Overview
This Privacy Policy explains how emailhostbox collects, uses, and protects personally identifying information. In this capacity, we act as ‘Data Controller’ for your personal data. Additionally, when you use our email services, emailhostbox acts as ‘Data Processor’ for information that you control.

Personal Data Collected by emailhostbox
emailhostbox collects personal data including your name, email address and phone number when you complete our online contact form or purchase our service(s). emailhostbox uses this information collected from you to communicate with you about our services, provide support and fulfill orders. In addition, when you sign up for any of emailhostbox’s services, we collect your business name and billing information including a credit card number, credit card expiration date, name on card, mailing address, city, state and zip code. This billing information is used to collect payment for services emailhostbox provides to you.

emailhostbox may use your personal data to contact you in the event of service changes or updates that might affect your use of the service. We may also contact you to update billing information in the event your payment declines or your payment card expires. It is not our policy to send invoices via the postal service but if you request a paper invoice, we will place your address on the invoice and send you the invoice by email.

Personal data may be collected about you from the contact forms you complete, emails, text messages, phone calls, and details of your visits to our website, including but not limited to personally identifying information like Internet Protocol (IP) addresses. As part of our due diligence and to minimize fraud and abuse on our network, emailhostbox may use such information to validate inquiries and/or purchases made through our website. emailhostbox may also collect statistics including but not limited to pages visited by visitors using our website.

Cookies
A cookie is a small piece of data sent from a website and stored on the user's computer by the user's web browser while the user visits a website. emailhostbox’s website uses session cookies which are functional in nature and do not persist beyond the duration of your visit to our website. These session cookies facilitate functionality of our contact forms, service registrations, payments and user authentications to access web based administration panels and webmail applications. emailhostbox website visitors who do not wish to have cookies placed on their computers should set their browsers to refuse cookies before using our website.

Legal Basis for Processing Personal Data
emailhostbox may process your personal data in order to meet contractual obligations between you and us while you are using our service(s), to collect payment(s), to respond to your inquiries about our services, and to comply with the law.

Consent
By agreeing to this privacy policy, you are consenting to emailhostbox processing your personal data for the purposes outlined. You can withdraw consent at any time by emailing dpo@emailhostbox.com or writing to us; see last section for full contact details.

Your Data and Third Parties
As data controller, emailhostbox takes precautionary steps to safeguard your information and protect it from unauthorized access. emailhostbox does not sell or broker your personal data to third parties.

Your billing information is submitted to third party payment processors solely for the purpose of collecting payment(s) for your use of our services.

As data processor, emailhostbox does not sell or broker your information to third parties.

Email Data
When you sign up for our email service(s), you engage emailhostbox to process your email data. We take all steps reasonably necessary to ensure that your email data is treated securely and in accordance with this Privacy Policy.

Other than to protect you from spam, viruses and/or malware, we do not mine email data that is stored or relayed through our servers. We do not scan email content for marketing or advertising purposes. We do not use the information contained in any emails for building profiles of users or businesses.

We do not share or distribute email content (including email addresses, subjects and body text) and data transferred via emailhostbox in the form of attachments in any other way than to deliver such content to the user's requested recipient(s). We do not redistribute or sell email addresses from user address books, user registrations or contact lists. All email content is strictly confidential and is intended to be controlled solely by the sender and/or recipients.

Disclosure
As data processor, emailhostbox uses sub-contracted companies ("Sub-Processors") to provide the infrastructure that hosts our services. emailhostbox requires Sub-Processors handle your information in a manner consistent with this Privacy Policy.

Under certain circumstances, we may be required to disclose your personal data or information we’re processing if required to do so by law. In the case of criminal activities pertaining to a user's email data, we cooperate fully with law enforcement agencies and disclose email data as required by law.

Retention Policy
emailhostbox will retain your personal data only for as long as is necessary for the purposes set out in this Privacy Policy. When you stop using our service(s), we will remove your personal data from our customer database and we will remove your email data from the servers that were used to provide the emailhostbox services to you as a customer. We will retain and use your Personal Data to the extent necessary to comply with legal obligations (for example, if we are required to retain your data to comply with applicable laws), resolve disputes, and enforce our legal agreements and policies.

emailhostbox will indefinitely retain your personal data in PDF and word processing documents if you signed a paper agreement to use our services. These messages are stored offline on backup devices.

emailhostbox will retain your personal data in paper agreements for up to 7 years following your use of the service(s).

emailhostbox will indefinitely retain personal data contained in email messages we received from you and ones you sent to us while you were a customer. These messages are stored offline in local email archives.

Data Storage
Personal data and information we process is held in the United States and Canada using multiple servers.

Security
When you contact us by email or using our contact forms, emailhostbox uses SSL/TLS encryption to secure and protect your personal data during transit. However, we cannot guarantee absolute security of your personal data since no method of transmission over the internet is completely secure.

When connecting to our servers to retrieve and send email data, emailhostbox recommends and provides SSL/TLS encryption for users to connect to our servers from their computers and/or mobile devices. emailhostbox's SSL/TLS encryption provides a layer of protection from eavesdropping for connections made between the emailhostbox user and our servers. Since we cannot guarantee that recipients and senders using other service providers are using secure connections, we do not recommend transmission of security sensitive data via email.

While you are a customer, emailhostbox stores your personal data and billing information in a PCI compliant non-cloud environment. Your email data that we process is stored in SOC2 Type 2 compliant datacenters. Compliance and audit reports for these certifications are available upon request.

Your Rights as a Data Subject
At any point while emailhostbox is in possession of or processing your personal data, all data subjects have the following rights:

Right of access - You have the right to request a copy of the information that we hold about you.
Right of rectification - You have the right to correct data that we hold about you that is inaccurate or incomplete.
Right to be forgotten - In certain circumstances, you can ask for the data we hold about you to be erased from our records.
Right of portability - You have the right to have the data we hold about you transferred to another organization.
Right to stop processing - You have the right to stop processing by withdrawing your consent.
In the event that emailhostbox refuses your request under rights of access, we will provide you with a reason as to why, which you have the right to legally challenge.

emailhostbox, at your request, can confirm what information it holds about you and how it is processed.

Children
You must be at least eighteen years old to use this website or purchase our services. We do not knowingly collect personal data from children under the age of eighteen.

Changes to This Policy
We may update this Privacy Policy at any time. Changes to this Privacy Policy are effective when they are posted on this page.

How to Access What Personal Data Is Held
All requests concerning your personal data including what data is held and how it is processed should be made by email to dpo@emailhostbox.com or in writing to us at the address below.

Complaints
In the event that you wish to make a compliant about how your personal data is being processed by emailhostbox or its partners, you have the right to complain to emailhostbox