timetoreply gives your team insight into email performance while keeping your data secure and private. This article explains what we read, how we use it, and how it’s protected.
What we read
Section titled “What we read”By default, timetoreply only reads email metadata:
- Timestamps
- Who sent and received each email
- Subject lines
This is enough for all core reporting, without reading what your emails say.
If you turn on Smart features (opt-in), timetoreply also reads the email body. Smart features only work on new emails processed after you turn them on. Older emails aren’t read. They give deeper insights, such as:
- Sentiment
- Urgency
- Intent
- Whether a reply is needed
Only the plain text needed is processed. Attachments are never read.
All access is read-only. timetoreply never changes your emails or acts on your behalf.
Where it’s processed
Section titled “Where it’s processed”All data is processed in AWS London (eu-west-2). This includes timetoreply’s own systems and AI analysis through Amazon Bedrock. Your data doesn’t leave this region for processing.
We only use the data we need (data minimisation), and process it without keeping it wherever we can.
AI and your data
Section titled “AI and your data”- Your data is not used to train AI models.
- Amazon Bedrock doesn’t store or reuse your data for training.
- Improvements come from our own changes to the system, not from training on customer data.
AI results can occasionally be wrong. If one is, users can correct it, and the change shows straight away.
Storing and deleting data
Section titled “Storing and deleting data”When Smart features are on, email body text and the insights from it are stored, encrypted, so the features work. You can permanently delete this data at any time:
- Click your name in the bottom-left corner and select Settings.
- Go to Advanced Settings.
- Under Smart data management, click Delete stored Smart data.
- Click Yes, delete Smart data. When Smart features are on, the dialog title is Disable Smart Features & Delete Data. When they are already paused, it is Delete All Smart Data.
Smart features are paused. Deletion is scheduled, and the stored Smart data is removed after it runs.
Turning Smart features off without deleting pauses them, and keeps the stored data until you delete it.
After deletion, we only keep small, non-sensitive numbers (such as AI usage) to monitor the system.
Security
Section titled “Security”| Protection | How |
|---|---|
| Encryption in transit | TLS 1.2 or higher |
| Encryption at rest | AES-256, through AWS KMS |
| Access control | Role-based access control (RBAC) |
| Infrastructure | Least-privilege access (IAM), isolated networks (VPC), and logging |
Who can see your data
Section titled “Who can see your data”Email content can appear in reports and logs, so manage your users’ roles with care. See Managing users.
You can also control this in Settings → Advanced Settings, under Smart Features:
- Enable Smart Features turns Smart features on or off for the whole account.
- Privacy Mode hides email bodies and Smart summaries on screen. All other Smart metrics and features still work.
- Manage Mailboxes chooses which mailboxes have their email bodies read. You can also change this for one mailbox on the Mailboxes page: click the ⋮ menu on its row and select Disable Email Body Ingestion.
Sensitive information
Section titled “Sensitive information”timetoreply doesn’t remove personal information (PII) from emails. Instead, it keeps insights accurate and data safe with strong encryption, secure systems, data minimisation and controlled access.
Compliance
Section titled “Compliance”- Aligned with GDPR, with full data deletion.
- Independently audited under SOC 2.
- Monitored for compliance all the time.
If AI features are unavailable
Section titled “If AI features are unavailable”Core reporting uses metadata only, so it doesn’t depend on AI features. If AI features are ever unavailable, your reports and the rest of timetoreply keep working.