArrive checks whether email is set up correctly and reaches the inbox. To do that we handle some of your data. This page says exactly what we collect, why, who else touches it, and how to get rid of it. Plain English, no hedging.
MailArrive is operated by Matano Enterprises LLC, a New Jersey limited liability company, trading as Matano IT Solutions. Contact us at privacy@mailarrive.com.
| Data | Detail |
|---|---|
| Account details | Your email address, name, and optionally your company and phone number. If you sign in with Google we receive your Google account identifier, email address and name, never your Google password. Why: To create and secure your account and to contact you about your account. How long: Until you delete your account. |
| Emails you forward for analysis | When you forward or submit a message for a scam, phishing, deliverability, or bounce check, we store that message including its headers and body while we analyze it. A bounce notification also contains the address you were writing to, which is somebody else's, so we treat these the same way we treat everything else you forward. Why: To produce the report you asked for. How long: The stored message and its raw copy are cleared once the report expires. You can delete any report yourself at any time. |
| Emails forwarded to our public Scam Check address | Anyone can forward a suspicious message to our public scan address without an account. We store that message, its headers and body, and the address it was sent from. The message you forward usually contains someone else's details, because that is the nature of a scam, and we treat it accordingly. Why: To produce the verdict you asked for, to email it back to you, and to limit how many free checks one address can run per day. How long: The message and its raw copy are deleted after 30 days. If you open an account with the same address, the checks you already ran move into that account and are then kept like the rest of your reports, until you delete them or close the account. We may keep the verdict and an anonymised description of the scam pattern for longer, to warn other people about it, with names, addresses and any identifying detail removed first. We do not add you to any mailing list for using it. |
| Email audits | When an audit is run for a business, test messages are sent to an address we give out and grouped under that piece of work. We store the name of the audit, the address it takes mail at, and any report link created from it. The messages themselves are covered by the row above. Test messages are usually sent by somebody at the business being audited rather than by the account holder, so they are somebody else's mail and are treated that way. Why: To keep the messages of one investigation together and to produce a report that can be handed to the business. How long: Until the account is closed. Each report link also carries its own expiry date and stops working then, and can be withdrawn before that. |
| DMARC reports for your domains | When you point a domain's DMARC record at us, mailbox providers such as Google, Microsoft and Yahoo send us daily reports about mail claiming to come from that domain. These contain sending IP addresses, message counts, and whether each source passed authentication. They describe senders, which may include third parties you use and anyone spoofing you; they never contain message content, subjects, or recipient addresses. Why: To show you who is sending as your domain and whether it is passing, which is the whole point of DMARC monitoring. How long: Per-source detail for 90 days, the summary totals for 400 days so year-on-year trends still work, and the original report file for 30 days. You can delete a domain at any time, which removes its reports with it. |
| Domains and addresses you check | Domains, email addresses, IP addresses and links you submit to our tools, plus the results. When you check whether an email address is valid we read public DNS only. We never send a message to an address you check, and we never connect to somebody else's mail server to ask whether their mailbox exists. Why: To run the check, show your history, and power monitoring and alerts. How long: Until you delete them or close your account. |
| Sender health accounts you belong to | If you are added to a sender health account, which watches a business's sending domains and mailboxes, we record that you are a member and your role. That account's own data (its domains, mailboxes, send and bounce counts, blocklist and inbox placement results) belongs to the business, and for each message it holds only the recipient's domain, never the recipient's address. Why: To decide what you can see and change, and to send alerts to the account owner. How long: Your membership is removed when you close your account. The business's sender health data stays with that business's account. |
| Client portal access | If a company that manages your domain invites you to see its DMARC reports, we record the invitation (your email address and when it was sent and accepted) and that you may view that domain. For the company managing the domain, we record the domain, the client's name, the dates the DMARC policy was changed with any note about it, and the before and after summaries taken during the work. The DMARC reports themselves are the ones described above. Why: To show you the domains you were invited to see, and no others. How long: Your access and invitations are deleted when you close your account. When the managing company closes its account, the domain's portal, its history and its summaries are removed with it. |
| Google Postmaster Tools, if you connect it | Only if the owner of a sender health account presses Connect Google Postmaster. We store an encrypted Google refresh token, the Google account identifier and email address that granted access, and the date. With it we read, once a day, the list of domains that Google account has verified in Postmaster Tools, and for each of those domains that the business also monitors here, Gmail's daily spam rate and its bulk sender compliance status. See Google user data below. Why: To show the business how Gmail sees its sending domains and to alert the owner when the spam rate crosses a threshold. How long: The connection is removed when the owner presses Disconnect, which also revokes it at Google. The daily statistics stay with the business's sender health account until that account is closed. Closing your own MailArrive account does not remove them, because they belong to the business; ask us and we will. |
| Signatures you build | The name, title, company, phone, website, social links and logo you put into Signature Studio, and any logo you upload. Why: To build, render, save and re-install your signature. How long: Until you delete the signature or close your account. |
| Contact details when you get in touch | When you request a report, forward a message to our public Scam Check address, or otherwise contact us, we record your email address and which of those you used. Why: To reply to you, to understand which parts of the service people arrive through, and to follow up about business enquiries. How long: We keep this contact record after an account is closed, because it is a record of you contacting us rather than part of the account. Ask us to remove it and we will. |
| The shape of scams people report | When somebody forwards us a suspicious message we keep a description of the scam itself: the verdict, the subject line, and the domain the message claimed to come from. We do not keep the full sending address, because the part before the @ is often a real person being impersonated. Nothing in this record says who reported it, and it cannot be joined back to them. Why: So we can see which scams are circulating and warn other people about them. How long: Indefinitely. It describes a scam rather than a person. |
| Payment details | Your plan and subscription status, plus identifiers from our payment processor. We never see or store your card number. Why: To run your subscription. How long: As long as required for tax and accounting. |
| Product usage | Which pages and features are used, which templates and options are chosen, and where visits came from (campaign tags and referring site). Some of this is our own, stored here. We also run Google Analytics, so Google receives the page you viewed and how you arrived. Report and inbox addresses are redacted before they are sent, so a shared report link never reaches Google. Signature Studio analytics are stored with a random per-visit identifier and are not linked to your account. Why: To understand what works and improve the product. How long: Aggregated over time. |
| Security and delivery logs | Standard server logs including IP address, browser type, and timestamps. Why: To keep the service running, prevent abuse, and enforce rate limits. How long: A short period, then discarded. |
MailArrive asks Google for access in two places, and only when you start it.
Scopes: openid, email, profile. We receive your Google account identifier, your email address and your name, and use them only to create your MailArrive account and sign you in. We do not receive your Google password, and this does not give us access to your Gmail, Drive, contacts or anything else in your Google account.
Scopes: postmaster.traffic.readonly and postmaster.domain, plus openid and email so we know which Google account granted access. Only the owner of a sender health account can start this, from the Sender health page. With it we read:
We use this to show the business how Gmail sees its sending domains and to alert the account owner when the spam rate crosses a threshold. We do not read, send or delete email, and Postmaster Tools does not expose message content, subjects or recipient addresses.
The Google refresh token is encrypted (AES-256-GCM) before it is stored, with a key held as a secret outside the database, and the encryption is bound to the one sender health account it belongs to. We store the Google account identifier and email that granted access, the scopes Google returned, and the daily statistics listed above. Everything is stored with Cloudflare, our host.
MailArrive'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.
We set one cookie to keep you signed in. It is required for the site to work, it is not used for advertising, and it is not shared with anyone. Google Analytics sets its own cookies to recognize a returning browser; a content blocker or Global Privacy Control stops those, and nothing on the site breaks. Some pages also use your browser's own storage to remember a draft or a random per-visit identifier used for anonymous product analytics; that never leaves your browser except as described above.
We keep this list short on purpose. Each of these is a service we depend on to run MailArrive.
| Service | What it does | Where |
|---|---|---|
| Cloudflare | Hosting, database, storage, and DNS lookups. All service data lives here. | Global |
| Anthropic (Claude) | AI analysis. Content you submit for analysis, and website content we read to detect your brand, is sent here to be processed. Used to generate your result, not to train models. | United States |
| Stripe | Payment processing and subscriptions. Card details go directly to Stripe. | United States |
| Resend | Sending our outbound email, such as alerts and account mail. | United States |
| Three separate things. Optional sign-in with Google, only if you choose it. Google Postmaster Tools, only if a sender health account owner connects it (see Google user data). And Google Analytics on our pages, which tells Google which page you viewed, roughly where in the world you are, and how you arrived. We have turned off the setting that would join that to Google's cross site advertising profiles, and we strip everything but campaign tags out of the address before it is sent, so tokens in a link never reach them. Turn on Global Privacy Control and none of it runs. | United States | |
| Soro | Where we write the articles on our blog. We fetch the posts from them on our own servers and serve you the finished page, so your browser never contacts them and they receive nothing about you. | United States |
| WhatsApp (Meta) | Only if you choose to message us on WhatsApp. Meta operates that service and can see that you contacted us and what you sent. Every other way of reaching us avoids them entirely. | United States |
| Spamhaus, RIPE, ARIN | Reputation and network lookups for domains and IP addresses you ask us to check. | Global |
Depending on where you live you may have additional rights over your data. Ask us and we will honor them rather than argue about which law applies.
MailArrive is a business tool and is not intended for anyone under 16. We do not knowingly collect their data.
We update this page when the product changes, not on a schedule. If a change materially affects how we handle your data, we will say so on this page and, where it matters, by email. The date at the top always reflects the current version.
Questions, requests, or complaints: privacy@mailarrive.com. A real person answers.