Data Usage and Protection at Mail-Plus: Safeguarding Your Digital Communication

Our Approach to Data Handling

At Mail-Plus, we believe in transparency. Here’s a straightforward look at how we handle your data:

• Data Usage: We use your data for one primary purpose: to route your incoming emails to the webhooks or services you specify. It’s as simple as that. We don’t use your data for marketing purposes, we don’t sell it to third parties, and we don’t mine it for insights. Your data is yours, and we respect that.
• Data Retention: We only retain the data necessary for our service operations. This includes information needed to maintain your account, ensure proper email routing, and comply with legal requirements. We don’t keep your emails or their contents beyond the time required to route them successfully.
• Data Access: Access to your data is strictly limited to Mail-Plus employees who need it to operate and maintain our services. We enforce this through robust access controls and regular audits of our access logs.

Our Security Measures

When it comes to security, we don’t cut corners. Here’s how we keep your data safe:

• Encryption: We use industry-standard encryption protocols to protect your data both in transit and at rest. This means your information is encrypted when it’s moving between our servers and when it’s stored on our systems.
• Regular Security Audits: We don’t just set up security measures and forget about them. We conduct regular security audits to ensure our systems remain robust against evolving threats. These audits cover everything from our encryption protocols to our physical server security.
• Own Hardware: Unlike many cloud-based services, we own and operate all our server hardware. This gives us complete control over the physical security of our infrastructure and allows us to implement security measures that go beyond what’s possible with shared hosting environments. Our servers are located in dedicated facilities across Europe and the USA, chosen for their strong physical security measures and compliance with local data protection laws.

Compliance with Local Laws

Data protection laws vary across regions, and we’ve designed our systems to comply with a range of regulations. This includes:

• General Data Protection Regulation (GDPR) in Europe
• Health Insurance Portability and Accountability Act (HIPAA) in the USA
• California Consumer Privacy Act (CCPA) and other U.S. data privacy laws

Our global infrastructure allows us to handle data in compliance with local laws, wherever you or your customers may be located.

Legal Agreements for Your Peace of Mind

We understand that legal protection is just as important as technical protection when it comes to your data. That’s why we offer:

• Data Processing Agreements (DPAs): We sign Data Processing Agreements with all our clients. These agreements clearly outline how we will process and protect your data, ensuring that our practices align with your expectations and legal requirements.
• Non-Disclosure Agreements (NDAs): For an extra layer of legal protection, we’re happy to sign Non-Disclosure Agreements. These ensure that any sensitive information shared between your company and Mail-Plus remains confidential.

Transparency and Control

We believe you should have visibility into how your data is handled and control over its use. Here’s how we achieve this:

• Detailed Policies: We provide clear, detailed policies about our data handling practices. These are written in plain language, not legal jargon, so you can easily understand how we protect your information.
• User Controls: Our service gives you control over your data. You decide where your emails are routed and what happens to them after they reach their destination.
• Regular Updates: We keep our clients informed about any changes to our data handling practices or security measures. If we update our policies or implement new security features, you’ll be the first to know.

Why Our Approach Matters

In an age where data breaches and privacy violations make headlines regularly, our approach to data protection offers several benefits:

1. Peace of Mind: You can focus on your business, knowing that your email data is in safe hands.
2. Compliance Support: Our robust data protection measures help you maintain compliance with various data protection regulations.
3. Trust Building: When your customers know their data is protected, it builds trust in your business.
4. Risk Mitigation: By implementing strong security measures, we help reduce the risk of data breaches and the associated costs and reputational damage.

Looking Ahead

The landscape of data protection is always evolving, with new threats emerging and regulations changing. At Mail-Plus, we’re committed to staying ahead of the curve. We continuously monitor developments in data protection laws and cybersecurity best practices, updating our systems and policies as needed.

Our team, with decades of experience in DevOps and enterprise mail solutions, is dedicated to maintaining the highest standards of data protection. We see it not just as a legal requirement, but as a fundamental part of providing quality service to our clients.