This article explains what Hearsay can and cannot access during an email collection and how to limit what gets collected.
How the email search works
Hearsay sends the search parameters for the request (participants, keywords, date range) to the email provider. The query runs on the provider’s own servers and returns only the matching results. Hearsay never downloads, scans, or sees emails that do not match the search criteria. Confidential emails that match no criteria are never accessed by or transmitted to Hearsay.
What gets collected in each mode
Manual Search & Share (your client drives it):
Find Specific Emails: your client searches by name, email address, subject, or keyword, previews each result, and imports only the emails they select.
Import Emails in Bulk: filters by sender or recipient (from, to, cc, bcc), by keyword in the subject or body, by folder, and by date range.
Pre-defined Search & Share (you set the terms up front): you enter contact names, email addresses, and keywords when creating the request, and matching threads are collected automatically, without your client searching or selecting.
Excluding specific content
In Find Specific Emails, your client controls the import item by item, so anything they do not want stays out. In a bulk or pre-defined collection, the criteria define the set and everything matching is collected. There is no way to carve out exceptions inside the criteria. For example, you cannot collect everything from one sender except messages containing a certain keyword.