Effective date: 2026-05-11 Last updated: 2026-05-11 Contact: mailtone.app@pm.me
MailTone ("we", "the app") is an email client developed by QSparks. This policy explains what data the app accesses, where it is stored, and what it is - and is not - used for.
MailTone is an email client currently focused on Outlook.com, Hotmail, Live, and Microsoft 365 mailboxes through Microsoft Graph. MailTone does not host your mailbox. Your email stays with Microsoft and is fetched by the app directly from Microsoft Graph after you sign in.
MailTone can also help you receive instant notifications for mail from other providers by forwarding those messages into your Outlook or Hotmail mailbox. In that setup, MailTone does not need credentials for the original forwarded account. It only sees the forwarded message after it has arrived in the Outlook mailbox you connected.
When you add an Outlook, Hotmail, Live, or Microsoft 365 account, MailTone uses Microsoft OAuth. The app receives Microsoft access and refresh tokens so it can read, sync, and send mail on your behalf.
By default, in MailTone's "True privacy" push mode, Microsoft mail tokens are stored on your device and are not stored on the MailTone push server. If you explicitly choose a richer server-managed push mode, the push server may need limited token access to maintain Microsoft Graph subscriptions and prepare the notification payload described in section 3.2.
You can revoke MailTone's Microsoft access at any time from your Microsoft account security settings.
MailTone reads email directly from Microsoft Graph. Message headers, body text, attachments, read state, folders, and local search/cache data may be stored on your device so the app can work quickly and offline.
You can forward mail from any other email account into your Outlook or Hotmail mailbox and let MailTone notify you instantly when those forwarded messages arrive.
For forwarded accounts:
MailTone lets you assign custom notification sounds to accounts, forwarded accounts, and filter rules. You can also upload your own sound files.
If you grant Contacts permission, MailTone reads your device contacts for email-address autocomplete in compose and search flows. Contacts are read on-device and are not uploaded to MailTone servers.
You can revoke this permission at any time in your device settings.
If you grant Calendar permission, MailTone may read calendar-related email invitations and help you handle RSVP flows. Calendar data is processed on-device and is not uploaded to MailTone servers.
You can revoke this permission at any time in your device settings.
To deliver notifications, MailTone registers your device push token with the MailTone push server. This token is scoped to MailTone on your device and is used only to route push notifications through Apple Push Notification Service and, where applicable, Firebase Cloud Messaging.
The push server may store the minimum routing configuration needed for notifications, such as your account identifier, push token, platform, selected privacy mode, Graph subscription identifiers, folder opt-in state, rule configuration, and sound/channel identifiers.
MailTone operates a self-hosted push relay server so notifications can arrive quickly even when the app is not open. The relay is designed to minimize what passes through the server.
True privacy is the default and recommended push mode.
In this mode:
Microsoft Graph may include an opaque message/resource identifier in a webhook. MailTone treats that as routing data: it can be passed to your device so the app can fetch the message directly from Microsoft Graph, but it is not used by the server to read the message and is not stored in push history.
MailTone also offers optional privacy modes for users who want more server-prepared notification detail:
These modes are optional and can be changed in Settings. If you choose a richer mode, the server processes only the selected fields needed for that mode and does not store email body content or attachments.
The push server keeps a small in-memory operational history so we can diagnose "notification did not arrive" reports.
Operational application logs are retained for a limited period and are intended for service reliability, crash diagnosis, and delivery debugging. Logs are designed to avoid email body content and attachments.
MailTone keeps recent diagnostic logs on your device to help debug sync, notification, and UI issues. These logs are not sent automatically.
If you tap "Send bug report", the app prepares an email to our support address with selected diagnostic logs. You can review the email before sending it. Bug reports are designed not to collect message bodies, passwords, or tokens.
MailTone does not collect:
We do not sell your personal data.
MailTone communicates with:
These services are governed by their own privacy policies. MailTone does not sell, rent, or transfer your email data to advertising partners.
No internet-connected service can be guaranteed to be perfectly secure, but the MailTone architecture is designed to avoid server-side mailbox storage and to minimize the data needed for notifications.
You can:
The MailTone push server is operated as a single self-hosted relay. It is used for routing notifications and operational diagnostics, not for hosting your mailbox.
MailTone is not intended for children under 13. We do not knowingly collect personal data from children. If you believe a child has provided data to MailTone, contact us and we will take appropriate action.
If we materially change this policy, we will update the "Last updated" date and make the updated policy available in the app or on the MailTone website.
Questions, requests, or complaints: