Privacy Policy

What changed from the previous version

• The policy now lists what we actually collect, why, how long we keep it and who receives it, including the fraud checks at signup and checkout and the data EmailEngine sends when it validates a license.
• Our servers are in the European Union. The previous version said data was processed in the United States.
• Google Analytics, Mixpanel, PayPal and advertising cookies were never in use and are gone from the text. Our sites set no tracking cookies.
• The visit tracking that marketing pages used to store in your browser has been removed, and country lookups now happen on our own server.
• One policy now covers postalsys.com, emailengine.app and the documentation.

1. Who we are

Postal Systems OÜ, registry code 14971894, Narva mnt 5, 10117 Tallinn, Estonia, is the controller of the personal data described here. For anything about your data, write to info@postalsys.com.

2. What this policy covers

This policy covers the account portal at https://postalsys.com, the websites emailengine.app and learn.emailengine.app, the docs assistant, and the data EmailEngine sends to us when it validates a license key.

It does not cover the email EmailEngine handles. EmailEngine is self-hosted: it runs on your servers, and the mailboxes, messages and credentials it works with never reach us. For that data you are the controller and we are not your processor, so no data processing agreement with us is needed for it.

3. What we collect and why

Your account

Your name, email address, password (stored only as a salted hash), the teams you belong to, and, if you turn them on, your two-factor authentication secret (stored encrypted), passkeys and device-binding keys (public keys only). Why: to run your account (contract) and keep it secure (legitimate interest).

Your organisation and billing

Company name, billing address, VAT number, currency, your Stripe customer reference, and from Stripe the brand, last four digits, country and expiry date of your card. Card numbers are handled by Stripe and never reach us. Your invoices and credit notes, including their PDF files. Why: billing and taxes (contract and legal obligation).

Signup and fraud checks

When you sign up we record your IP address, the country it belongs to, whether it is a known proxy, VPN or Tor exit, your browser's language, what you told us about how you found us, and the referring page and campaign tags of the signup page. To prevent card fraud, an automated check compares these details, your company's public web presence and, at checkout, your payment method's details, with the patterns of fraud we have seen. It uses AI services (see recipients) and stores their verdicts and the evidence they cite. Why: preventing fraud (legitimate interest).

This check can stop a purchase without a person looking at it first. If you think it has wrongly affected you, write to info@postalsys.com and a person will review the decision.

License keys and license validation

The license keys you create, with the hostname you enter. When EmailEngine validates a key it sends us the key, its own version, an identifier of the installation, and a summary of which EmailEngine features are in use (no message content, addresses or credentials); the summary can be turned off with the EENGINE_BEACON_DISABLED setting. We also receive the IP address the request comes from. We store the latest of these per installation. Why: enforcing the license (contract); planning the product from the feature summary (legitimate interest).

Security events

Sign-ins, failed sign-ins and changes to your password, two-factor settings and passkeys, each with the IP address and browser. You can see them on your account's Security page. Why: protecting your account (legitimate interest).

Support

Your messages to us, and notes our staff keep about your account. To help you, our staff can view your account in read-only mode; each such access is logged. Why: support (contract and legitimate interest).

Server logs and error reports

Our servers log each request with its IP address and the page asked for (with any security tokens in the address removed). Errors are reported to our own error tracker. Why: running and securing the service (legitimate interest).

Website analytics

We count visits with Plausible Analytics, hosted on our own server in the EU. It sets no cookies and keeps no IP addresses or personal identifiers: only the page, referring site, country, browser and device type, in aggregate. Why: improving our websites (legitimate interest).

Testimonials

If you send one: your name, role, company, photo and text. The text and your email domain are checked automatically for spam. Why: publishing it (your consent, which you can withdraw).

Docs assistant

The questions you ask the "Ask AI" assistant and its answers. Why: answering you and improving the answers (legitimate interest).

Release notes newsletter

If you subscribe on emailengine.app: your email address. Why: sending the release notes (your consent; every email has an unsubscribe link).

4. How long we keep it

When you ask us to delete your data, we remove or anonymise it except invoices, and it leaves the backups as they roll over.

5. Who receives it

We do not sell personal data or use it for advertising. These service providers process it for us, each only for the purpose shown:

Transfers outside the EU. For providers in the United States we rely on the EU-US Data Privacy Framework where the provider is certified, and on the European Commission's standard contractual clauses otherwise; for IP2Location, on standard contractual clauses. Ask us for a copy of the safeguards that apply.

We disclose personal data to authorities only when the law requires it, and it may pass to a successor if our business is sold or merged.

6. Cookies and browser storage

Our sites set no tracking or advertising cookies, so we do not ask for consent. What they store is needed for the site to work:

• the sign-in session cookie on https://postalsys.com, and, in browsers that support device-bound sessions, a second cookie tied to your device;
• your light or dark theme choice, and the width of the docs assistant panel, kept in your browser only;
• on emailengine.app, the currency and prices to show you (from postalsys.com/region.js, which contains nothing about you), kept in your browser for 7 days.

Pages on emailengine.app that show prices or testimonials load them from https://postalsys.com, so your IP address reaches our server and its logs (30 days). The testimonial cards and their font are served by us; no font or script is loaded from Google.

7. Your rights

Under the GDPR you can ask us for a copy of your personal data, to correct it, to delete it, to restrict or object to how we use it, to receive it in a portable format, and to withdraw any consent you gave. Write to info@postalsys.com; we answer within one month, and may ask you to confirm that the account is yours. Some data, such as invoices, we must keep even after a deletion request.

You can also complain to a data protection authority. Ours is the Estonian Data Protection Inspectorate (Andmekaitse Inspektsioon, www.aki.ee), and you can contact the one where you live.

The Service is not meant for anyone under 18.

8. Security

Data is encrypted in transit, our databases are reachable only from our own servers, offsite backups are encrypted, and access by our staff is limited and logged. No system is perfectly secure; if a breach affects your data, we will tell you and the authority as the law requires.

9. Changes

We will update this policy when what we do changes. For a material change we email the members of paying organisations before it takes effect; the date it takes effect is shown at the top of this page.

The country of an IP address is looked up with GeoLite2 data created by MaxMind, available from www.maxmind.com.