Privacy Policy
Last updated: May 18, 2026
This Privacy Policy explains how Mailwarm Inc. collects, uses, stores, shares, and protects information when you use mailX, available through themailX.com.
mailX is a brand operated by Mailwarm Inc., a Delaware corporation located at:
Mailwarm Inc.
251 Little Falls Drive
Wilmington, New Castle County
Delaware 19808
United States
For privacy questions, contact us at:
1. Scope of this Privacy Policy
This Privacy Policy applies to:
- themailX.com;
- mailX free tools;
- mailX deliverability diagnostics;
- mailX reports;
- mailX API access;
- mailX MCP server access;
- mailX documentation;
- mailX apps, connectors, and integrations;
- contact forms;
- support requests;
- business and product communications.
This Privacy Policy does not apply to third-party websites, platforms, tools, or services that we do not control.
Mailwarm.com and MailAdept.com may have their own terms, privacy policies, or service agreements.
2. Information we collect
We may collect the following categories of information.
Information you provide directly
This may include:
- name;
- email address;
- company name;
- job title;
- message content;
- support requests;
- business inquiries;
- demo or contact requests;
- domains or email-related information submitted through our tools;
- information you choose to include in prompts, API calls, MCP requests, contact forms, or support messages.
Technical and diagnostic information
When you use mailX tools, we may process technical information such as:
- domain names;
- DNS records;
- MX records;
- SPF records;
- DKIM records;
- DMARC records;
- BIMI records;
- blacklist or reputation signals;
- email authentication results;
- deliverability diagnostic results;
- public domain configuration data;
- IP addresses;
- timestamps;
- request metadata;
- API or MCP usage metadata;
- error logs;
- browser and device information.
Website and analytics information
We may collect website usage data such as:
- pages visited;
- referral source;
- session information;
- browser type;
- device type;
- approximate location;
- interaction events;
- performance metrics.
We may use cookies or similar technologies to operate the website, understand usage, improve performance, measure traffic, and enhance the user experience.
3. Use with ChatGPT, Claude, MCP, and AI assistants
mailX may be used through ChatGPT, Claude, MCP-compatible clients, AI assistants, automation tools, apps, connectors, or other third-party interfaces.
If you connect mailX to ChatGPT, Claude, or another AI assistant through MCP, API, an app, or a connector, that assistant or client may send requests to mailX on your behalf.
Depending on your request, we may process:
- the domain you ask mailX to analyze;
- the deliverability diagnostic request;
- relevant DNS and email authentication records;
- public technical data related to the requested domain;
- diagnostic results generated by mailX;
- request metadata;
- timestamps, logs, IP addresses, and usage events;
- account or authentication information where applicable.
mailX does not need access to your full ChatGPT conversations, Claude conversations, raw chat transcripts, assistant memory, uploaded files, unrelated prompts, private documents, or unrelated user data to provide deliverability diagnostics.
mailX is designed to process only the information needed to perform the requested diagnostic check, operate the service, prevent abuse, debug errors, and improve reliability.
mailX is not affiliated with, sponsored by, or endorsed by OpenAI, Anthropic, or any other AI platform provider unless expressly stated in writing by that provider.
4. Data minimization
mailX is designed to collect and process only the data needed to provide email deliverability diagnostics and related services.
We do not intentionally collect:
- full ChatGPT conversations;
- full Claude conversations;
- raw chat transcripts;
- assistant memory;
- conversation summaries;
- unrelated prompts;
- unrelated uploaded files;
- private documents that are not required for the requested diagnostic check;
- unnecessary personal data;
- passwords;
- API keys;
- private keys;
- OAuth tokens;
- MFA or OTP codes;
- payment card information;
- government identifiers;
- protected health information.
If you include unnecessary personal data or sensitive information in a request, we may process it only as part of operating the requested service, securing the system, debugging errors, or responding to your request.
Please do not submit information that is not needed for the requested diagnostic check.
5. How we use information
We use information to:
- provide mailX tools and diagnostics;
- generate deliverability reports;
- operate API and MCP access;
- support apps, connectors, and integrations;
- respond to user requests;
- provide support;
- improve accuracy and reliability;
- debug errors;
- monitor performance;
- prevent abuse, spam, fraud, and security risks;
- enforce rate limits and access controls;
- improve our website, products, documentation, and user experience;
- communicate about product updates, support, legal, or business matters;
- comply with legal obligations;
- protect the rights, safety, and security of Mailwarm Inc., users, platform providers, and third parties.
6. Legal bases for processing
Where applicable, we process personal data based on one or more of the following legal bases:
- performance of a contract or requested service;
- legitimate interests, such as operating, securing, improving, and protecting mailX;
- consent, where required;
- compliance with legal obligations;
- protection of rights, safety, and security.
7. How we share information
We do not sell personal information.
We may share information with trusted service providers and partners who help us operate, secure, analyze, support, or improve mailX.
These may include:
- hosting and infrastructure providers;
- cloud service providers;
- analytics providers;
- monitoring and security providers;
- customer support and communication tools;
- email and notification providers;
- authentication providers, if applicable;
- professional advisors, such as legal, tax, or accounting providers;
- authorities, courts, regulators, platform providers, or third parties when required by law or necessary to protect rights, safety, security, or enforce our Terms.
We only share information when needed for the purposes described in this Privacy Policy.
8. Third-party services
mailX may use or interact with third-party services to provide diagnostics or operate the product.
These may include DNS infrastructure, blacklist data sources, hosting providers, analytics tools, security tools, communication tools, AI assistant platforms, MCP-compatible clients, and other technical systems.
Third-party services may process data according to their own terms and privacy policies.
We are not responsible for the privacy or security practices of third-party services that we do not control.
9. Public DNS and domain data
Some mailX diagnostics rely on public DNS records and public technical information about domains.
Public DNS and domain configuration data may be accessed, analyzed, cached, logged, or displayed as part of providing diagnostic results.
You should not use mailX to analyze domains, systems, or infrastructure unless you are authorized to do so.
10. Data retention
We keep information only as long as reasonably necessary for the purposes described in this Privacy Policy.
Retention periods may depend on:
- the type of information;
- the reason it was collected;
- legal or regulatory obligations;
- security needs;
- fraud and abuse prevention;
- debugging and service reliability;
- business records and support history.
Technical logs, diagnostic data, and usage records may be retained for security, debugging, analytics, abuse prevention, rate limiting, and service improvement.
When data is no longer needed, we delete it, anonymize it, or aggregate it where appropriate.
11. International data transfers
Mailwarm Inc. is based in the United States.
If you access mailX from outside the United States, your information may be processed in the United States or other countries where our service providers operate.
Where required by applicable law, we use appropriate safeguards for international transfers of personal data.
12. Security
We use reasonable technical and organizational measures to protect information against unauthorized access, loss, misuse, alteration, or disclosure.
These measures may include access controls, monitoring, encryption in transit, logging, service restrictions, and security review processes.
However, no online service can be guaranteed to be completely secure.
You are responsible for using mailX safely and protecting your own systems, domains, credentials, API tokens, MCP configuration, email infrastructure, and account access.
13. User controls and privacy rights
Depending on your location, you may have rights regarding your personal data, including the right to:
- access your personal data;
- correct inaccurate personal data;
- request deletion of personal data;
- object to certain processing;
- restrict processing;
- request portability;
- withdraw consent where processing is based on consent;
- opt out of marketing communications;
- opt out of certain data sharing where required by law.
To exercise your rights, contact us at:
We may need to verify your identity before responding.
14. European, UK, and Swiss users
If you are located in the European Economic Area, the United Kingdom, or Switzerland, you may have additional rights under applicable data protection laws.
Mailwarm Inc. acts as the controller for personal data processed through mailX unless otherwise stated in a separate agreement.
You may have the right to lodge a complaint with your local data protection authority.
15. California privacy rights
If you are a California resident, you may have specific rights under California privacy laws, including the right to know, access, correct, delete, and opt out of certain uses of personal information.
We do not sell personal information.
To submit a California privacy request, contact:
We will not discriminate against you for exercising your privacy rights.
16. Marketing communications
If you subscribe, contact us, request information, book a call, or interact with our services, we may send you relevant product, service, or business communications.
You can unsubscribe from marketing emails by using the unsubscribe link or contacting us.
We may still send important service, legal, security, or transactional communications when necessary.
17. Children's privacy
mailX is not intended for children under 13 years old.
We do not knowingly collect personal information from children.
If you believe a child has provided personal information to us, contact us and we will take appropriate steps.
18. App, connector, and MCP documentation
For information about using mailX through MCP, apps, connectors, or compatible AI assistants, please refer to:
- mailX MCP endpoint:
/mcp - mailX MCP documentation:
/docs/mcp
These pages explain how the mailX MCP server works, what it is intended for, and how to connect it to compatible clients.
19. Third-party links
mailX may link to third-party websites, platforms, tools, or services.
We are not responsible for the privacy practices, security, or content of third-party services.
Please review their terms and privacy policies before using them.
20. Changes to this Privacy Policy
We may update this Privacy Policy from time to time.
When we make changes, we will update the "Last updated" date.
Continued use of mailX after changes means you acknowledge the updated policy.
21. Contact
For questions about this Privacy Policy or your personal data, contact:
For security reports, vulnerabilities, or abuse concerns, contact the same address with the subject line:
Security Report