Recipient Guard — Privacy Policy

Last updated: 15 July 2026

Recipient Guard is a Microsoft Outlook add-in that warns you at send time when a recipient looks like it may have been chosen incorrectly (for example, picked from AutoComplete). It is provided by RecipientGuard Ltd, registered in England and Wales (company number 17168880). This policy explains what the add-in accesses and how that information is handled.

The short version

• There is no Recipient Guard server. The add-in has no backend of its own. It does not send your data to us or to any third party.
• All recipient analysis runs locally, inside Outlook, on your device.
• The only data the add-in stores is a small list of your frequent contacts and your chosen exceptions, kept inside your own Microsoft 365 mailbox.

What the add-in accesses

• Recipients of the message you are composing (To, Cc, Bcc) and their email addresses and display names — read at send time to check for a likely wrong recipient.
• Your Microsoft 365 profile (Microsoft Graph User.Read) — to determine your own email address and organisation domain, so internal recipients aren't flagged as external.
• Your frequently-contacted people (Microsoft Graph People.Read) — the display names and email addresses of people you email often, used to recognise when a recipient differs from the address you normally use for that person. This is requested only when you turn on Smart detection, and Microsoft asks for your consent first.

What is stored, and where

• A compact list of your frequent contacts (name + email) is cached in Office roaming settings, which are stored within your own Microsoft 365 mailbox by Microsoft. It never leaves your Microsoft 365 environment.
• Addresses you mark as "Don't warn about this address" (your whitelist) are stored the same way.
• The add-in keeps no logs and performs no analytics or tracking.

What is not done

• Message bodies and attachments are never read.
• No recipient data, contact data, or message content is transmitted to the developer or any third party.
• Your information is never sold, shared, or used for advertising.

Data controlled by Microsoft

The add-in runs inside Microsoft Outlook and uses Microsoft Graph and Office storage. Microsoft's handling of that data is governed by the Microsoft Privacy Statement. You can review or revoke the permissions you granted at myapps.microsoft.com.

Retention and removal

The cached contact list and whitelist remain in your mailbox's roaming settings until you remove the add-in or clear its settings. Removing the add-in stops all access; revoking consent at myapps.microsoft.com ends the Graph permissions.

Contact

Questions about this policy: support@recipientguard.co.uk.