EmailWriterAI

Privacy Policy

Last updated: 11/09/2026

1. Who we are

EmailWriterAI.co.uk (“we”, “us”) is a free AI email writing tool for UK professionals. We are the data controller for the limited data described in this policy. You can reach us at any time at tnga86892@gmail.com.

2. What data we collect

  • Email prompts you type in. The purpose, recipient, tone, name and company details you enter are sent to our AI providers solely to generate your email. They are never stored on our servers and never used to train models.
  • IP address. Used only to enforce the free usage limit (3 emails per day) and to protect the service from abuse. Stored as an anonymous counter with a 24-hour expiry.
  • Usage statistics. If you accept analytics cookies, Google Analytics 4 collects anonymised usage data (pages visited, button clicks). This is off by default until you consent.

3. Why we process this data

  • Generating your email — performed at your request (your action of clicking “Generate” is the legal basis).
  • Preventing abuse — rate limiting by IP address is in our legitimate interest to keep the free service available and affordable.
  • Improving the service — anonymised analytics, only with your explicit consent.

4. Who we share data with (third-party processors)

  • Trae (TRAE) — primary AI provider that generates email text from your prompt.
  • OpenAI (GPT-4o-mini) — fallback AI provider, used only if the primary provider is unavailable. Training on API data is disabled.
  • Vercel, Inc. — hosting and edge computing platform; processes requests and stores the 24-hour IP rate-limit counter (Vercel KV).
  • Google LLC (Google Analytics 4) — anonymised usage analytics, loaded only after you accept analytics cookies.
  • CookieYes / Osano — if enabled, manages your cookie consent preferences.

5. How long we keep data

  • Email prompts and generated content: not retained — processed in memory and discarded.
  • IP rate-limit counters: 24 hours, then automatically deleted.
  • Security logs (IP, timestamp, endpoint only — never email content): up to 7 days.
  • Analytics data: per Google Analytics default retention settings.

6. Your rights under UK GDPR

You have the right to access, rectify, erase, restrict or object to processing of your personal data, and the right to data portability. Because we do not store your email content or maintain accounts, most requests are satisfied by design — there is simply nothing held about you beyond a short-lived anonymous counter. To exercise any right, email tnga86892@gmail.com. You also have the right to complain to the Information Commissioner's Office (ICO) at ico.org.uk.

7. Cookies

We use a small number of strictly necessary cookies and, with your consent, analytics cookies. Full details are in our Cookie Policy.

8. Security

All traffic is encrypted in transit (HTTPS/TLS 1.2+). API keys are held only in server-side environment variables and are never exposed to the browser.

9. Children

This service is a business tool and is not directed at anyone under 16. We do not knowingly collect data from children.

10. Changes to this policy

If we change how we handle data, we will update this page and revise the “last updated” date above.