Sortroom

Privacy policy

Sortroom connects a property professional's inbox, deals, contacts, meetings and next steps. This policy explains what we hold and why, in plain English.

Who we are

Sortroom is operated by M22 Consultancy Ltd, a company registered in England and Wales (number 17355711) whose registered office is at 6 Liddell Place, London NW6 2ET. M22 Consultancy Ltd is responsible for the personal data described in this policy. Until 7 October 2026 Sortroom was operated by Aivoy Ltd; the data held for existing accounts has not moved or changed, only the company responsible for it.

What we collect

• Account details: your name, email address and a hashed password.
• Mailbox data: when you connect a mailbox we read message headers, bodies and attachments from the folders you authorise, using permissions you grant through Microsoft or Google: reading mail, and sending the messages you approve. We store the text, the AI's reading of it (summary, extracted property details, urgency), and attachments such as brochures.
• Contacts: names, companies, roles and phone numbers of people who email you, taken from their signatures and brochures.
• Meetings: notes you write, recordings you choose to upload, transcripts, summaries, participants and linked properties. Recording starts only when you choose; obtain the agreement of everyone taking part. Recordings awaiting upload may remain on your device so you can retry safely.
• Ask conversations: your questions, answers and conversation history, with source references used to provide follow-up context.
• Your decisions: which deals you mark interested or pass, which replies you send, corrections you make. These improve the reading for your workspace only.
• Usage and diagnostics: standard server logs (IP address, request path, timing) kept for 30 days for security, and usage records needed to operate workspace features. The iPhone app sends an installation identifier to Expo when checking for compatible app updates. This is not an advertising identifier.

How we use it

Solely to provide the service to you: reading your inbox, building deal cards, tracking who owes a reply, drafting replies and introductions you choose to send, and preparing meeting notes and transcripts, and answering questions about your workspace. Email content is processed by AI providers (Anthropic and OpenAI) under contracts that prohibit training on your data. Meeting audio is sent to Speechmatics for transcription; notes and transcripts are processed by our AI providers to prepare summaries and next steps. Once a transcript is saved, the service requests deletion of the Speechmatics job and retries if that request fails. Expo provides compatible updates for the iPhone app. We do not sell data, share it with advertisers, or use it to train models.

Maps and imagery

Property addresses are sent to Google Maps Platform to locate properties and retrieve maps or Street View imagery. Embedded Google maps may also receive device and network information directly. See Google’s Privacy Policy.

Sending

Sortroom sends email on your behalf only when you press Send on a message you have read. Sent messages are saved to your own mailbox's Sent Items. Sortroom never deletes, moves or marks your mail.

Where it lives

Your workspace is stored in its own database on infrastructure operated by Railway. OAuth tokens are encrypted at rest. Access is limited to your workspace's members.

Your rights

You can export or delete everything at any time. Delete account in Settings (or in the iPhone app under Account) removes your account, sessions and every workspace you are the only member of, including all stored mail and files, immediately and irreversibly. Disconnecting a mailbox stops reading and deletes its stored tokens. For any request under UK GDPR, email matt@m22.group.

Retention

Mail, deal, meeting and saved conversation data are kept while your workspace exists, unless you delete them earlier using the available controls. Deleted workspaces are purged from backups within 30 days.

Children

Sortroom is a business tool for adults and is not directed at children under 16.

Changes

We will note material changes here and in the app before they take effect.

Terms · Support