MailWizard
MailWizard connects to Gmail or Outlook and keeps only urgent or important messages in your inbox. Everything else is bundled into scheduled AI summaries you can read or listen to, processed on EU-based infrastructure.
What is MailWizard?
MailWizard is an AI inbox assistant that plugs into an existing Gmail or Outlook account and changes what reaches you rather than where you read it. The principle is stated plainly: urgent and important messages stay in the inbox, and everything else is bundled into a summary. The homepage demonstration shows an inbox of 47 messages reduced to two, with 45 emails grouped and summarised behind them.
Three parts make up the product. Smart workflows are filters described in ordinary language, such as emails from my boss or urgent client messages, which MailWizard turns into rules. Those workflows then act on the mailbox itself: a newsletter workflow can skip the inbox, apply a label, move messages to a folder or archive them, and the actions are executed in Gmail or Outlook rather than in a separate interface. A custom rule engine sits underneath for finer control.
Email digests handle whatever the filters set aside. Each message gets its own AI summary and the digest opens with a count of what arrived, the site's example reading twelve client emails, two urgent, three updates, seven follow-ups. Cadence is set per workflow: project updates twice a day, marketing and tools every two days, or a single morning brief. Digests can also be played as audio, pitched for commutes and dog walks.
The third argument is where the data goes. European data sovereignty is presented as a core feature: hosting sits with Hetzner Online GmbH in Germany, the domain itself resolves to a Hetzner address in Nuremberg, and personal data is described as anonymised on EU servers before processing. The privacy policy names the Google Gemini API as the engine that classifies and routes messages. Encryption is AES-256 in transit and at rest, with multi-factor authentication.
The scope is deliberately narrow. Only Gmail and Outlook are supported, the interface exists in English and German, there is no mobile app and no public API, and the certifications the site mentions, SOC 2 Type II and ISO 27001, are goals tied to future growth rather than credentials already held.
What it does
- Keep only urgent and important messages in the inbox and bundle everything else into a summary
- Write an AI summary of each filtered email, with a headline count of what came in
- Build filtering workflows from a plain-English description of what matters to you
- Act inside Gmail and Outlook: skip the inbox, add labels, move to folders, auto-archive
- Deliver digests on a schedule you choose, set separately for each workflow
- Play the summaries as audio for hands-free catch-up
- Refine the whole system with a custom rule engine
When to use MailWizard / When not to
A quick filter to help you decide if MailWizard is the right fit.
When to use MailWizard
- Professionals living in Gmail or Outlook who face fifty or more messages every morning
- Managers buried in CC and FYI threads who want a single daily pass over their inbox
- Client-facing marketing and sales roles where one urgent request must not sink under newsletters
- Freelancers and founders who triage their own inbox with no assistant to do it for them
- European teams who want email processing and storage kept on EU infrastructure
When not to use MailWizard
- Anyone whose mail is not on Gmail or Outlook: no IMAP, Apple Mail or Proton support is advertised
- People who want a phone app, since MailWizard is web-only with no App Store or Google Play listing
- Developers wanting to build on top of it, as there is no public API and no developer documentation
- Very high-volume inboxes, capped by the published plans at 750 or 3,000 processed emails a month
- Buyers who need a signed DPA or a SOC 2 or ISO 27001 certificate today, as neither is available
How to use MailWizard
A typical end-to-end flow, from setup to results.
- Open app.mailwizard.ai and sign in with Google or Microsoft
- Link the mailbox: the site allows about sixty seconds to connect Gmail or Outlook
- Grant the permissions requested, which run on Google's restricted Gmail scopes
- Work through the onboarding: profile, email connection, then a first workflow
- Describe what matters in plain language, such as client emails or payment alerts
- Pick the action for that workflow: skip the inbox, add labels, move to a folder or auto-archive
- Preview which messages the workflow would catch before switching it on
- Set the digest rhythm per workflow, from a morning brief at eight to a Friday roundup
- Read the digest or play it as audio, and check the inbox once instead of all day
- Refine with the custom rule engine during the 14-day trial, which needs no card and can be cancelled at any time
Pros & Cons
Pros
- Works inside the mailbox you already use, with no migration and no new client to learn
- Filters are written in ordinary language instead of trained by dragging messages around
- Hosting and processing are announced as EU-only, with Hetzner in Germany named explicitly
- Audio digests make catching up possible away from a screen
- AES-256 encryption in transit and at rest, plus multi-factor authentication
- A 14-day trial with no credit card, backed by a 15-day withdrawal right and money-back guarantee
- The privacy policy names every processor and the country it operates from
Cons
- Pricing was not visible on the site on 10 August 2026: the plans section returned a loading error
- Gmail and Outlook only, with no other mail provider supported
- No mobile app and no public API for building on top of it
- Monthly caps of 750 processed emails on Starter and 3,000 on Pro, for one and two mailboxes
- SOC 2 Type II and ISO 27001 are stated as future goals, not as certifications held today
- The site calls itself a European company, yet the only entity and address published are Mailshake, LLC in Austin, Texas
- Message content is sent to the Google Gemini API in the United States despite the European AI partners wording
Pricing & Plans
There is no permanent free plan. Access begins with a 14-day free trial that requires no credit card, after which the lowest published paid tier is Starter at EUR 9.00 per month, with Pro at EUR 19.00 per month. Payments are handled by Paddle and subscriptions renew automatically. These amounts were read from an archived copy of the site dated 6 June 2026: the live pricing section failed to load on 10 August 2026, so the figures should be confirmed before any purchase.
- unlimited workflows
- email actions (archive
- label
- move)
- summaries
- up to 750 emails processed per month (about 25 a day)
- 1 email account
- unlimited workflows
- email actions
- summaries
- up to 3
- 000 emails processed per month (about 100 a day)
- 2 email accounts
- audio summaries
- No enterprise tier and no annual pricing are published
- both amounts come from an archived copy of the site dated 6 June 2026
Data, GDPR & hosting
A consolidated view of how MailWizard handles your data.
GDPR overview
MailWizard claims GDPR compliance explicitly. Its published security roadmap marks GDPR compliance and EU infrastructure as implemented, with EU-only data processing and storage, and the homepage states that the entire infrastructure operates inside the EU. The privacy policy, published through iubenda and last updated on 22 May 2026, sets out the legal bases relied on (consent, contract, legal obligation, public interest, legitimate interest) and the full set of data-subject rights: withdrawal of consent, objection, access, rectification, restriction, erasure, portability and complaint to a supervisory authority, answered within one month. Pre-filled mailto links point to hello@mailwizard.ai. Separate sections cover Switzerland, Brazil and US state laws. Three gaps remain: no Article 27 EU representative is designated, no data protection officer is named, and no data processing agreement is mentioned anywhere on the site.
Who owns the data?
Mailshake, LLC, at 1920 E. Riverside Dr. Suite A120-116 in Austin, Texas, is named as owner and data controller. The terms keep all product content, software, algorithms and procedures with the publisher and grant users only a revocable, non-exclusive licence with no access to source code. Your mailbox stays yours: MailWizard acts inside Gmail or Outlook. Access uses Google's restricted Gmail scopes, limited to providing or improving user-facing features and never advertising, and humans may not read message data except with your explicit agreement, for security or legal reasons, or when it is aggregated and anonymised. Named processors include Hetzner in Germany, plus Google, Paddle, Sentry, PostHog and ProfitWell in the United States.
Reuse rights
Users receive a licence to use the service, not rights over it. The terms forbid copying, downloading, sharing beyond the stated limits, modifying, translating, transforming, publishing, transmitting, selling, sublicensing, editing or transferring MailWizard content, and forbid creating derivative works from it. Source code, algorithms and procedures remain the publisher's property. Your own correspondence is the exception: the messages MailWizard labels, moves or archives are your Gmail or Outlook data, and GDPR portability lets you ask hello@mailwizard.ai for a structured, commonly used, machine-readable copy of the personal data held about you. Nothing published on the site grants any right to reuse the tool's interface or its summaries commercially.
Data retention & training
Hosting summary
MailWizard states that its entire infrastructure operates within the EU and that data stays in Europe. The named host is Hetzner Online GmbH, with Germany given as the place of processing, and a lookup on 10 August 2026 resolved mailwizard.ai to 88.198.145.37, a Hetzner address in Nuremberg. Personal data is described as anonymised on EU servers before processing, so that AI partners see only anonymised patterns. Encryption is AES-256 in transit and at rest, with multi-factor authentication and access controls. The picture is more mixed once the processor list is read. The privacy policy names several US-based recipients: Google LLC for Gmail access, the Gemini API and OAuth, Paddle.com Inc for payments, Functional Software (Sentry) for monitoring, PostHog for analytics and 200 OK LLC (ProfitWell) for failed payments. iubenda srl operates from Italy. The policy also warns that transfers may move user data to a country other than the user's own, without naming a transfer mechanism such as standard contractual clauses. Hosting is genuinely German, but message content and account data do reach the United States.
Things to keep in mind
Risks and trade-offs to weigh before adopting MailWizard.
- MailWizard is granted full access to the mailbox, which the privacy policy lists among the data processed: that is a very wide permission to hand to any tool
- Relying on automatic triage means an important message misfiled by the AI may not surface until the next digest, a risk the site's own FAQ raises
- Reading a summary instead of the message can lead you to decide whether to reply without ever seeing the sender's actual words, and delegating that judgement erodes the habit of making it yourself
- Message content leaves for the Google Gemini API in the United States, despite the European AI partners wording on the homepage
- Payment, monitoring and analytics processors are US-based: Paddle, Sentry, PostHog and ProfitWell
- Retention is described only as lasting as long as the purpose requires, with no figure published for any category of data
- The publisher is young, with the domain registered in 2023 and first archived in 2024, and holds no security certification, so service continuity is not guaranteed
Setup & Integrations
Technical difficulty
Very low. Nothing is installed: no software, no browser extension, no server settings. You sign in at app.mailwizard.ai with Google or Microsoft, authorise the mailbox, which the site allows about sixty seconds for, then follow a short onboarding that ends with a first workflow. Filters are written in ordinary language, so there is no rule syntax to learn. The site claims setup in five minutes and results in ten. The only prerequisites are a Gmail or Outlook account and willingness to grant the permissions requested.
Deployment
Integrations
Supported languages
Behind MailWizard
Resources
All the official URLs gathered for verification and reference.
Alternatives
Tools that compete with or complement MailWizard.
Frequently asked questions
Which email providers does MailWizard work with?
If only important emails stay in my inbox, could I lose the rest?
How long does setup take?
How many emails can MailWizard process each month?
Where is my data hosted?
Is my email content used to train AI models?
Is there a free plan?
Is MailWizard SOC 2 or ISO 27001 certified?
Which languages does the interface support?
Who do I contact?
Should you pick MailWizard?
MailWizard makes a narrow promise and keeps it in view: fewer messages competing for attention in the inbox, and a scheduled summary for everything else. The mechanics are well judged. Filters are described in plain language rather than trained by dragging messages around, the actions run inside Gmail or Outlook instead of a parallel interface, and the audio digest is a genuinely useful idea for anyone whose commute is dead time.
The security story is the strongest part of the pitch and the most carefully argued. Hosting with Hetzner in Germany is named rather than implied, the domain resolves to Nuremberg, encryption and access controls are described, and the privacy policy lists every processor with its country. That is more transparency than most tools this size offer.
It is also where the contradictions sit. The site presents itself as a European company with European AI partners, yet the only legal entity and postal address published anywhere on it are Mailshake, LLC in Austin, Texas, and the privacy policy names the Google Gemini API, run by Google LLC in the United States, as the engine that classifies messages. Neither statement is false alone; together they need explaining.
Two practical reservations follow. Pricing was simply unavailable on 10 August 2026, the plans section returning an error, so the figures quoted here come from an archived copy of the site from June. And the certifications named on the homepage, SOC 2 Type II and ISO 27001, are roadmap items conditioned on future growth rather than credentials the company holds.
For an individual on Gmail or Outlook drowning in newsletters and CC threads, the trial costs nothing but time. For a buyer with a procurement checklist, several answers are still missing.
- Choosing a selection results in a full page refresh.
- Opens in a new window.