Privacy policy

Last updated: 18 October 2026. This is a translation; if the two versions differ, the German version prevails.

1. Controller

Manuel Graf, GRAFWERK, Rheinstrasse 58, 8212 Neuhausen am Rheinfall, Switzerland, sortwerk@gmail.com. This policy follows the Swiss Federal Act on Data Protection (FADP) and, where applicable, the EU General Data Protection Regulation (GDPR).

2. What SortWerk does

SortWerk sorts the emails in your Gmail account into labels you define. To do so, you connect SortWerk to your account once through Google sign-in. All changes are made directly in Gmail; SortWerk keeps no copy of your inbox. The «Mailbox» view in the dashboard loads the sender, subject, date and snippet of your emails live from Gmail for display only and does not store them.

3. Data we process

• Account: name, email address and the Google ID of your account from Google sign-in. If you connect further Gmail addresses, this applies to each address; we also store which main account an address belongs to. Each address has its own access credentials, settings and logs; whoever is signed in to the dashboard sees and manages all addresses of the account.
• Gmail access credentials: the access and refresh tokens issued by Google. They are stored encrypted and never appear in logs.
• Your settings: target folders with descriptions, confidence thresholds, exclusion list, list of spam senders (addresses or domains you enter yourself, whose emails you mark as spam in Gmail, or that SortWerk takes over once from your Gmail spam folder), operating mode and, if you provide it, your own Jev key (encrypted).
• Sorting log: for each processed email its technical ID (Gmail message ID), the chosen label, the confidence of the decision and the labels set or removed. This is needed so you can review runs and undo them. We do not store the subject or content of your emails, and senders only on your own lists (exclusion list, spam senders, sender rules).
• Subscription: for paid subscriptions, your customer and subscription number at Stripe, the chosen plan, its status and term. Card and payment details are stored by Stripe only.
• Usage: number of sorted emails and tokens used per month (billing and quota).
• Server logs: technical error messages without email content and without access credentials. The server processes your IP address when you visit for technical reasons but does not store it in access logs.

Contact form: When you write to us using the form on the home page, we store your name, email address, topic, message and time, plus an irreversible hash of your IP address (only to protect against mass sending). The message reaches us as an email in our own mailbox sortwerk@gmail.com at Google. We use these details only to reply to you and delete them after 12 months at the latest.

4. Gmail access and sharing with Jev

SortWerk uses the gmail.modify permission to read emails and to read, create, change and apply labels. SortWerk does not delete emails and does not send emails. Emails that Jev recognises as spam with the confidence you have set are moved by SortWerk to the Gmail spam folder; Gmail itself empties this folder after 30 days. Spam detection can be switched off in the settings.

If you mark an email as spam in Gmail yourself, SortWerk notices this during the next ongoing sorting run in Gmail's change history, reads the sender of that email and adds it to your list of spam senders; «Not spam» in Gmail removes it again. SortWerk moves emails from these senders to the spam folder without using Jev. Only the address and a technical position in the Gmail history are stored. You can view and change the list in the settings.

To sort an email, SortWerk reads its sender, subject and the short text snippet provided by Gmail (at most about 200 characters) and sends them, together with your folder names and descriptions, to the Jev model of TypeSafe AI (USA). Jev only returns the assignment and a probability. With the «Minimal» setting only the sender and subject are sent. Emails from senders or with labels on your exclusion list are neither read nor transmitted.

«Detailed» mode: only if you switch on this mode in the settings and explicitly confirm it does SortWerk also read the text of the email (never the attachments) and send its beginning, at most 1,500 characters, to Jev instead of the short snippet. Beforehand, SortWerk removes quoted earlier messages, the signature, links, email addresses, telephone, account and card numbers as well as codes and passwords, as far as they are recognisable as such. Other content of the text is transmitted, including sensitive personal data such as health information if the email contains it. The legal basis is your consent. SortWerk does not store the email text; only the time of your consent is stored. If you switch the mode off, that time is deleted and the short snippet applies again.

Before any data is sent to Jev for the first time, SortWerk shows you what is transmitted and obtains your explicit consent; without it nothing goes to Jev. In its privacy policy, Typesafe AI, Inc. states that it does not use inputs to train or fine-tune AI models and keeps data for as long as its service requires (as of 16 October 2026). Grafwerk has not concluded a data processing agreement with TypeSafe. TypeSafe therefore processes the information under its own responsibility and terms, and Grafwerk cannot itself guarantee how TypeSafe handles it. If you do not want this, choose «Minimal» (sender and subject only) or do not use sorting. For the transfer to the USA see section 7.

Sorting by Jev is not an automated individual decision within the meaning of Art. 21 FADP or Art. 22 GDPR: it only decides in which label an email appears, has no legal effect and can be changed or undone at any time.

5. Compliance with Google policies

SortWerk's use and transfer of information received from Google APIs to any other app will adhere to the Google API Services User Data Policy, including the Limited Use requirements, and to the Google Workspace API User Data and Developer Policy. Gmail data is used exclusively for the sorting you request, not for advertising, is not sold, and is not used by SortWerk to develop, train or improve generalized AI or ML models. No human reads your emails unless you explicitly agree to it for a specific support case or it is necessary for security or legal reasons.

6. Legal bases

Where the GDPR applies, we process your data on the following legal bases:

• Contract (Art. 6(1)(b) GDPR): account, Gmail access, settings, sorting, log and subscription, i.e. everything needed to provide SortWerk as agreed.
• Consent (Art. 6(1)(a) and, for sensitive data in email texts, Art. 9(2)(a) GDPR): sharing with Jev, «Detailed» mode and the statistics of the home page with Google Analytics (section 11).
• Legitimate interest (Art. 6(1)(f) GDPR): technical error logs and security of the service.
• Legal obligation (Art. 6(1)(c) GDPR): retention of invoices and accounting records.

Under Swiss law (FADP), we process personal data in line with the principles of lawfulness, proportionality and purpose limitation, and only for the purposes described here.

7. Transfers abroad

SortWerk itself runs on servers in Germany (EU). For individual services, data goes to the USA:

• Google LLC (sign-in, Gmail interface and, only with your consent, statistics of the home page) and Stripe and Link (payment) are certified under the Data Privacy Framework or use the European Commission's standard contractual clauses, which the Swiss FDPIC also recognises.
• TypeSafe AI (Jev): there is no adequacy decision and no other safeguard for this transfer. It is based on your explicit consent and is necessary for the service you request (Art. 17(1)(a) and (b) FADP, Art. 49(1)(a) and (b) GDPR). There is a risk that authorities in the USA access the data and that you have fewer rights there than in Switzerland or the EU. With «Minimal» you transmit only the sender and subject.

8. Hosting, processors and other recipients

• Hosting: Hetzner Online GmbH, data centre in Falkenstein, Germany (EU).
• Google LLC: sign-in and Gmail interface.
• Google Ireland Limited (Dublin) and Google LLC (USA): Google Analytics 4 for the statistics of the home page, only with your consent (section 11).
• Typesafe AI, Inc. (USA): recipient of the information for sorting with the Jev model, under its own responsibility (see sections 4 and 7). With your own Jev key (BYOK), the contractual relationship is directly between you and TypeSafe.
• Link, LLC and the Stripe group (including Stripe Technology Europe Ltd., Dublin): sale and payment of paid subscriptions («Managed Payments»). Link is the seller and processes name, email address, billing address and payment details under its own responsibility, also in the USA, based on standard contractual clauses. You enter your card or payment details directly with Link; SortWerk never receives them. Details: link.com/privacy and stripe.com/privacy.

9. Retention and deletion

Your data is kept for as long as your account exists. Cached sorting results are deleted after 90 days, logs of completed runs after 180 days. Database backups are deleted after at most 30 days; data of a deleted account therefore disappears from the backups no later than 30 days afterwards. Link or Stripe and Grafwerk keep invoices and payment records for the statutory periods (10 years in Switzerland). When you delete your account in the settings, SortWerk revokes its access to Gmail at Google and immediately deletes all data stored for your account, and for the main account also that of all connected addresses. A single additional address can be removed in the same way; its usage in the current month stays with the main account for quota billing. On request, SortWerk also removes the labels it created. You can also revoke access at any time in your Google account under «Security → Third-party apps».

10. Security

The connection is encrypted throughout (HTTPS). Access tokens and keys are stored encrypted with AES-256. Sign-in to the dashboard is only possible through Google.

11. Cookies

SortWerk only sets technically necessary cookies: a session cookie after sign-in, a short-lived security cookie during sign-in and, if you switch the language yourself, a cookie that remembers it. There are no advertising cookies.

Statistics on the home page. Only if you choose «Allow» in the notice on the home page does Google Analytics 4 (Google Ireland Limited, Dublin, and Google LLC, USA) measure how the home page is used: pages and sections viewed, clicks, time spent, where visitors come from (such as a search engine), approximate location (country and city), device and browser. For this, Google sets the cookies «_ga» and «_ga_H2NHTJLMT5» (lifetime up to 2 years) and also processes the data in the USA (section 7). Google Analytics 4 does not store IP addresses. We only use the figures to improve the home page; Google signals and advertising features are switched off, and Google deletes the data after 2 months. There are no statistics in the dashboard or in the legal texts. Your browser stores your choice locally; you can change or withdraw it at any time via «Statistics settings» at the bottom of the home page. More from Google: policies.google.com/privacy.

In the dashboard, your browser also remembers the sender and subject of the emails you have viewed in the log (local storage, at most 20,000 emails) so that the list appears immediately the next time you open it. This information stays on your device, is not sent to SortWerk and is deleted when you sign out.

12. Your rights

You have the right to access, rectify and delete your data and to receive it in a common format and, where the GDPR applies, to restrict processing and to object. You can withdraw consent at any time with effect for the future: you switch off «Detailed» in the settings and the statistics via «Statistics settings» at the bottom of the home page; sharing with Jev ends when you switch off ongoing sorting or delete your account. For anything else, contact the address above; we usually reply within 30 days. SortWerk is not aimed at children under 16. You can also lodge a complaint with the Swiss Federal Data Protection and Information Commissioner (FDPIC) or a competent supervisory authority in the EU.