Privacy Policy

1. Information We Collect

1.1 Information You Provide

When you register for or use our services, we collect:

• Account Information: Name, email address, password, company name
• Billing Information: Credit card details, billing address, payment history
• Contact Information: Phone number, mailing address
• Profile Information: Job title, preferences, communication settings

1.2 Information We Collect Automatically

When you use our services, we automatically collect:

• Log Data: IP address, browser type, operating system, access times
• Device Information: Device type, unique device identifiers
• Usage Data: Features used, emails sent/received, storage used
• Cookies: Session cookies, preference cookies, analytics cookies

1.3 Email Content

As an email hosting provider, we process and store:

• Email messages you send and receive
• Attachments and files
• Email headers and metadata
• Contact lists and address books

2. How We Use Your Information

We use your information to:

• Provide Services: Deliver email hosting, storage, and related services
• Process Payments: Bill your account and process transactions
• Communicate: Send service updates, security alerts, and support messages
• Improve Services: Analyze usage to enhance features and performance
• Security: Detect and prevent fraud, spam, and abuse
• Comply with Law: Meet legal obligations and enforce our terms
• Marketing: Send promotional materials (with your consent)

3. Data Security

We implement industry-standard security measures to protect your data:

• Encryption: 256-bit SSL/TLS encryption for all data transmission
• Storage Security: Encrypted data storage at rest
• Access Controls: Role-based access and multi-factor authentication
• Regular Audits: Security assessments and penetration testing
• Monitoring: 24/7 infrastructure monitoring and intrusion detection
• Backups: Multiple redundant backups in geographically distributed locations

4. Data Sharing and Disclosure

4.1 We Do NOT Sell Your Data

We never sell, rent, or trade your personal information to third parties for marketing purposes.

4.2 Service Providers

We may share data with trusted third-party service providers who assist us in:

• Payment processing
• Customer support tools
• Analytics and performance monitoring
• Infrastructure hosting

All service providers are contractually obligated to protect your data and use it only for specified purposes.

4.3 Legal Requirements

We may disclose information when required to:

• Comply with valid legal process (subpoenas, court orders)
• Protect our rights, property, or safety
• Prevent fraud or abuse of our services
• Protect public safety

4.4 Business Transfers

If HostingEmails is involved in a merger, acquisition, or sale, your information may be transferred. We will notify you before your information becomes subject to a different privacy policy.

5. Your Rights and Choices

5.1 Access and Portability

You have the right to:

• Access your personal information
• Download your data in a portable format
• Request copies of your data

5.2 Correction and Deletion

You can:

• Update your account information at any time
• Request correction of inaccurate data
• Request deletion of your account and data

5.3 Marketing Communications

You can opt-out of marketing emails by:

• Clicking the “unsubscribe” link in any marketing email
• Updating your preferences in your account settings
• Contacting our support team

5.4 Cookies

You can control cookies through your browser settings. Note that disabling cookies may limit service functionality.

6. Data Retention

We retain your information for as long as:

• Your account is active
• Needed to provide services
• Required by law or for legitimate business purposes

After account closure, we may retain certain information for:

• Backup and disaster recovery purposes (30 days)
• Legal compliance and dispute resolution (as required by law)
• Fraud prevention (up to 7 years)

7. International Data Transfers

Your information may be processed in countries other than your country of residence. We ensure appropriate safeguards are in place, including:

• Standard contractual clauses
• Adequacy decisions by relevant authorities
• Your explicit consent

8. Children’s Privacy

Our services are not intended for children under 18. We do not knowingly collect information from children. If you believe we have collected information from a child, please contact us immediately.

9. Third-Party Links

Our services may contain links to third-party websites. We are not responsible for the privacy practices of these sites. We encourage you to read their privacy policies.

10. Changes to This Policy

We may update this Privacy Policy periodically. We will notify you of significant changes by:

• Posting the new policy on our website
• Sending an email notification
• Displaying a prominent notice in your account dashboard

Your continued use of our services after changes indicates acceptance of the updated policy.

11. GDPR Compliance (EU Users)

If you are in the European Union, you have additional rights under GDPR:

• Right to be Informed: Clear information about data processing
• Right of Access: Obtain copies of your personal data
• Right to Rectification: Correct inaccurate data
• Right to Erasure: Request deletion (“right to be forgotten”)
• Right to Restrict Processing: Limit how we use your data
• Right to Data Portability: Receive data in machine-readable format
• Right to Object: Object to certain data processing
• Rights Related to Automated Decision-Making: Not be subject to automated decisions

12. CCPA Compliance (California Users)

If you are a California resident, you have rights under CCPA:

• Right to know what personal information is collected
• Right to know if personal information is sold or disclosed
• Right to opt-out of sale of personal information
• Right to deletion of personal information
• Right to non-discrimination for exercising CCPA rights

13. Contact Us

For privacy-related questions or to exercise your rights, contact us:

• Privacy Team: privacy@hostingemails.net
• Data Protection Officer: dpo@hostingemails.net
• Support: support@hostingemails.net
• Mail: HostingEmails Privacy Team, [Address]