MailHarbor

Privacy Policy

Effective date: March 15, 2026

MailHarbor (“we”, “us”, or “our”) is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our email triage service and website (collectively, the “Service”). Please read this policy carefully. If you disagree with its terms, please discontinue use of the Service.

1. Information We Collect

Information You Provide

We collect information you provide directly to us, including:

  • Account information: your name, email address, and phone number when you register for an account.
  • Communications: messages or inquiries you send to our support team.
  • Payment information: billing details processed securely through our payment providers. We do not store full credit card numbers.

Information From Your Email Account

To provide our email triage features, you authorise MailHarbor to access your connected email account(s). We access your emails solely to analyse, categorise, and surface them according to your rules and preferences. Specifically:

  • Email metadata (sender, recipient, subject, timestamp) is stored in our databases to power triage and search features.
  • Email body content is stored in encrypted cloud storage (Amazon S3) and referenced by a key — body text is never stored as a plain database attribute.
  • We do not sell, share, or use your email content to train AI models for any purpose other than providing the Service to you.

Automatically Collected Information

When you use the Service we may automatically collect:

  • Log data (IP address, browser type, pages visited, referring URLs, timestamps).
  • Device information (hardware model, operating system, unique device identifiers).
  • Usage data (features used, actions taken, session duration).
  • Cookies and similar tracking technologies (see “Cookies” below).

2. How We Use Your Information

We use the information we collect to:

  • Provide, maintain, and improve the Service.
  • Authenticate your identity and keep your account secure.
  • Process transactions and send related information (receipts, invoices).
  • Send you technical notices, security alerts, and administrative messages.
  • Respond to your comments, questions, and support requests.
  • Send marketing communications where permitted by law (you may opt out at any time).
  • Monitor and analyse usage trends to improve user experience.
  • Detect, investigate, and prevent fraudulent transactions and other illegal activities.
  • Comply with legal obligations.

3. Sharing of Information

We do not sell your personal information. We may share your information in the following circumstances:

  • Service providers: We share information with third-party vendors who perform services on our behalf (cloud hosting, payment processing, email delivery, analytics). These providers are contractually bound to protect your information and use it only for the services they provide to us.
  • Legal requirements: We may disclose information if required to do so by law or in response to a valid legal process.
  • Protection of rights: We may disclose information when we believe disclosure is necessary to protect the rights, property, or safety of MailHarbor, our users, or the public.
  • Business transfers: In the event of a merger, acquisition, or sale of all or a portion of our assets, your information may be transferred as part of that transaction.
  • With your consent: We may share your information in other ways if you give us permission.

4. Data Retention

We retain your personal information for as long as your account is active or as needed to provide the Service. If you close your account, we will delete or anonymise your information within 90 days, except where we are required by law to retain it longer or where it is necessary to resolve disputes or enforce our agreements.

5. Security

We use industry-standard measures to protect your information, including encryption in transit (TLS) and at rest. OAuth tokens and other secrets are stored in AWS Secrets Manager and are never written to application logs. However, no method of transmission over the internet or method of electronic storage is 100% secure, and we cannot guarantee absolute security.

6. Cookies

We use cookies and similar tracking technologies to operate and improve the Service. You can instruct your browser to refuse all cookies or to indicate when a cookie is being sent; however, some features of the Service may not function properly without cookies.

7. Third-Party Links

The Service may contain links to third-party websites. We are not responsible for the privacy practices or content of those sites. We encourage you to read the privacy policies of any third-party sites you visit.

8. Children's Privacy

The Service is not directed to children under the age of 13. We do not knowingly collect personal information from children under 13. If you believe we have inadvertently collected such information, please contact us and we will take steps to delete it promptly.

9. Your Rights and Choices

Depending on your jurisdiction, you may have rights regarding your personal information, including:

  • Access: Request a copy of the personal information we hold about you.
  • Correction: Request correction of inaccurate information.
  • Deletion: Request deletion of your personal information, subject to certain exceptions.
  • Portability: Request a machine-readable copy of your data.
  • Opt-out of marketing: Unsubscribe from promotional emails by clicking the unsubscribe link in any email or contacting us directly.

To exercise any of these rights, please contact us at privacy@mailharbor.xyz.

10. International Data Transfers

MailHarbor is based in the United States. If you access the Service from outside the United States, your information may be transferred to, stored, and processed in the United States or other countries where our service providers operate. By using the Service, you consent to the transfer of your information to countries that may have different data protection rules than your country.

11. Changes to This Policy

We may update this Privacy Policy from time to time. When we make material changes, we will notify you by updating the effective date at the top of this page and, where appropriate, sending you an email notification. Your continued use of the Service after the changes take effect constitutes your acceptance of the revised policy.

12. Contact Us

If you have questions or concerns about this Privacy Policy or our data practices, please contact us at:

MailHarbor
Email: privacy@mailharbor.xyz

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