MailMama policies

How MailMama handles personal information across its website and services.

Privacy Policy

Effective Date: September 5, 2026

Company: MailMama Software LLC

Company Address: 75 E 3rd St, Sheridan, WY 82801, United States

Website: https://mailmama.net/

Email: info@mailmama.net

This Privacy Policy explains how MailMama Software LLC collects, uses, discloses, transfers, retains, and protects personal information, and describes the rights available to individuals under United States, European, United Kingdom, and Canadian privacy law.

1. Scope of This Policy

This Privacy Policy applies to personal information processed by MailMama Software LLC (“MailMama”, “we”, “us”, or “our”) in connection with our website at https://mailmama.net/, our hosted business email services, our web, mobile, and desktop applications, our application programming interfaces, our support channels, and our business and marketing activities (together, the “Service”).

This Policy covers three groups of individuals: visitors to our website; customers who subscribe to the Service and the individuals authorized to use their accounts; and individuals whose personal information reaches the Service because a customer sends, receives, or stores messages relating to them.

This Policy does not apply to the privacy practices of third-party websites, email providers, or services that you connect to or reach through the Service. Those practices are governed by the privacy notices of the relevant provider.

This Policy forms part of our Terms of Service and should be read together with our Cookie Policy, our Acceptable Use Policy, and, where applicable, our Data Processing Addendum.

2. Who We Are and How to Contact Us

MailMama Software LLC is a limited liability company organized under the laws of the State of Wyoming, United States. For personal information processed in our own right, MailMama is the controller, as that term is used in the General Data Protection Regulation, and the business, as that term is used in California privacy law.

Company: MailMama Software LLC

Company Address: 75 E 3rd St, Sheridan, WY 82801, United States

Website: https://mailmama.net/

Email: info@mailmama.net

Privacy enquiries, rights requests, and complaints should be sent to info@mailmama.net with the subject line “Privacy Request”.

2.1 Representative in the European Union and the United Kingdom

Information about any representative appointed where legally required may be obtained by contacting info@mailmama.net.

European Union privacy enquiries: info@mailmama.net

United Kingdom privacy enquiries: info@mailmama.net

You may contact MailMama directly at info@mailmama.net.

2.2 Data Protection Officer

MailMama has not appointed a statutory Data Protection Officer, as it is not required to do so under Article 37 of the General Data Protection Regulation on the basis of its current processing activities. Privacy matters are handled by the contact identified above.

3. Our Two Roles: Controller and Processor

The way privacy law applies to us depends on which information is involved.

3.1 Where We Act as Controller

We act as controller, and as a business under California law, in relation to information we determine the purposes and means for ourselves. This includes website visitor information, account registration and administration information, billing and transaction information, support correspondence, security and abuse records, and marketing information. Sections 5 through 22 of this Policy describe that processing.

3.2 Where We Act as Processor

We act as processor, and as a service provider under California law, in relation to the content of email messages, attachments, contacts, calendar items, and other data that a customer stores in or transmits through the Service. In that role we process personal information on the documented instructions of the customer, who is the controller. We do not determine the purposes of that processing, do not use it for our own purposes, and do not sell it.

If you are an employee, contact, client, or correspondent of a MailMama customer and you wish to exercise rights in relation to the content of email held in that customer’s account, you should contact that customer directly. We will refer such requests to the relevant customer and will assist that customer in responding, as required by the Data Processing Addendum and applicable law. We are generally not permitted to access, disclose, or delete a customer’s message content at the request of a third party.

3.3 Data Processing Addendum

Customers who require a written data processing agreement under Article 28 of the General Data Protection Regulation, the UK General Data Protection Regulation, or comparable law may request our Data Processing Addendum at info@mailmama.net. The Addendum includes our confidentiality, security, subprocessor, assistance, breach notification, international transfer, and deletion commitments.

4. Definitions

“Personal information” means information that identifies, relates to, describes, or can reasonably be linked to an identified or identifiable natural person. Where this Policy refers to personal data, the meaning is the same.
“Controller” means the party that determines the purposes and means of processing personal information.
“Processor” means a party that processes personal information on behalf of, and on the instructions of, a controller.
“Subprocessor” means a third party engaged by MailMama to process personal information on our behalf in the course of delivering the Service.
“Customer Content” means messages, attachments, contacts, calendar entries, configuration data, and other material that a customer or an authorized user transmits to, generates in, or stores in the Service.
“Message metadata” means technical information associated with the transmission of a message, such as sender and recipient addresses, subject lines where processed for routing or filtering, timestamps, message identifiers, server and delivery status records, authentication results, and size.

5. Personal Information We Collect

5.1 Information You Provide Directly

Account information, including name, business or organization name, email address, telephone number, country, and account credentials in hashed form.
Billing information, including billing name, billing address, country, tax identification or exemption details where provided, invoice records, transaction identifiers, subscription history, and the last four digits and card type of a payment card. Full payment card numbers are handled by our payment processor and are not received or stored by MailMama.
Domain and configuration information, including the domains you connect, DNS and authentication records you configure, mailbox and alias names, forwarding rules, filters, and other settings.
Support and correspondence information, including the content of emails, telephone calls, support tickets, and contact form submissions, together with any attachments and the contact details used.
Verification information, where we ask you to confirm identity, business status, domain control, or billing details.
Marketing preferences and any information you provide when subscribing to updates or responding to our communications.

5.2 Information Collected Automatically

Device and connection information, including IP address, approximate location derived from IP address, browser type and version, operating system, device identifiers, language settings, and time zone.
Usage information, including pages and features accessed, actions taken in the application, dates and times of access, referring pages, and session identifiers.
Mail service logs, including connection records for webmail, JMAP, IMAP, POP3, SMTP, and API access, authentication attempts and outcomes, originating IP addresses, client identifiers, and error and delivery records.
Security and abuse information, including records of blocked connections, spam and malware detections, rate-limit events, unusual access patterns, and abuse complaints received about an account.
Cookie and similar technology data collected on our website, as described in Section 11 and in our Cookie Policy.

5.3 Email Content and Metadata

In the course of hosting email we necessarily transmit, store, and process message content, attachments, and message metadata. Message content is Customer Content and is processed in our role as processor, as described in Section 3.2. Message metadata is processed both to deliver the Service to the customer and, in our own right as controller, for the operation, security, abuse prevention, and integrity of the mail platform.

5.4 Information From Third Parties

From our payment processor: transaction results, payment status, chargeback and dispute records, and limited card metadata.
From verification, fraud prevention, and sanctions screening providers: the results of checks we request.
From connected third-party email accounts, where you authorize a connection: the messages, folders, contacts, and account identifiers made available by that provider under the permissions you grant.
From public sources such as domain registration and DNS records, where relevant to domain configuration or abuse investigation.
From abuse reporting networks, blocklist operators, and receiving mail providers, where a complaint or delivery problem relates to your account.

5.5 Information About People Who Are Not Our Customers

Individuals who send messages to, or receive messages from, a MailMama customer will have their email address, name where included, message content, and message metadata processed by the Service. Where email tracking is enabled by a customer, technical interaction data relating to a recipient may also be recorded, as described in Section 10. This processing is carried out on behalf of the customer, who is the controller of it. Our lawful basis for the limited processing we carry out in our own right, such as filtering, routing, and abuse prevention, is our legitimate interest in operating a secure and functional email service.

5.6 Sensitive and Special Category Information

We do not ask for and do not intentionally collect special category data under Article 9 of the General Data Protection Regulation or sensitive personal information as defined under California law, other than account credentials and, where applicable, information contained in official identification submitted for verification.

Email is a general-purpose medium. Messages that a customer sends, receives, or stores may contain sensitive information, including health, financial, legal, employment, biometric, or other special category data, placed there by the customer or by a correspondent. We do not control and do not seek that information. Customers are responsible for deciding what information they transmit through the Service and for the lawfulness of that transmission, as described in the Terms of Service.

5.7 Children

The Service is not directed to children and is not available to individuals under the age of 18. We do not knowingly collect personal information from children under 13, nor from individuals under 16 in jurisdictions where a higher age applies to online services. If we become aware that we have collected such information without the required consent, we will delete it. Contact info@mailmama.net if you believe a child’s information has been provided to us.

6. How We Use Personal Information

To create, administer, secure, and support customer accounts, including authentication, provisioning, and configuration.
To provide the Service, including hosting mailboxes, routing, delivering, filtering, storing, and synchronizing email and related data.
To process payments, issue invoices, calculate and remit applicable taxes, manage renewals and cancellations, process refunds, and respond to payment disputes and chargebacks.
To verify identity, domain control, business status, and eligibility, and to conduct sanctions and fraud screening.
To detect, investigate, and prevent spam, phishing, malware, account compromise, fraud, abuse, and violations of our Acceptable Use Policy, and to enforce sending and usage limits.
To maintain the security, availability, capacity, deliverability, and integrity of the Service, including logging, monitoring, backup, and incident response.
To provide customer support and to respond to enquiries, complaints, and requests.
To communicate service, security, billing, renewal, and policy notices.
To provide optional features that you enable, including AI-assisted summaries and reply drafting, email tracking, scheduled sending, and unified inbox connections.
To analyze and improve the Service, including diagnosing faults, measuring performance, and understanding aggregate usage patterns.
To send marketing communications where permitted, subject to the controls described in Section 12.
To comply with legal, tax, accounting, regulatory, and law enforcement obligations, to respond to valid legal process, and to establish, exercise, or defend legal claims.

We do not use the content of customer email messages for advertising, for profiling customers, or to train generative artificial intelligence models of our own.

7. Legal Bases for Processing

Where the General Data Protection Regulation or the UK General Data Protection Regulation applies, we rely on the following legal bases.

Performance of a contract. To provide the Service to a customer, administer the account, process payments, manage renewals, and provide support.
Legitimate interests. To secure the Service, prevent and investigate abuse and fraud, maintain deliverability, enforce our terms, analyze and improve the Service, manage business records, and conduct limited direct marketing to existing business customers. We balance these interests against the rights and interests of the individuals concerned and you may object as described in Section 18.
Legal obligation. To meet tax, accounting, sanctions, retention, and law enforcement obligations, and to respond to valid legal process.
Consent. For non-essential cookies and similar technologies, for certain marketing communications, and for any other processing where we request consent. Consent may be withdrawn at any time without affecting processing carried out before withdrawal.
Vital interests and public interest. In rare cases where processing is necessary to protect the life or physical safety of a person, or to respond to an emergency request from a competent authority.

Where we act as processor for Customer Content, the legal basis for that processing is determined by the customer as controller, not by MailMama.

8. Retention of Personal Information

We retain personal information only for as long as necessary for the purposes described in this Policy, and then delete it or render it no longer attributable to an individual. The periods below are our standard retention periods and may be extended where a longer period is required by law, or where information is relevant to an ongoing investigation, dispute, claim, or legal hold.

Account and configuration information: for the duration of the account and for thirty (30) days after termination, during which the account owner may export data, after which it is deleted from active systems.
Customer Content, including messages and attachments: until deleted by the customer or the authorized user, and in any event deleted from active systems within thirty (30) days after termination of the account. Items placed in trash and spam folders may be purged automatically after a shorter period published in our Documentation.
Operational backups: retained on a rolling basis for disaster recovery and overwritten in the ordinary course. Data deleted from active systems is removed from backups within ninety (90) days.
Mail service, security, and access logs: generally retained for up to twelve (12) months, and longer where retained in connection with an abuse or security investigation.
Email tracking event data: retained for the period stated in our Documentation, and deleted earlier where the customer deletes it or disables the feature.
Support correspondence: generally retained for up to twenty-four (24) months after the matter is closed.
Billing, invoice, tax, and transaction records: retained for the period required by applicable tax and accounting law, which is generally seven (7) years.
Abuse, fraud, sanctions screening, suspension, and termination records: retained for as long as necessary to protect the Service and to prevent repeat abuse, and to defend legal claims.
Marketing records, including records of consent and opt-out: retained for as long as necessary to honor your preferences.

9. AI-Assisted Features

Where a customer enables AI-assisted features such as message summaries or reply drafting, the content of the relevant message, together with associated metadata and any instruction you provide, is processed in order to generate the requested output. This processing may be carried out by a third-party artificial intelligence provider engaged by MailMama as a subprocessor.

For this processing we contractually require that the provider processes the data only to deliver the requested output on our instructions, does not use it to train or improve its own models, and retains it only for the period necessary to generate the output and for any limited abuse-monitoring period that the provider applies and that we have accepted. The current categories of subprocessor engaged for this purpose are described in our subprocessor disclosure, available at info@mailmama.net.

AI-assisted features are optional. Where a control is made available in account settings, they may be disabled. Where they are enabled for an account, they may process message content authored by third parties who correspond with that account. Customers are responsible for deciding whether to enable these features, for informing their authorized users, and for meeting any notice, consent, or legal-basis requirements applicable to them.

Output generated by these features is produced automatically and may be inaccurate or incomplete. It is not used to make any decision about an individual by MailMama.

10. Email Tracking Features

The Service includes optional email tracking functionality. Where a customer enables it, the Service may record technical events associated with messages that the customer sends, such as whether and when a message was opened or a link within it was visited, together with associated technical data such as timestamp, IP address, and user agent of the device that triggered the event. The specific events recorded and the retention period are described in our Documentation.

Where tracking is enabled, the customer determines the purposes and means of that processing in relation to its recipients and is the controller of it. MailMama processes the resulting data on the customer’s behalf as processor. The customer is solely responsible for ensuring that its use of tracking complies with the laws applicable to it and to its recipients, including electronic communications and data protection laws that may require transparency or the prior consent of the recipient. In the European Union and the United Kingdom, the use of tracking technologies in email is regulated and will in most cases require recipient consent.

Tracking is disabled unless a customer enables it. We may restrict or disable tracking functionality for particular accounts, jurisdictions, or use cases for legal, regulatory, deliverability, or abuse-prevention reasons.

11. Cookies and Similar Technologies

Our website and application use cookies and similar technologies. Strictly necessary technologies are used to operate the site and the application, to maintain sessions, to authenticate users, to remember settings, and to protect against fraud and abuse. These are used without consent because the site cannot function without them.

Any non-essential technologies, including those used for analytics or preference measurement, are used only where you have given consent through the cookie banner or equivalent control, and consent may be withdrawn at any time. We do not use cookies for cross-context behavioral advertising.

Details of the categories used, their purposes, their duration, and how to manage them are set out in our Cookie Policy.

12. Marketing Communications

We may send service communications, including billing notices, renewal reminders, security alerts, incident notifications, and policy updates. These are necessary to the operation of the Service and are not marketing. You cannot opt out of them while you hold an account.

We may send marketing communications about our own products and services to existing customers and to individuals who have asked to receive them. Every marketing message includes an unsubscribe mechanism, and you may opt out at any time through that mechanism or by contacting info@mailmama.net. We honor opt-out requests promptly and in any event within the period required by applicable law.

Where required by law, including in the European Union, the United Kingdom, and Canada, we obtain consent before sending marketing communications or rely on an applicable exemption for existing customers, and we identify the sender and provide a means of withdrawal in each message.

13. Disclosure of Personal Information

We do not sell personal information. We disclose personal information only in the circumstances described below.

13.1 Subprocessors and Service Providers

We engage third parties to perform functions on our behalf. Each is bound by a written contract that restricts processing to our documented instructions, imposes confidentiality and security obligations, and, where required, includes the terms mandated by Article 28 of the General Data Protection Regulation. The categories we engage are the following.

Cloud infrastructure, hosting, storage, and content delivery providers.
Email infrastructure, routing, filtering, anti-spam, and anti-malware providers.
Domain name system and network service providers.
Payment processing, invoicing, tax calculation, and fraud prevention providers.
Identity, business, and sanctions verification providers.
Artificial intelligence providers supporting optional AI-assisted features.
Customer support, ticketing, and communication providers.
Monitoring, logging, error reporting, and security providers.
Analytics providers, where used and where consent has been obtained.
Professional advisers, including legal, accounting, tax, and audit advisers.

A current list of the subprocessors engaged in the delivery of the Service, including their roles and processing locations, is available on request at info@mailmama.net and is provided to customers under the Data Processing Addendum. Customers entitled to notice of subprocessor changes under that Addendum will receive it in accordance with its terms.

13.2 At Your Direction

Where you connect a third-party email account or another integration, information is exchanged with that provider under the permissions you grant. That provider processes the information under its own privacy notice and we are not responsible for its practices.

13.3 Legal and Regulatory Disclosure

We may disclose personal information where we believe in good faith that disclosure is required by applicable law, regulation, legal process, or an enforceable governmental request; where necessary to enforce our Terms of Service or Acceptable Use Policy; where necessary to investigate suspected fraud, abuse, or security incidents; or where necessary to protect the rights, property, or safety of MailMama, our customers, or the public. Our approach to legal process is described in Section 20.

13.4 Corporate Transactions

If MailMama is involved in a merger, acquisition, financing, reorganization, insolvency, or sale of assets, personal information may be transferred as part of that transaction, subject to the receiving party continuing to protect it in a manner consistent with this Policy. We will notify affected customers where required by law.

13.5 Aggregated and De-identified Information

We may create and use aggregated or de-identified information that cannot reasonably be used to identify an individual, for example for capacity planning, security research, and service statistics. We maintain such information in de-identified form and do not attempt to re-identify it.

MailMama does not sell personal information and does not share personal information for cross-context behavioral advertising, as those terms are defined under the California Consumer Privacy Act as amended by the California Privacy Rights Act, or under comparable state privacy laws. We have not sold or shared personal information in the twelve months preceding the Effective Date of this Policy. We do not sell or share the personal information of minors under 16 years of age.

Where we disclose personal information to a service provider or subprocessor, we do so for a business purpose under a contract that prohibits the recipient from retaining, using, or disclosing the information for any purpose other than performing the services or as otherwise permitted by law.

15. International Transfers of Personal Information

MailMama is established in the United States and operates the Service from infrastructure that may be located in the United States and in other countries. Where we receive personal information from the European Economic Area, the United Kingdom, Switzerland, or another jurisdiction that restricts international transfers, that information will be transferred to and processed in countries that may not provide the same level of protection as your home jurisdiction.

Where such a transfer takes place, we rely on an appropriate transfer mechanism, which may include the Standard Contractual Clauses approved by the European Commission, the United Kingdom International Data Transfer Addendum or International Data Transfer Agreement, the Swiss equivalent where applicable, a finding of adequacy, or another mechanism permitted by applicable law. We also carry out a transfer risk assessment where required and apply supplementary technical and organizational measures where appropriate.

Copies of the relevant transfer mechanism, with confidential commercial terms redacted, are available to customers on request at info@mailmama.net. Our subprocessors are bound by equivalent transfer safeguards.

16. Security

We maintain technical and organizational measures designed to protect personal information against unauthorized access, alteration, disclosure, loss, and destruction. These measures include encryption of data in transit over public networks using industry-standard protocols, storage of account credentials using accepted one-way hashing methods, role-based access controls and authentication requirements for administrative access, segregation of environments, logging and monitoring of access and security events, restriction of staff access to what is necessary for their role, confidentiality obligations for personnel and contractors, backup and recovery procedures, and documented incident response procedures.

No method of transmission or storage is completely secure, and we do not guarantee that the Service or any information transmitted through it will be free from unauthorized access. We do not claim any security certification, audit attestation, or compliance accreditation unless a specific certification is expressly identified in writing.

Email is not an inherently confidential medium. Messages traverse networks and servers operated by third parties, and transport encryption between mail servers depends on the configuration of the receiving network. You should not transmit highly sensitive information by email without additional protection.

Account security also depends on you. You are responsible for maintaining strong and unique credentials, enabling the security features available to you, securing your own devices and networks, and notifying us promptly at info@mailmama.net of any suspected compromise.

17. Personal Data Breaches

We maintain procedures to detect, investigate, contain, and respond to personal data breaches. Where a breach affecting personal information for which we are controller is likely to result in a risk to the rights and freedoms of individuals, we will notify the competent supervisory authority within the period required by applicable law, and will notify affected individuals where the law requires it. Where a breach affects Customer Content processed on behalf of a customer, we will notify the affected customer without undue delay and provide the information reasonably necessary for that customer to meet its own notification obligations, in accordance with the Data Processing Addendum.

18. Your Rights Under European and United Kingdom Law

If you are located in the European Economic Area, the United Kingdom, or Switzerland, you have the following rights in relation to personal information for which MailMama is controller. These rights are subject to conditions and exemptions in applicable law.

Access. To obtain confirmation of whether we process your personal information and to receive a copy of it, together with information about the processing.
Rectification. To have inaccurate personal information corrected and incomplete information completed.
Erasure. To have personal information deleted where one of the grounds in applicable law applies, for example where it is no longer necessary for the purpose for which it was collected.
Restriction. To have processing restricted in defined circumstances, for example while the accuracy of information is being verified.
Portability. To receive personal information you provided to us, in a structured, commonly used, machine-readable format, and to have it transmitted to another controller where technically feasible, where processing is based on consent or contract and is carried out by automated means.
Objection. To object at any time to processing based on our legitimate interests, on grounds relating to your particular situation, and to object at any time and without reason to processing for direct marketing purposes.
Withdrawal of consent. To withdraw consent at any time where processing is based on consent, without affecting the lawfulness of processing before withdrawal.
Automated decision-making. Not to be subject to a decision based solely on automated processing that produces legal effects concerning you or similarly significantly affects you, except as permitted by law. Our position on this is described in Section 21.
Complaint. To lodge a complaint with a supervisory authority, as described in Section 22.

19. Your Rights Under United States State Privacy Laws

19.1 California

If you are a California resident, the California Consumer Privacy Act as amended by the California Privacy Rights Act gives you the rights described below. These rights apply to personal information we hold as a business, including information relating to individuals acting in a business or employment capacity.

The right to know the categories and specific pieces of personal information we have collected, the categories of sources, the business or commercial purposes for collection, and the categories of third parties to whom we disclose it.
The right to delete personal information we have collected from you, subject to statutory exceptions, including where retention is necessary to complete a transaction, provide the Service, detect security incidents, protect against fraud or illegal activity, or comply with a legal obligation.
The right to correct inaccurate personal information.
The right to opt out of the sale of personal information and of sharing for cross-context behavioral advertising. As stated in Section 14, we do not sell or share personal information, so there is no opt-out to exercise.
The right to limit the use and disclosure of sensitive personal information. We use sensitive personal information only for purposes permitted without a limitation right, such as providing the Service, securing accounts, and preventing fraud.
The right not to receive discriminatory treatment for exercising any of these rights. We do not offer financial incentives in exchange for personal information.

In the twelve months preceding the Effective Date, we collected the following categories of personal information as listed in the California Consumer Privacy Act: identifiers; personal information categories listed in the California customer records statute; commercial information; internet or other electronic network activity information; geolocation data derived from IP address; professional or employment-related information where provided; and, where contained in Customer Content, other categories placed there by a customer. The sources, purposes, and categories of recipients are described in Sections 5, 6, and 13. We disclosed personal information for business purposes to the categories of recipients listed in Section 13.1.

California residents may also request information under California Civil Code Section 1798.83 regarding disclosure of personal information to third parties for their direct marketing purposes. We do not make such disclosures.

19.2 Other United States States

Residents of other states with comprehensive privacy laws, including but not limited to Virginia, Colorado, Connecticut, Utah, Texas, Oregon, Montana, and other states whose laws are or become effective, have rights that generally include the right to confirm whether we process their personal data and to access it, the right to correct inaccuracies, the right to delete personal data, the right to obtain a portable copy, and the right to opt out of targeted advertising, the sale of personal data, and profiling in furtherance of decisions producing legal or similarly significant effects. We do not engage in targeted advertising, the sale of personal data, or such profiling.

Where required by the law of your state, you may appeal a decision we make in relation to a rights request. To appeal, reply to our decision or write to info@mailmama.net with the subject line “Privacy Appeal”. We will respond within the period required by applicable law and, if the appeal is denied, will provide a method by which you may contact your state attorney general.

19.3 Authorized Agents

You may use an authorized agent to submit a request on your behalf. We will require written proof of the agent’s authority and may require you to verify your identity directly with us.

20. Your Rights Under Canadian Law

If you are located in Canada, the Personal Information Protection and Electronic Documents Act and applicable provincial legislation give you the right to access the personal information we hold about you, to request correction of inaccurate information, and to withdraw consent subject to legal and contractual restrictions. We obtain consent for the collection, use, and disclosure of personal information where required, and rely on implied consent where the law permits. Requests may be sent to info@mailmama.net. You may also complain to the Office of the Privacy Commissioner of Canada or the relevant provincial authority.

Commercial electronic messages sent to Canadian recipients by MailMama comply with the requirements of Canada’s Anti-Spam Legislation, including consent, sender identification, and unsubscribe requirements. Customers who use the Service to send commercial electronic messages are responsible for their own compliance with that legislation.

21. How to Exercise Your Rights

To exercise any right described in this Policy, send a request to info@mailmama.net with the subject line “Privacy Request”, identifying the right you wish to exercise and the personal information concerned. You may also write to us at 75 E 3rd St, Sheridan, WY 82801, United States.

We will take reasonable steps to verify your identity before acting on a request, which may include asking you to respond from the email address associated with the account or to provide additional information sufficient to match you to the information we hold. We collect this information only for verification and delete it afterwards. Where we cannot verify your identity, we will not be able to act on the request and will tell you why.

We respond to requests within the period required by applicable law, which is generally one month under European and United Kingdom law, extendable by two further months where the request is complex, and generally forty-five days under United States state privacy laws, extendable once where permitted. We will notify you of any extension and the reason for it. Requests are handled free of charge, unless a request is manifestly unfounded or excessive, in which case we may charge a reasonable fee or decline to act, and will explain our reasons.

Where a request relates to Customer Content held in a customer’s account, we act as processor and will refer the request to the relevant customer, as described in Section 3.2.

22. Complaints and Supervisory Authorities

If you are concerned about how we handle personal information, contact us first at info@mailmama.net so that we can try to resolve the matter.

If you are located in the European Economic Area, you may lodge a complaint with the supervisory authority of the Member State of your habitual residence, place of work, or the place of the alleged infringement. If you are located in the United Kingdom, you may lodge a complaint with the Information Commissioner’s Office. If you are located in Switzerland, you may contact the Federal Data Protection and Information Commissioner. If you are located in Canada, you may contact the Office of the Privacy Commissioner of Canada or the relevant provincial authority. If you are a resident of a United States state with a comprehensive privacy law, you may contact your state attorney general.

23. Automated Decision-Making and Profiling

We use automated systems to filter spam, detect malware, identify abuse and fraud, enforce sending and usage limits, and screen for sanctions and payment risk. These systems may result in a message being quarantined, a connection being blocked, a sending limit being applied, or an account being suspended or declined.

Where an automated decision has a significant effect on you, such as the suspension or refusal of an account, you may request human review by contacting info@mailmama.net. We will review the decision, explain the basis for it to the extent that doing so does not compromise security or abuse prevention, and allow you to contest it. We do not use automated decision-making for profiling individuals for marketing purposes.

24. Legal Process and Government Requests

As a provider of hosted email services, we may receive subpoenas, court orders, preservation requests, and other legal process relating to accounts or Customer Content. We review each request and disclose information only where the request is valid and enforceable under applicable law, and only to the extent required.

Where we are legally permitted to do so, we make reasonable efforts to notify the affected account owner before disclosing Customer Content, so that the account owner may seek to limit or challenge the request. In some cases we are prohibited from providing notice. We may also disclose information without notice where we believe in good faith that an emergency involving a risk of death or serious physical injury requires it.

25. Third-Party Websites and Services

Our website and the Service may link to or interoperate with third-party websites and services. We do not control those parties and are not responsible for their content, security, or privacy practices. Reviewing their privacy notices before providing information to them is your responsibility.

26. Do Not Track and Global Privacy Control

Browsers may transmit a Do Not Track signal. There is no common industry standard for how that signal should be interpreted, and our website does not respond to it. Where required by applicable law, we treat an opt-out preference signal such as Global Privacy Control as a valid request to opt out of the sale and sharing of personal information for the browser or device from which it is received. As stated in Section 14, we do not sell or share personal information.

27. Changes to This Privacy Policy

We may update this Privacy Policy to reflect changes to the Service, to our operations, to the subprocessors we engage, or to legal requirements. The current version is always available at https://mailmama.net/ with the Effective Date shown at the top.

Where a change is material, we will notify customers by email to the address associated with the account, or by a prominent notice within the Service, before the change takes effect. Where a change requires consent under applicable law, we will obtain that consent. We encourage you to review this Policy periodically.

28. Contact Information

Privacy questions, rights requests, appeals, subprocessor list requests, Data Processing Addendum requests, and complaints should be directed to the contact details below, using the subject line “Privacy Request”.