đź“ť Privacy Policy¶
Last Updated: 2026-01-18 This Privacy Policy outlines how winmail.io (“we”, “us”, “our”) collects, uses, stores, shares and protects personal data when you access our website, software, cloud platform and related Services winmail.io. It also explains your privacy rights under global regulations including GDPR (EU), CCPA/CPRA (California) and local data protection laws. By using our Services, you consent to data processing as described below.
1. Information We Collect
1.1 Personal Identifiable Information (PII)
Account data: full name, email address, phone number, login credentials, company name, job title;
Billing data: payment method records, invoices, tax information, transaction history;
Support data: tickets, chat logs, identity verification materials you voluntarily submit.
1.2 Service Usage & Technical Data
Device info: IP address, browser type, OS, hardware model, software version;
Usage logs: page visits, feature clicks, API request records, email filtering logs (anti-spam mail system), upload/download timestamps, error reports;
Cookies & tracking: essential session cookies for login, performance analytics cookies (you may disable non-essential cookies via browser settings).
1.3 User Content Data
All files, emails, text prompts, attachments, messages and custom rules you upload to our platform. This content is only processed to deliver core service functions (e.g., spam filtering, AI analysis, cloud storage).
2. How We Use Your Data
We process personal data only for legitimate business purposes:
Create, maintain and secure your user account;
Deliver core service functions: anti-spam scanning, AI model inference, cloud storage, email delivery, API access;
Process subscription payments, issue invoices and handle refunds;
Send critical service notifications: maintenance alerts, security updates, billing reminders, policy changes;
Troubleshoot technical errors, optimize software performance and develop new features;
Enforce Terms of Service, detect abuse, spam and fraudulent accounts;
Comply with legal obligations, tax reporting and regulatory audit requirements;
Send optional marketing emails (only if you opt-in; you may unsubscribe at any time).
We will not use your personal data for unrelated purposes without your separate explicit consent.
3. Data Sharing & Disclosure
We only share your data in limited scenarios:
Authorized service vendors: payment processors, cloud hosting providers, CDN, security audit firms, who are bound by strict data protection agreements;
Legal requirements: respond to court orders, government regulatory requests or law enforcement investigations;
Business transfer: in the event of merger, acquisition or asset sale, user data may be transferred as part of business assets with prior notice to users where required by law;
We never sell, rent or trade your personal data to third-party advertisers without your clear opt-in approval.
4. Data Storage & Security
All data is stored on encrypted servers located in USA. We implement industry-standard safeguards: AES encryption, access permission control, regular security patches, CSP/HTTPS protection, firewalls and periodic vulnerability scanning.
Internal staff access to personal data is limited to authorized employees with business necessity, under non-disclosure obligations.
While we take reasonable protective measures, no online storage or data transmission can guarantee 100% security against all potential breaches.
5. Data Retention Period
Account & billing data: retained for the full subscription term plus 5–7 years after account closure to meet tax and legal record-keeping requirements;
Usage logs and technical metadata: retained for 12 months for performance and anti-abuse analysis, then anonymized;
User uploaded content: stored as long as your account remains active. After account deletion, we permanently erase or anonymize your content within 30 days, unless legal rules mandate longer retention.
6. Your Privacy Rights
Global Universal Rights
Right to Access: Request a full copy of all personal data we hold about you;
Right to Rectification: Correct inaccurate or incomplete personal information;
Right to Erasure (“Right to be Forgotten”): Request full deletion of your account and associated data where legally permitted;
Right to Restrict Processing: Limit how we use your data under specific circumstances;
Right to Data Portability: Receive your user content in machine-readable format for transfer to other platforms;
Right to Object: Opt out of marketing emails or non-essential analytics tracking.
California Residents (CCPA/CPRA)
You additionally have the right to opt out of any sale or cross-context sharing of your personal information, and shall not receive discriminatory service quality for exercising privacy rights.
EU/EEA Users (GDPR)
You may lodge a complaint with your local data protection authority if you believe we violate data protection regulations.
7. Children’s Privacy
Our Services are not intended for users under 16 years old. We do not knowingly collect personal data from minors. If we discover we hold minor data without parental consent, we will delete it immediately upon notification.
8. Cookies Policy
We use two categories of cookies:
Essential Cookies: Required for login, session persistence and core software functions; cannot be disabled.
Analytics Cookies: Track anonymous usage statistics to improve product experience; you may disable these via browser privacy settings.
9. Updates to This Policy
We update this Privacy Policy periodically. Material revisions will be posted on our legal page with a new updated date, and notified to registered users via email. Your continued use of Services after the effective date constitutes acceptance of the revised policy.
10. Data Protection Contact
For privacy requests, data deletion, access inquiries or policy questions:
Privacy Support Email: register@winmail.io