Privacy Policy

Effective date: 1 September 2026  ·  Last updated: 1 September 2026

This Privacy Policy describes how Mail Merge for Outlook ("the Add-in", "we", "us") collects, uses, and protects information when you install and use the add-in through Microsoft Outlook or Microsoft 365.

1. Who We Are

Mail Merge for Outlook is developed and operated independently. For privacy enquiries please use the contact details at the bottom of this page.

2. What Data the Add-in Processes

The add-in processes the following categories of data to deliver its core functionality:

• Email addresses and recipient data — CSV files you import contain the names, email addresses, and any merge-field values you choose to include. This data is held in your browser's memory only during your session and is never transmitted to our servers.
• Email body and subject — The message content you compose in the add-in. This is transmitted directly from your machine to Microsoft's Graph API to send email on your behalf. We do not see or store your email content.
• Microsoft 365 tenant ID — When the add-in checks your subscription status it sends your organisation's Microsoft 365 tenant ID (a random identifier assigned by Microsoft) to our licensing API. This ID does not contain any personal information; it identifies only your organisation's Microsoft 365 tenant.
• User object ID (optional) — An anonymised identifier from your Microsoft 365 account, used for per-seat licensing analytics. Not used to identify you personally.
• Add-in settings and state — Your preferences (e.g. saved templates, rate-limit settings, opt-out lists) are stored in your browser's localStorage, which is local to your device and under your control. We cannot access this storage.

3. Data We Do Not Collect

• We do not store, log, or transmit the contents of your emails.
• We do not store your recipients' email addresses or CSV data.
• We do not read your Outlook inbox, contacts, or calendar.
• We do not use cookies or third-party tracking scripts.
• We do not sell, share, or rent any data to third parties.

4. Microsoft Graph API

The add-in uses Microsoft's Graph API (permission scope Mail.Send) solely to send email on your behalf when you click "Run merge". We request only the minimum permissions required. You can revoke this permission at any time from your Microsoft 365 account's app consent page (myapplications.microsoft.com).

5. Licensing API

To verify your subscription plan, the add-in contacts our licensing API hosted on Cloudflare's global edge network. The only data sent is your organisation's Microsoft 365 tenant ID and (optionally) the anonymised user object ID. The API returns your plan tier and feature entitlements. This call is made once per 24-hour period; results are cached locally after that.

Cloudflare may retain server-side access logs (IP address, timestamp, HTTP status) for up to 30 days in accordance with Cloudflare's own Privacy Policy.

6. Data Retention

Because we do not store your personal data on our own servers, there is no data to delete or export. The only server-side record we keep is the license record associated with your tenant ID (plan, expiry date, and an optional contact email you provide at purchase). You may request deletion of this record at any time by contacting us.

7. Data Security

All API communication uses HTTPS with TLS 1.2 or higher. Our licensing API runs on Cloudflare Workers, which enforces Cloudflare's enterprise-grade security infrastructure. Your CSV data and email content never leave your browser.

8. Children's Privacy

The add-in is not directed at children under 13. We do not knowingly collect personal information from children.

9. Changes to This Policy

We may update this policy from time to time. When we do, we will update the "Last updated" date above. Continued use of the add-in after an update constitutes acceptance of the revised policy.

10. Your Rights

Depending on your jurisdiction you may have rights to access, correct, or delete personal data we hold about you. As described above, we hold only a minimal license record (tenant ID, plan, expiry) which you may request to view or delete by contacting us.