Code13 Inc.

MailGuard Privacy Policy

Last updated October 9, 2026

Outlook

A scan in Outlook sends a Microsoft message identifier, the sender’s email address and display name, the sender’s domain, the mailbox address, the Reply-To address when present, and SPF, DKIM, and DMARC results when Outlook provides them. That scan does not send the email body, subject, links, attachment names, attachment contents, or raw headers.

Uploaded files

Online correlation. The Online Scanner reads an uploaded .eml or .msg file, including the subject, sender, authentication results, links, and attachment names. The raw file is not stored in the scanner record. MailGuard keeps a short encrypted record for 7 days with the time, evidence quality, and counts of links and attachments. That record also stores whether a subject was present, plus hashes of the submitter and sender domain. It does not store the subject text or the raw addresses, and it does not contain the email body. This record is separate from sender memory and from the check@ mailbox.

Forwarded mail

A message forwarded to check@guardhq.io stays in that mailbox until it is deleted. That mailbox copy is not the 7-day scanner record and it is not sender memory. MailGuard keeps the assessment it sends back. That assessment does not include the original email.

Report a concern

If you report a concern, your organization can keep the subject, sender, reason, and related identifiers until an administrator deletes that report. Those reports are not on the 7-day scanner clock.

Continued learning

Every completed check automatically updates MailGuard's sender and domain memory before the result is returned. The next check of that sender can add trust points and raise the score. The thresholds are 5 observations for a familiar sender, 20 for trusted, and 100 for highly trusted. A familiar or trusted sender adds more points than a sender seen once.

That memory stores the sender email address, domain, mailbox identifier, authentication pass and fail counts, seen count, last decision, and trust level. It does not store the email body, subject, links, or attachments. It can identify the sender. In Outlook, sender memory stays with that mailbox. Domain memory is shared with every mailbox in the same organization. Public Online Scanner checks share one sender memory and one domain memory across all public checks.

MailGuard also stores the sender, domain, Reply-To, and recipient as knowledge-graph facts, and it stores sender baselines used to notice a new domain, recipient, Reply-To, or authentication change. Those records are informational. They do not add the trust points described above.

Deleting one assessment does not remove the sender or domain memory, the knowledge-graph facts, or the baseline. Those trust observations have no automatic expiry. A 90-day deletion job exists in the product and is turned off. It is not deleting these records. A report-a-concern record is separate from the 7-day scanner record and from these trust observations. It is not on that 90-day clock, and it can also add that sender to the organization's knowledge. Organization trust lists, customer accounts, audit records, and backups are not deleted by that job.

This is persistent sender and domain reputation inside MailGuard. It is not a separate model.

Microsoft account connection

When you choose to sign in with Microsoft, MailGuard uses your identity information to create and secure your MailGuard account. MailGuard does not request Microsoft Graph mail, calendar, contacts, or file permissions during account activation.

Contact

For privacy questions or requests, contact privacy@code13.ca.

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