Privacy Policy

01Who we are

OpenEmail SA. Via Ernesto Bosia 5c, 6900 Paradiso, Switzerland.

For your account, billing, and usage data, and for the spam and abuse filtering described in Section 3, we are the "controller" of your personal data under the FADP and GDPR.

Where you use the Service to run mailboxes on behalf of other people, such as your own customers, employees, or users, you are the controller of that data and we act as your "processor". Section 8 of our Terms of Service and our Data Processing Agreement govern that relationship.

02What data we collect

We collect the following categories of data:

Information you give us:

• Account information: name, email address, password, and any profile details you provide.
• Content you create: emails, attachments, and other content you send, receive, or store through the Service.
• Communications: messages you send to our support team and any feedback you provide.

Information we collect automatically:

• Usage data: how you interact with the Service, features used, and timestamps.
• Device and technical data: IP address, browser type, operating system, and device identifiers.
• Cookies and similar technologies: see Section 8.

We do not intentionally collect special categories of data (such as health, religious, or biometric data). Please do not share such data through the Service unless necessary.

03How we use your data

We use your data to:

• Provide, operate, and maintain the Service.
• Create and manage your account and mailboxes.
• Send, receive, and deliver email on your behalf.
• Respond to your requests and provide support.
• Improve and develop the Service.
• Send you service-related communications (for example, security alerts and account notices).
• Detect, prevent, and address fraud, abuse, spam, and security issues.
• Build, train, and improve the spam, malware, and abuse detection models that protect the Service and the people who use it.
• Comply with legal obligations.

Spam and abuse filtering. Running an email service means filtering hostile mail, and the filters have to learn from real traffic to work. Where it is practical to do so, we train them on aggregated, de-identified, or structural signals rather than message contents.

What we do not do. We do not use the contents of your email to train general-purpose or foundation AI models. We do not sell your data, share it with advertisers, or use it to build advertising or marketing profiles. Our staff do not read your messages, except where you ask us to in support, where we are investigating a specific abuse or security incident, or where we are legally required to.

04Legal bases for processing

Where the GDPR applies, we rely on the following legal bases:

• Performance of a contract: to provide the Service you sign up for.
• Legitimate interests: to operate, secure, and improve the Service, including the spam, malware, and abuse filtering described in Section 3, where these interests are not overridden by your rights. The GDPR expressly recognizes keeping a network and its users secure as a legitimate interest.
• Consent: for optional cookies and any marketing communications. You can withdraw consent at any time.
• Legal obligation: where we are required to process data by law.

05How we share your data

We do not sell your personal data. We share data only in these circumstances:

• With recipients and their providers: when you send or receive email, its content and metadata are transmitted to the recipients, senders, and mail servers involved in delivering it.
• With service providers (processors): third parties that help us operate the Service (for example, hosting, infrastructure, and analytics providers), under contracts that require them to protect your data.
• For legal reasons: where required by law, court order, or to protect our rights, users, or the public.
• Business transfers: in connection with a merger, acquisition, or sale of assets, subject to this Policy.

A current list of our key service providers is available on request.

06International data transfers

We are based in Switzerland and our users are global. Your data may be transferred to and processed in countries outside your own, including outside Switzerland and the European Economic Area.

Where we transfer data internationally, we use appropriate safeguards, such as the European Commission's Standard Contractual Clauses and the Swiss Federal Data Protection and Information Commissioner's recognized transfer mechanisms.

07Data retention

We keep your personal data only as long as necessary to provide the Service and for the purposes described in this Policy. When you delete your account, we delete or anonymize your personal data within a reasonable period, unless we are required to retain it for legal or operational reasons.

08Cookies

We use cookies and similar technologies to operate the Service, remember your preferences, and understand how the Service is used. You can control non-essential cookies through your browser settings or any cookie controls we provide. Essential cookies are required for the Service to function.

09Your rights

Depending on where you live, you may have the right to:

• Access the personal data we hold about you.
• Correct inaccurate or incomplete data.
• Delete your data.
• Restrict or object to certain processing.
• Receive your data in a portable format.
• Withdraw consent at any time.
• Lodge a complaint with a supervisory authority. In Switzerland, this is the Federal Data Protection and Information Commissioner (FDPIC). In the EEA, this is your local data protection authority.

To exercise any of these rights, contact us at privacy@open.email. We will respond within the timeframes required by law.

10Security

We use technical and organizational measures to protect your data against unauthorized access, loss, or misuse. No system is completely secure, so we cannot guarantee absolute security.

11Children

The Service is not intended for anyone under the age of 18. We do not knowingly collect data from children. If you believe a child has provided us with personal data, contact us and we will delete it.

12Changes to this Policy

We may update this Policy from time to time. If we make material changes, we will notify you through the Service or by other means. The "Last updated" date at the top shows when this Policy was last revised.

13Contact us

If you have questions or concerns about this Policy or your data, contact us at:

OpenEmail SA. Via Ernesto Bosia 5c, 6900 Paradiso, Switzerland. privacy@open.email.