Privacy Policy

1. Scope

This Policy applies to MailProud websites, accounts, support, and services that link to it. It does not govern your domain registrar, DNS provider, Lite destination-inbox provider, or another third-party service you choose independently. Those providers publish their own privacy notices.

For website visits, account administration, billing, and our direct communications with you, MailProud determines why and how personal information is used. When we process email content and related data to provide a business customer’s service, we generally do so on that customer’s behalf and according to its instructions.

If a MailProud business customer provides or processes personal information about its employees, contractors, customers, correspondents, or other people, that customer is responsible for providing any required notice, obtaining any required permission, and having a lawful basis for the processing.

2. Information we collect

Information you provide

• Account and contact information: such as your name, business name, email address, authentication details, and communication preferences.
• Early-access information: such as your verified email address, business name, plan and billing interest, signup source, account and reservation status, and marketing communication preferences or opt-out status.
• Service configuration: such as domains, branded addresses, destination-inbox identifiers, mailbox settings, DNS details, forwarding choices, and authorizations needed to configure or maintain the service.
• Billing information: such as plan, transaction, billing contact, and payment status. A payment processor may collect payment-card details directly; MailProud does not need to retain full card numbers.
• Support and correspondence: the information you include in tickets, emails, forms, and other communications with us.
• Job application information: such as your résumé, contact details, employment history, qualifications, and other information you choose to provide when applying for a role.

Information collected through the service

• Email data: message content, attachments, headers, sender and recipient addresses, timestamps, folders, and other information needed to forward, store, filter, send, or deliver email.
• Usage and device information: such as pages viewed, actions taken, timestamps, browser or device type, IP address, approximate location derived from IP, and diagnostic events.
• Security and service records: such as sign-in activity, configuration changes, delivery events, filtering decisions, errors, sending volume, and other logs needed to secure, maintain, and troubleshoot the service.

We may receive relevant information from service providers, such as payment status from a payment processor, configuration and delivery status from email infrastructure providers, or account information from an authentication provider.

3. Email content

MailProud Lite

Messages sent to a Lite branded address are received and processed by our email infrastructure provider, filtered for spam and malware, and forwarded to the destination inbox you designate. If delivery is temporarily unsuccessful, a message may remain in a delivery queue while additional attempts are made. Successfully delivered messages and messages that permanently fail are removed from the delivery queue. Messages held in a spam or security quarantine may be retained temporarily before deletion.

MailProud Pro

Messages and attachments in a Pro mailbox are stored by our email infrastructure provider so that you can receive, read, organize, and send email. They remain subject to your mailbox storage limit and are generally retained while the service is active and during any stated payment-recovery period. When the service closes, the active mailbox and its content are permanently deleted through the provider lifecycle and are not retained as a customer recovery copy.

Automated processing and limited access

Email data is processed automatically for routing, delivery, spam and malware filtering, security, abuse prevention, troubleshooting, and service operation. MailProud and provider personnel do not routinely read message content. Authorized personnel may access content when reasonably necessary to provide requested support, investigate abuse or a security incident, maintain or improve service operation, or comply with law.

If you paste, attach, or forward message content in a support request, that content becomes part of the support record. Please share only what is necessary and redact sensitive information where possible.

4. How we use information

We use personal information to:

• create and administer accounts, understand plan interest, send onboarding invitations, and apply eligible Promotion Grants;
• create and administer accounts and mailboxes;
• configure, forward, store, filter, send, deliver, maintain, secure, and troubleshoot email;
• process subscriptions, payments, and account changes;
• provide support and communicate about service, security, billing, and policy updates;
• send occasional MailProud updates and offers, subject to your communication preferences and applicable law;
• understand performance and improve reliability, usability, and documentation;
• prevent fraud, spam, abuse, malware, and unauthorized access; and
• comply with law, enforce agreements, and protect rights and safety.

Where law requires a legal basis, we rely on performance of a contract, legitimate interests in operating and securing the service, compliance with legal obligations, or consent, depending on the activity and location.

We do not use email content for advertising or to build advertising profiles.

5. How we share information

Our primary email infrastructure provider is Tucows.com Co., operating the OpenSRS platform. It processes email content, attachments, metadata, configuration, delivery information, and security signals to provide forwarding, hosted mailboxes, storage, filtering, and email delivery. Its current email infrastructure is hosted in Canada. Details and links to the provider’s applicable privacy and data-processing terms appear on our Subprocessors page.

We may also share personal information:

• with service providers that help with website hosting, authentication, payments, support, analytics, security, and business operations, subject to appropriate contractual restrictions;
• at your direction or when needed to connect a service you choose;
• for legal and safety reasons when we reasonably believe disclosure is required by law or necessary to protect rights, safety, security, or the integrity of the service; and
• in a business transaction such as a financing, merger, acquisition, reorganization, or sale of assets, subject to applicable law and appropriate safeguards.

We may replace or add service providers as our service changes. We will update our Subprocessors page and provide additional notice when required.

MailProud does not sell personal information and does not share personal information for cross-context behavioral advertising.

6. Retention

We keep personal information only for as long as reasonably necessary for the purposes described in this Policy, including providing the service, maintaining security and business records, resolving disputes, and meeting legal obligations.

• Lite messages: messages that cannot be delivered immediately may remain in a temporary delivery queue while retries occur. Spam or security quarantine copies may be retained for a limited period before deletion.
• Pro messages: mailbox content is generally retained while the mailbox is active and during the fixed 10-calendar-day payment-recovery period stated in our notices. When the service closes, the active mailbox content is permanently deleted through the provider lifecycle and cannot be recovered through MailProud.
• Account and configuration records: generally remain while an account is active and for a limited period afterward.
• Billing, transaction, and legal records: may be retained longer when required for tax, accounting, dispute, fraud-prevention, or legal purposes.
• Logs and diagnostics: are retained for periods appropriate to security, delivery troubleshooting, abuse prevention, and service operation.

Deletion from active systems may not immediately remove information from restricted backups, security records, or records we must retain by law. Those copies are unavailable for ordinary use or customer recovery and are removed or overwritten according to the applicable retention cycle.

7. Security

We and our providers use administrative, technical, and organizational safeguards designed to protect personal information, including access controls and protections appropriate to the nature of the data. No service, storage system, or transmission method is completely secure, so we cannot guarantee absolute security.

You can help by using strong, unique credentials, protecting your devices, MailProud account, Pro mailbox, and Lite destination inbox, maintaining current recovery methods, and promptly reporting suspected unauthorized access.

8. Cookies and similar technologies

We may use cookies, local storage, and similar technologies that are necessary for sign-in, security, session continuity, preferences, and core site operation. If we use optional analytics or advertising technologies that require choice or consent, we will provide the controls and disclosures required by applicable law.

Your browser may let you block or delete cookies. Blocking technologies needed for account or security functions may prevent parts of the service from working.

9. Your privacy choices

Depending on where you live, you may have rights to request access to, correction of, deletion of, or a copy of personal information; to object to or restrict certain processing; to withdraw consent; or to appeal a decision about a request.

Submit a request through our Contact page and identify it as a privacy request. We may need to verify your identity and authority before acting. If MailProud processes information solely on behalf of a business customer, we may direct the request to that customer or assist it in responding. Some information may be exempt from a request or retained for security, transaction, legal, or other permitted reasons. We will not discriminate against you for exercising an applicable privacy right.

You may opt out of non-essential marketing communications by using the unsubscribe method in the message. Early access account holders may separately ask us to delete their account or reservation, subject to records we are permitted or required to retain. You may still receive communications necessary to administer an active account or transaction.

10. Notice for California residents

Where the California Consumer Privacy Act applies, the categories we may have collected during the preceding 12 months include identifiers; customer records; commercial information; internet or electronic-network activity; approximate geolocation; professional or employment-related information; account credentials; and the contents and metadata of communications processed through the email service.

We collect these categories from you, your use of the service, people who communicate with an address using the service, service providers, and integrations you direct us to use. We use and disclose them for the business purposes described in Sections 4 and 5. Recipients may include email infrastructure, hosting, payment, authentication, analytics, security, support, and professional-service providers.

We do not sell personal information or share it for cross-context behavioral advertising. Where applicable, California residents may request to know, access, correct, or delete personal information. Instructions for submitting a request appear in Section 9.

11. International data transfers

MailProud and its providers may process information in countries other than the one where you live. Our current email infrastructure provider processes and stores email-service data in Canada. Other providers may process information in the United States or other countries. When required, we use recognized transfer mechanisms and contractual or other safeguards intended to protect information during an international transfer.

12. Children

MailProud is a business service and is not directed to children under 13. We do not knowingly collect personal information from children under 13. If you believe a child has provided personal information to us, please contact us so we can review and take appropriate action.

13. Changes to this Policy

We may update this Policy to reflect changes in the service, law, or our data practices. We will post the revised version and update the effective date. If a change materially affects how we use personal information, we will provide additional notice when required.

14. Contact us

Questions or requests about privacy may be sent through our Contact page. Please use the subject “Privacy request” and include enough information for us to identify your account and understand the request. Do not send passwords, recovery codes, or unnecessary sensitive information.