Privacy is the reason MailCRO exists. This policy explains, in plain language, what personal data we handle, why we handle it and what rights you have. It applies to our website and to the email Services we provide.
The short version
- We never show ads, never profile you and never sell or share your data for marketing.
- We never read your email or use it to train AI models. Automated systems process it only to deliver, filter and store it.
- Your mailboxes are stored in the location you choose: Germany or Finland (European Union), or the United States.
- This website uses no cookies, no analytics and no third-party trackers.
Who we are
MailCRO provides the Services and is responsible for the personal data described in this policy. For mailbox content, we act as a processor on behalf of the customer who owns the domain. Contact us about privacy at privacy@mailcro.com.
What we collect and why
| Data | Why we use it | Legal basis |
|---|---|---|
| Account and billing details (name, email, company, address, payment records) | To provide your account, invoice you and contact you about the Services | Contract; legal obligations |
| Mailbox content (messages, calendars, contacts) | To store, deliver and filter your mail, as you instruct | Contract (as processor for you) |
| Technical logs (IP addresses, sign-in times, delivery logs) | To keep the Services secure, prevent abuse and troubleshoot delivery | Legitimate interests |
| Support conversations | To answer your questions and improve our help | Contract; legitimate interests |
Automated processing of email
To protect you, incoming and outgoing messages are automatically scanned for spam, phishing and malware. This scanning is automated, happens in real time and is not used for advertising or profiling. Our staff do not access mailbox content, except when you ask us to (for example, to help with a migration or investigate a delivery issue) or when the law requires it.
Our website
mailcro.com sets no cookies and uses no analytics, advertising or social media trackers. Fonts and assets are served from our own servers. Our web server keeps standard access logs (IP address, time, page requested, browser type) for security, which are kept for a short period and then deleted. The contact form does not send data to us directly; it opens an email in your own mail app. To show prices in your currency, our own server fetches public exchange rates from an open currency-rates feed; your browser never contacts that feed and no personal data is sent to it.
Where your data is stored
You choose where your mailboxes are hosted. If you choose Germany or Finland, your mailbox content stays in the European Union. If you choose the United States, it is stored there, and where the law requires it we use appropriate safeguards, such as the European Commission’s standard contractual clauses, for personal data transferred from the EU.
Sharing
We share personal data only with service providers that help us run the Services, under contracts that require them to protect it:
- our data centre and infrastructure providers in Germany, Finland and the United States, which host our servers in the location you choose;
- our billing platform and payment processors, which handle orders and payments.
We disclose data to authorities only when legally required, and we will tell affected customers where the law allows.
Retention
- Mailbox content is kept for as long as your account is active. After cancellation it is kept for up to 30 days so you can retrieve it, then deleted permanently.
- Billing records are kept for as long as tax and accounting law requires.
- Technical logs are kept only as long as needed for security and troubleshooting.
Security
We protect data with encryption in transit (TLS), access controls, two-factor authentication for staff, continuous monitoring and regular security updates. Read more on our security page.
Your rights
Depending on where you live, including under the EU General Data Protection Regulation, you have the right to access, correct, delete, restrict or export your personal data, and to object to certain processing. If you use a mailbox provided by your employer or another organisation, contact them first, as they control that data. To make a request, email privacy@mailcro.com. You also have the right to complain to your local data protection authority.
Changes
If we make material changes to this policy we will notify customers by email before they take effect. The date at the top shows when it was last updated.