Your information, in plain English.

InRegister is a private system that design studios use to run their jobs, from the first client email to handover. This page explains what it keeps, why, who helps us run it, and exactly what it does when a studio connects a Gmail mailbox.

Who we are

InRegister is run by the team behind InRegister. For anything on this page, email mick.coulter@me.com.

Each studio using InRegister decides what goes into it and who can see it. For the client and job information a studio keeps in InRegister, that studio is in charge of it (the controller) and we look after it on their behalf (the processor). For the accounts people sign in with, we are in charge.

What InRegister keeps

• Your account: your name, email address, the studio you belong to and your seat (for example director, freelancer or client), and a photo if you add one.
• The studio’s work: clients, jobs, briefs, run sheets, files, comments and the emails filed on jobs.
• Time and money records, which only the seats allowed to see them can see. Freelancers and clients never see quotes, rates or margins.
• Records that keep the system safe and fair: when links are opened, what the AI was asked to do and what it cost, and changes to important records.

We don’t sell any of it, we don’t use it for advertising, and we don’t share it except with the services below that help run InRegister.

When a studio connects Gmail

A studio admin can connect a Gmail mailbox so that client emails land on the right job by themselves. Only the person who owns the mailbox can connect it, and they can disconnect it at any time from InRegister or from their Google account. Disconnecting withdraws InRegister’s access at Google straight away.

• What it asks for. One Google permission, to read the mailbox, change labels and add drafts (gmail.modify).
• Drafts. Only when someone presses “Put a draft in my Gmail”, it adds that one email to their drafts, for them to read and send themselves.
• What it reads. The list of changes in the mailbox and the headers of new emails (who sent it, the subject and which conversation it belongs to), to tell whether an email belongs to a job. It reads and keeps the full email and its attachments only when it does: a reply in a conversation already on a job, an email with a job number, an email labelled “Start job”, or, if the studio switches it on, an email from one of its known clients.
• What it changes. It adds two labels to the mailbox, “Start job” and “Job started”, and swaps one for the other when a job starts. Nothing else.
• What it never does. It never sends, deletes, moves or archives email, and never reads drafts, spam, the bin or chat. Emails that don’t belong to a job are not stored.
• How it’s kept safe. The key Google gives us for the mailbox is encrypted before it is stored, and nobody signed in to InRegister can read it.

InRegister’s use and transfer of information received from Google APIs to any other app will adhere to the Google API Services User Data Policy, including the Limited Use requirements. In particular, Gmail information is used only to file the studio’s emails on its jobs. It is never used for advertising, never sold, and never used to train AI models. People don’t read it except the studio’s own team, or us when the studio asks us to help, when it’s needed for security, or when the law requires it.

Invite and demo links

If you open the demo, from the website or from a personal link we send you, we note when it’s opened, whether on a phone or computer, your rough town and country (from your network, never exact), the site you came from, and which demo pages you look at. It helps us see what interests people. We use no cookies for this, and you can ask us to delete it at any time.

Visiting our website

When you visit our homepage, pricing, security, videos, terms, privacy or trial pages, we count the visit: which pages and parts of a page you reach, which buttons and links you press, which voice-overs and videos you play and how far, how long you stay, the site that sent you, whether you’re on a phone or computer, and your rough town and country (from your network, never exact). It shows us which parts of the website help people and which don’t.

We use no cookies for this and store nothing on your device. Your network address is never kept: it’s mixed with a code that changes every day, and the old code is deleted, so we can follow one visit through a day but never link it to another day or to you. The exception is a personal link we sent you: if you came through one, we can see that it was your link. If your browser asks websites not to track you (Global Privacy Control or Do Not Track), we don’t count your visit at all. We keep these records for 13 months, and you can ask us to delete them at any time.

AI

InRegister uses AI to draft briefs from client emails, check files and answer questions. The text it needs is sent to our AI provider, Anthropic (Claude), for that task only. Under Anthropic’s business terms, what we send isn’t used to train their models, and it is kept only for a limited time for safety checks. A person signs off anything the AI drafts before it is used.

AI tools you connect yourself

A studio can let its people connect their own AI tool, such as Claude or ChatGPT, to InRegister. Nothing is connected unless that person presses Allow, and the studio’s director decides which seats may do it (the studio team only, unless they choose otherwise). Once connected, the AI tool can read what that person can see in InRegister, nothing more, and it can’t change, send or delete anything.

What it reads goes to the company behind that AI tool (Anthropic for Claude, OpenAI for ChatGPT), under the person’s or the studio’s own account with them and their terms, not ours. We keep a note of each connection and what it asked to look at, never the answers, so the studio can see it. Anyone can disconnect their own at any time, a director can disconnect anyone’s, and signing out of InRegister everywhere disconnects them too.

Who helps us run InRegister

• Supabase: the database and sign-in, in London.
• Cloudflare: stores the files, in Western Europe.
• Vercel: hosts the website, in London.
• Fly.io: runs our own virus checker, in London.
• Backblaze: keeps the nightly copy of everything, with a different company from the rest.
• Anthropic: AI, as above.
• Postmark: sends and receives email for InRegister (sign-in links, reminders and the studio’s forwarding address).
• Google: the Gmail connection, when a studio switches it on.
• Xero: the studio’s own accounts, only if a studio connects it. It gets the clients, invoices and credit notes the studio sends it, and tells us which are paid.
• Intuit (QuickBooks): the studio’s own accounts, only if a studio connects it instead of Xero. It gets the clients, invoices and credit notes the studio sends it, and tells us which are paid.
• Telegram: alerts on your phone, only if you link it yourself. It gets the alert’s words and a link, never files, and you can stop it any time.
• Stripe: card payments for InRegister plans. We never see or store card numbers.

Some of these companies are based in the United States. Where information leaves the UK, it is protected by the safeguards UK law requires.

How long it’s kept

A studio’s information is kept while the studio uses InRegister, following the retention settings that studio chooses. When a studio leaves, it can take a copy of everything, and we then delete it. Removed files are deleted from storage straight away.

Your rights

You can ask to see the information held about you, to correct it, or to have it deleted. Email mick.coulter@me.com. If the information is part of a studio’s work, we’ll pass your request to that studio and help them answer it. If you’re unhappy with how we handle your information, you can complain to the Information Commissioner’s Office (ico.org.uk).

Last updated 30 October 2026. Terms · Security · Sign in to InRegister