Privacy Policy
Last updated: September 30, 2026
What we collect
- Account data: email address and the domain you registered with VayloMail.
- Payment data: processed by Stripe; we do not store card numbers. We receive customer ID and subscription status from Stripe.
- Server logs: SMTP, IMAP, and webmail activity on your mail server, retained on the VPS for 14 days for security and troubleshooting, then rotated.
- Mailbox contents: the mail you receive and send is stored on your dedicated VPS and in nightly offsite backups.
Website pilot measurement
When enabled, our first-party website pilot counts page views and clicks to enquire or start checkout. It records only a daily date, a fixed public-page category, a source category such as ChatGPT or Claude, an event category and an aggregate count. This pilot store does not contain email addresses, IP addresses, message contents, full referring URLs or persistent visitor identifiers.
The pilot uses no cookies or browser storage. It classifies the source of each page independently and creates no cross-visit identifier. Browser Do Not Track and Global Privacy Control signals disable the pilot client. Aggregate entries older than 35 days are removed when a new event is recorded. A transient rate limiter uses connection IP addresses in memory; it does not write them to the pilot store. No pilot data is sent to an analytics vendor. Other operational logging described in this policy is separate.
How we use it
We use account and payment data to deliver and bill the service, send operational alerts (server health, billing, security), and respond to support requests. We use server logs to debug problems and detect abuse. We do not read mailbox contents except where required to investigate a specific issue you've reported, or where compelled by law.
Who we share with
- Stripe — payment processing.
- Resend — transactional email delivery (welcome emails, billing notices).
- Infrastructure & backup providers — reputable EU/UK hosting and offsite-backup providers that run the servers and store encrypted backups.
We do not sell or rent your data. We do not share it with advertisers or analytics brokers.
Retention
Mailbox data and backups are kept while your subscription is active. After cancellation, backups are retained for 14 days and then permanently deleted. You can request earlier deletion via support@vaylomail.com.
Your rights
You can request a copy of the personal data we hold about you, ask us to correct it, or ask us to delete it (subject to legal retention obligations). Email support@vaylomail.com; we respond within 30 days.
Security
Mail servers are hardened and continuously monitored, with encrypted connections, strict access controls, and standard email authentication (DKIM, SPF, DMARC) configured throughout. Backups are encrypted and stored offsite. Despite our efforts, no system is perfectly secure; in the event of a breach we will notify affected customers without undue delay.
Contact
Privacy questions: support@vaylomail.com.