What gets sent
Last updated: June 2, 2026
Why this page exists
The MyHandler desktop app has a "Cloud features" toggle in Settings. We're often asked what that toggle actually controls — and, just as importantly, what it doesn't. This page is the straight answer.
If you're a Business-tier admin doing a security review, this is the page to send to your reviewer. If you're an individual who just wants to know whether your email content is being read by AI somewhere, the table further down covers it directly.
The three places your data can be
- Your device. The desktop app runs locally and keeps a local SQLite database (encrypted at rest) of channel messages, captured screen text, and meeting transcripts. Local-only features never touch the network.
- MyHandler servers. When you connect a channel (Gmail, Slack, calendar, etc.), inbound messages flow through our backend, which relays them to your devices and — when you ask — drafts replies. Classification and your personal memory are built on your device, not on our servers. Message content is stored AES-256-GCM encrypted, then deleted from our servers once your desktop confirms it has synced.
- Groq (our AI subprocessor). When AI inference runs — classification, drafting, the assistant — the prompt is sent to Groq, which runs the model and returns the result. Groq operates under Zero Data Retention (ZDR): no prompt or response is stored on their side.
What the desktop "Cloud features" toggle controls
The toggle in Settings → General governs only what this desktop initiates. Specifically:
- When on: chat, the assistant panel, and proactive desktop nudges (meeting prep, overdue promises, cooled-off contacts, déjà vu) may call our cloud.
- When on, background passes too: the activity timeline and fact extraction may send short excerpts of your captured screen text, meeting transcripts, and indexed documents to our cloud — only what's needed, never retained by Groq.
- When off: those features either run on the local model on your machine or stay quiet. The desktop makes no AI calls.
What it does not control: when you've connected channels to MyHandler, the server still receives and relays inbound messages — and drafts replies when you request them — as part of the Service you signed up for. That processing is governed by your subscription and our Privacy Policy, not by this toggle. Turning the toggle off does not stop server-side processing of channels you've already connected. If you want server-side processing to stop, disconnect the channel or pause your account.
Per-feature data flow
| Feature | Stays on your device | Reaches MyHandler servers | Reaches Groq (AI) |
|---|---|---|---|
| Local screen capture — Cloud AI off | Captured text, embeddings, search index | Nothing | Nothing |
| Local screen capture — Cloud AI on | Captured text, embeddings, search index | Distilled activity excerpts (transient) | Distilled activity excerpts (no retention) |
| Local search / history | All queries and results — searching never calls the cloud | Nothing | Nothing |
| Local files / documents — Cloud AI off | Indexed document text, embeddings | Nothing | Nothing |
| Local files / documents — Cloud AI on | Indexed document text, embeddings | Document excerpts for fact extraction (transient) | Document excerpts (no retention) |
| Meeting transcription — Cloud AI off | Audio, transcript | Nothing | Nothing |
| Meeting transcription — Cloud AI on | Audio (never leaves), transcript | Transcript excerpts for fact extraction (transient) | Transcript excerpts (no retention) |
| Chat — Local mode | Prompt, context, response | Nothing | Nothing |
| Chat — Cloud mode | Local context assembly | Prompt + context, response (transient) | Prompt + context, response (no retention) |
| Assistant panel | Foreground window snapshot | Snapshot text + your account context | Snapshot text + context (no retention) |
| Inbound channel messages | Local mirror (encrypted) | Message content (encrypted at rest, deleted after desktop sync) | Content + context when you draft a reply, or when your desktop classifies with Cloud AI on (no retention) |
| Calendar / contacts | Local mirror | Event metadata, contact graph | Only when feeding a prompt (no retention) |
Retention by destination
- Your device: kept until you delete it from the app or uninstall.
- MyHandler servers: inbound message content is deleted shortly after your desktop confirms it has synced (typically within ~15 minutes); other account data is kept while your account is active and deleted within 30 days of account closure. Encrypted at rest with AES-256-GCM. See the Privacy Policy for the full schedule.
- Groq: Zero Data Retention — prompts and responses are processed ephemerally and not stored.
What we never send anywhere
- Plaintext passwords
- Credit card numbers (Stripe handles payments directly)
- Captured screen content from apps or fields the privacy filter flags as sensitive (login pages, password fields, banking sites)
- Browsing or activity outside the apps and channels you've explicitly connected
Subprocessors
The AI provider (Groq) is a subprocessor under our terms. Other subprocessors are listed in the Privacy Policy. Business-tier customers can request a current subprocessor list and DPA addendum at privacy@myhandler.ai.
Questions
If something here doesn't match what you're seeing in the app — or you want a more specific answer for a security review — write to privacy@myhandler.ai.