1. Who we are
MailManagers is a Belgian email-signature service, operated by Matixs.com BV. The Outlook add-in "MailManagers — Auto Signature" is maintained by the same team and is designed to automatically insert your self-created email signature in Microsoft Outlook (desktop, web, and mobile).
2. What data the add-in collects
- M365 access token (SSO): when you open the add-in, the task pane requests an access token from Microsoft 365 via
Office.context.auth.getAccessTokenAsync(). This token is sent to our server to look up your email address via Microsoft Graph (/me) — solely to match it against your existing MailManagers account. The token is not retained after validation. - MailManagers session token: upon successful match, you receive a MailManagers session token. It is stored in
Office.context.roamingSettings(synchronized by Microsoft 365 across your devices) so you do not have to sign in again on every compose action. - Signature list + active signature HTML: retrieved from
/api/extension/meand rendered within the same session-authenticated request. No local cache outside the Outlook runtime.
3. What data the add-in does NOT collect
- The content of your emails (before, during, or after sending)
- The names or email addresses of the recipients you email
- Browsing history, other emails, or calendar items
- Analytics, advertising pixels, or third-party trackers
- Telemetry or usage statistics
4. Where your data is stored
- In your Microsoft 365 account (
roamingSettings) — removable by uninstalling the add-in from Outlook. - On the MailManagers servers in Germany (Hetzner), where you already store data to use the service. Subject to the general MailManagers privacy policy.
5. Permissions the add-in requests
ReadWriteMailbox(Office Add-in scope): required to insert your MailManagers signature in place of Outlook's default signature on new emails, replies, and forwards viaOffice.context.mailbox.item.body.setSignatureAsync(). The add-in does not read the content of your emails — it only adds the signature.profile,openid,email,User.Read(Microsoft Graph): used only to retrieve your email address during the one-time SSO match. No access to calendar, contacts, OneDrive, or any other Microsoft 365 files.
6. How long we retain data
Session token in roamingSettings: 30 days, after which it automatically expires and you will need to sign in again via SSO.
Server-side data (your signatures, account, etc.): as described in our general privacy policy — subject to the GDPR and Belgian law.
7. Your rights
You have the right of access, rectification, erasure, and data portability for all data we hold about you. Please email mail@mailmanagers.be to exercise these rights.
8. Contact
Questions about this policy or about the add-in? Email mail@mailmanagers.be or visit mailmanagers.be.
Version 1.0 — published May 25, 2026.