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VPVMail

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Privacy Policy

This Privacy Policy outlines how we collect, use, and protect personal information when you use our email hosting services and our website.

1. Data Controller

The data controller for this service is:

  • Name/Organization: VPVMail
  • Address: 123 Elm Street, Springfield, IL 62701, US
  • Email: info@vpvmail.com

If you have any questions or concerns about this Privacy Policy, please contact us using the details above.

2. Types of Data Collected

We collect and process the following categories of personal data:

2.1 Email Service (Postfix & Roundcube)

  • User Information: Name, email address, and any data provided during account registration.
  • Email Metadata: Sender and recipient addresses, timestamps, subject lines, and IP addresses.
  • Email Content: The body of emails, including attachments sent or received.
  • Login Activity: IP addresses, browser information, and login timestamps.

2.2 Website (WordPress)

  • Visitor Data: IP addresses, browser type, operating system, and referral URLs collected through server logs.
  • Account Data: Name, email address, and other details provided during user registration.
  • Cookies: Information about user preferences and behavior for functionality and analytics purposes.

2.3 Server Logs

For both services, we collect technical logs, including:

  • IP addresses of users interacting with the server.
  • Timestamps of actions taken on the server.
  • Error and access logs for troubleshooting and security.

3. Purpose of Data Collection

We process personal data to:

  1. Provide, manage, and improve our email and website services.
  2. Deliver user-requested features, such as sending or receiving emails and website functionalities.
  3. Protect the security and integrity of our systems.
  4. Comply with applicable laws and regulations.
  5. Investigate and respond to unauthorized access or misuse of our services.

4. Data Storage and Security

We take the security of your personal information seriously. The following measures are implemented:

  • Encryption: All email transmissions and data exchanges are encrypted using TLS (Transport Layer Security).
  • Access Controls: Access to personal data is restricted to authorized personnel only.
  • Regular Updates: Software and systems are regularly updated to protect against vulnerabilities.
  • Backups: Periodic backups of emails and user data are stored securely to prevent data loss.

Data is stored on servers located in [Your Server Location(s)].

5. Cookies

5.1 Types of Cookies Used

  • Functional Cookies: Necessary for the website and email services to function properly (e.g., session management).
  • Analytical Cookies: Used to analyze traffic and improve user experience.
  • Preference Cookies: Remember user preferences, such as language settings.

5.2 Managing Cookies

You can configure your browser settings to reject cookies or alert you when cookies are being used. However, some features may not work correctly without cookies.

6. Data Sharing

We do not sell or share personal information with third parties for marketing purposes. Data is shared only under the following circumstances:

  1. Service Providers: Hosting providers, email delivery services, and technical support personnel.
  2. Legal Compliance: When required by law or to respond to lawful requests by public authorities.
  3. Security Reasons: To detect, prevent, or address fraud, unauthorized access, or violations of our terms of service.

7. Data Retention

Personal data is retained only as long as necessary for the purposes outlined in this policy, including:

  • Email Data: Stored until deleted by the user or as required by operational needs.
  • Logs: Retained for up to [specify period, e.g., 90 days] for security and troubleshooting purposes.
  • Website Data: Stored as long as your account remains active or until deleted at your request.

8. User Rights

You have the following rights regarding your personal information:

  • Access: Request details of the data we hold about you.
  • Correction: Update or correct inaccurate data.
  • Deletion: Request deletion of your data, except where retention is required for legal or operational reasons.
  • Portability: Obtain a copy of your data in a standard format.

To exercise these rights, please contact us using the details provided in Section 1.

9. Children’s Privacy

Our services are not intended for children under the age of 13, and we do not knowingly collect personal data from them.

10. Changes to This Policy

We reserve the right to update this Privacy Policy to reflect changes to our practices or for other operational, legal, or regulatory reasons. The most current version will always be available on our website.

11. Contact Information

If you have any questions or concerns about this Privacy Policy, please contact:

  • Email: [Your Email Address]
  • Phone: [Your Phone Number]

12. Statistics

This website uses Burst Statistics, a privacy-friendly statistical tool, to analyze visitor behavior. For this function, we (this website) collect anonymized data that is stored locally without sharing it with other parties. For more information, please read Burst’s Privacy Statement.

13. Complianz

This website uses Complianz’s Privacy Suite to collect and record browser and device-based consents. For this function, your IP address is anonymized and stored in our database. This service does not process personally identifiable information and does not share data with the service provider. You can find further information in the Complianz data protection declaration.

This Privacy Policy is effective as of 23. November 2024