Draft, pending legal review. Not yet in effect.

Privacy Policy

Last updated October 18, 2026

This policy explains what personal information Postboxey handles, why, and what choices you have. Postboxey is an email service that [Company legal name] (“we”, “us”) runs for businesses (each a “Customer”) on their own email domains, for the people they invite (“Members”).

For the email and other content in a Customer’s Postboxey, we act on the Customer’s behalf: the Customer decides how it’s used, and we process it only to provide the service. Questions about how your employer uses its Postboxey are best directed to your Customer’s Manager.

What we handle

Your account: your name, email address and password (stored only as a one-way hash), your backup email address, two-factor authentication settings, the public keys of your passkeys and security keys, your time zone and your preferences.
Your mail and content: the email you send and receive, with its attachments, and the contacts, notes, labels, collections, clips, drafts and settings you create in Postboxey.
Security records: for each signed-in session and for security events (signing in, changing your password or two-factor settings, and similar), the time, the IP address and the browser it came from.
Mail delivery records: our mail servers log which servers they exchange mail with, when, and whether delivery succeeded.

We don’t use advertising or analytics trackers, and we don’t build profiles of you.

How we use it

To provide Postboxey: storing, delivering and displaying your mail, search, and the features you use.
To protect you and the service: signing you in, keeping a record of sign-ins and account changes, filtering spam and forged mail, and stopping abuse.
To support you when you or your Manager ask for help.
To meet legal obligations.

We don’t sell personal information, and we don’t use your email content for advertising or to train AI models.

Spam filtering

Incoming mail is scored automatically on our own servers to spot spam and forged senders. When you mark a message as spam, or take one out of Spam, that message is used to teach your Customer’s own filter. As part of filtering, our servers look up the sending server’s address and domain in public spam blocklists (for example Spamhaus); those lookups reveal the sender’s server address and domain to the blocklist, but not the message or the recipient.

Images in email

Postboxey can block tracking images, and loads remote images through our servers, so the sender sees our server’s address instead of yours and can’t tell when or where you opened the email.

Notifications

If you turn on notifications and allow them in your browser, Postboxey sends a short notice (the sender’s name and the subject) when new mail arrives. It travels through your browser maker’s push service (Apple, Google, Mozilla or Microsoft), encrypted so that the service can’t read it. We keep a record of each browser you’ve allowed, and forget it when you sign out of that browser.

Who we share it with

The people you email: mail you send goes to its recipients and their mail servers.
Your Customer: Managers can invite and remove Members and manage the Customer’s settings. Threads and collections you share with colleagues are visible to them. Mail addressed to the Customer’s postmaster, abuse or catch-all addresses goes to its Managers.
Our service providers: [hosting provider], which hosts our servers and storage, under contracts that limit its use of the data to providing that service.
Browser push services: if you turn on notifications, the push service of your browser’s maker carries each encrypted notification to your device.
The law: when we must, to comply with a valid legal request, or to protect the safety and rights of people and the service. Where we can, we’ll tell the Customer first.

Cookies

Postboxey uses a cookie to keep you signed in, and one to remember your Light, Dark or System appearance choice. We don’t use advertising or tracking cookies.

How long we keep it

Mail: until you or your Customer delete it. The Trash is emptied after 30 days, and Spam and mail from declined senders after 90 days. Deleted mail can’t be recovered.
Data exports you request are kept for 7 days for you to download.
Sessions end after 30 days without use.
Your account and security records are kept while your account exists.
When a Customer stops using Postboxey, we delete its data after the export period in its agreement with us, apart from backups, which expire on their own schedule of [backup retention period].

Security

Connections to Postboxey use encryption (HTTPS), mail to and from other servers is encrypted whenever they support it, and outgoing mail is signed so others can tell it’s genuine. Passwords are stored only as one-way hashes, and you can protect your account with two-factor authentication, passkeys and security keys. No service can be perfectly secure; if a breach affects your personal information, we’ll tell the Customer and, where required, you.

Your choices and rights

You can see, change and delete your content in Postboxey, and download a copy of your data from your account settings.
For other requests (to correct, delete or receive your personal information, or to object to how it’s used), contact your Customer’s Manager or us at [contact email]. Depending on where you live, you may have further rights under the law, and the right to complain to a data protection authority.

Children

Postboxey is a service for businesses and isn’t meant for children under 16.

Changes

We’ll update this policy when what we do changes. If a change is significant, we’ll tell you in Postboxey or by email before it takes effect.

Contact

Questions about privacy: [contact email], or [Company legal name], [mailing address].