Privacy policy
Last updated 24 October 2026
Who we are
Icon Mail is made by Long Island Studios Ltd (“we”, “us”), registered in England and Wales, company number 05967443, at 63 Croxdale Road, Borehamwood, Hertfordshire, WD6 4QE. We are the data controller for the little personal information that reaches us. Contact us about privacy at info@jayreynolds.co.uk.
Your email stays between you and your mail provider
When you add an email account, Icon Mail connects directly from your device to your own mail provider (for example Google, Microsoft, Apple or your own domain’s host). Your messages are downloaded to your device, sorted and read there, and stay on your provider’s servers as they always have. They never pass through any server of ours.
- Sorting your mail into icons, finding dates, prices, bookings, bills and renewals, spotting likely scams, and summarising emails all happen on your device. Where Icon Mail uses artificial intelligence, it is Apple’s on-device model (Apple Intelligence), which runs on your device.
- Reading text in photos and PDFs uses Apple’s on-device text recognition.
- Translating an email uses Apple’s on-device translation. Apple downloads the languages once, the first time.
- Speaking an email instead of typing turns your words into text on your device.
Signing in with Google or Microsoft
If you add a Gmail or Outlook account, you sign in on Google’s or Microsoft’s own page. They give Icon Mail a key (a token) that lets your device read and send your mail; we never see your password. The key is kept in your device’s keychain and is used only by your device to connect to your mailbox.
Icon Mail asks Google for access to your Gmail so it can show, sort and send your email in the app. That access is used only to provide those features to you, on your device. Icon Mail’s use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements. We don’t transfer your Gmail data to anyone, we don’t use it for advertising, we don’t use it to train any artificial intelligence model, and no person at Long Island Studios reads it.
What is kept on your device
| What | Where, and how it’s protected |
|---|---|
| Mail passwords and Google or Microsoft keys | Your device’s keychain, never synced or backed up by Icon Mail. |
| Your icons, settings, dates, documents and photos you add, and email you’ve downloaded | Icon Mail’s own storage on your device, protected by your device’s encryption. |
| Passport and licence numbers you choose to add | Your device’s keychain, on that device only, available only while it’s unlocked. |
| Each icon’s name and next date, for your device’s search (Spotlight) | Apple’s search index on your device. Locked icons and health and family papers are never added. |
Deleting the app removes all of it.
Keeping your devices in step (sync)
If you turn on sync, Icon Mail keeps your iPhone and Mac in step by leaving encrypted notes in a folder called “Icon Mail” in your own mailbox. Each note is sealed (ChaCha20-Poly1305) with a key that only your devices hold; we don’t have it, and neither does your mail provider. Your provider can see that the folder exists and the notes’ dates and sizes, but not what’s in them. The key travels between your devices through iCloud Keychain (end-to-end encrypted by Apple), or, when you add a device without iCloud Keychain, through a one-time pairing code shown on your screen. Sync is off until you turn it on, and you can delete the folder at any time.
What leaves your device, and why
Apart from your own mail provider, Icon Mail contacts these services, only for the reason given:
| Who | What’s sent, and when |
|---|---|
| Icon Mail’s server, which asks the DVSA (UK Driver and Vehicle Standards Agency) | A UK car’s registration, to look up its MOT history and due date, only for a car you’ve added and agreed to check, at most once a week or when you tap Check again. Our server passes the registration to the DVSA and returns the answer; it doesn’t store the registration or link it to you. Like any web server, it keeps a standard log of connections (your device’s internet address and the time, not the registration) for up to 14 days, to keep the service secure. |
| DVLA (UK Driver and Vehicle Licensing Agency) | A vehicle registration, for its road tax and MOT dates, only if you’ve entered your own DVLA key in Settings. |
| Companies House | A company’s name or number, for its filing dates, when you set up a company. This is public information. |
| postcodes.io | A property’s postcode, to find its council, only when you tap “Find its council”. |
| GOV.UK | Nothing about you: the list of UK bank holidays is downloaded about once a month. |
| rdap.org | A web domain you’ve asked Icon Mail to watch, for its renewal date. |
| Your email provider’s setup service, Mozilla’s mail-settings list and the internet’s DNS | When you add an account: your email domain (and, to your own domain’s host, your address) to find your mail settings automatically. |
| Websites of companies you get mail from | An ordinary page request, with no cookies and nothing about you, to find each company’s sign-in page. You can turn this off in Settings. |
| Senders of pictures in emails | Pictures in an email are only downloaded when you tap Show images. Senders can then tell the email was opened. |
| Websites you open from an email | Only the link you tap, with tracking codes taken off first. |
| Apple | If you choose: reminders and calendar events you add, to the calendars you’ve set up; subscriptions are handled by the App Store (see below). |
Permissions Icon Mail asks for
Each is asked for only when you use the feature, and you can say no or change your mind in your device’s Settings:
- Contacts: to show names beside the people who email you. Icon Mail reads your contacts on your device; it doesn’t change or send them.
- Reminders and calendar: to add the dates and tasks you choose.
- Notifications: to remind you before something’s due. These are set up on your device.
- Microphone and speech recognition: to speak an email instead of typing it.
- Face ID: to reset the code on locked icons if you forget it.
Icon Mail never asks for access to your photo library. When you add a photo, Apple’s picker hands over only the picture you choose.
Subscriptions and payments
Subscriptions are bought and managed through Apple’s App Store. Apple handles the payment; we never see your card or bank details. The App Store tells the app whether your subscription is active.
What we don’t do
- No advertising, and no advertising or analytics software in the app.
- No tracking across apps or websites.
- No selling or sharing of your information.
- No account with us, and no copy of your email on our servers.
If you’ve chosen to share crash reports with app developers in your device’s settings, Apple may pass us anonymous crash reports. They don’t contain your email.
Children
Icon Mail is meant for adults managing their own and their household’s affairs. It isn’t directed at children under 13.
Your rights
Under UK data protection law you can ask what personal information we hold about you, and ask us to correct or delete it. Because your email and everything Icon Mail works out from it stay on your device and with your mail provider, we normally hold nothing about you beyond the short server logs described above. Write to info@jayreynolds.co.uk and we’ll reply within a month. If you’re unhappy with how we’ve handled your information, you can complain to the Information Commissioner’s Office at ico.org.uk.
Changes
If what Icon Mail does with your information changes, we’ll update this page and the date at the top, and tell you in the app before anything new leaves your device.