Mailbind for lawyers and small practices

What a practice inbox looks like

A firm address that clients and opposing counsel write to, a personal one for the partner, sometimes an address per practice area, and a stream of notifications from courts, portals and registries. Correspondence on one matter arrives at more than one of them, and six months later it has to be found as a whole.

The mail is also sensitive in a way most business mail is not: it contains identities, financial details and privileged discussion, and an accidental reply from the wrong address can expose which matters a firm is handling.

Where your mail actually is

Mailbind is a client, not a mailbox. Your mail stays with your provider; Mailbind connects over IMAP and keeps a synchronised copy on servers in the European Union so that the list, the search and the sharing work. Disconnect a mailbox and that copy is deleted within thirty days, with backups following within a further thirty. The original is untouched throughout.

Mailbox credentials are encrypted with AES-256-GCM before storage, never logged and never returned to a browser. Mailbind only accesses a mailbox for the features you use; nobody reads your mail unless you expressly ask for help with a problem, or the law requires it. The sub-processor list — who processes what, and where — is published in the privacy policy, and the data processing agreement is published in full under GDPR article 28.

What this page cannot do is tell you whether that arrangement satisfies your professional secrecy obligations or your bar's rules on cloud services. Read the DPA and the privacy policy, and take your own advice. We would rather lose the sale than claim a compliance we cannot demonstrate.

Separation, and the AI question

• AI can be switched off for the whole account, or for a single mailbox — which is the setting for a matter whose correspondence must not leave your provider.
• With AI on, only the message you open or the draft you are writing is sent, for as long as it takes to produce the result; no archive is uploaded and no model is trained on your mail.
• Email content is treated as data and never as instructions, so a message that tries to instruct the model is summarised rather than obeyed.
• Two-step verification is available to everyone and required for administrators; passkeys are supported and are stronger.
• A workspace audit log is kept for three months, covering mailbox connections, role changes and exports.

Finding a matter six months later

Search runs across every connected mailbox at once, which is the difference between finding a thread and remembering which address it arrived at. Smart folders are built from conditions rather than from folders somebody has to maintain: a client’s address, an attachment, an unanswered flag. Snooze handles the deadline that is three weeks away, and a thread comes back on the day rather than living in a reminder somewhere else.

For a firm where more than one person handles the general address, the Team plan shares it properly: assignment so two people do not answer the same letter, internal notes that never reach the recipient, and replies from the firm’s address with the firm’s signature rather than from whoever typed them.

Common questions

Keep reading

• Who it is for
• For accountants
• Security at Mailbind
• Data processing agreement
• Privacy policy
• AI email assistant