Privacy Policy

ClientMail Pty Ltd ("ClientMail", "we", "us") operates Professional Email at clientmail.site. This Privacy Policy explains how we collect, use, protect and retain information in delivering the service.

1. Professional Email

ClientMail is a business email software platform. Customers connect email domains and supported, authorised SMTP or email API providers, organise business contacts, prepare messages and monitor available delivery and recipient-response information. Customers control their business records and the lawful purposes of their messages. Depending on the activity, we may handle information as a service provider on a customer's instructions.

2. Information collected

We handle business account names, contact information, login credentials in protected form, authentication sessions, subscription and payment-reference records, security logs and enquiries. Customers may provide contact names and email addresses, transaction references, order details, limited custom fields, email templates and message content. Processing can create delivery attempts, status and audit records, suppression entries and recipient responses. Our public enquiry form stores the submitted name, email, topic and message, plus limited abuse-prevention information.

3. Why we use information

We use information to create and secure accounts; administer subscriptions and support; verify domains; store business contacts and templates; transmit customer-authorised email through configured providers; operate queues and suppression controls; display delivery or response records; investigate abuse or security issues; and comply with legal requirements. We do not sell customer lists or authorise one customer to view another customer's records.

4. Sending providers and service partners

Professional Email uses Cloudflare infrastructure, including Workers, D1 and where configured R2 and Queues. When a customer connects a provider, necessary sender, recipient and message data are shared with that provider for delivery. Provider account credentials or API keys, when supported, are stored in encrypted form. Provider processing or hosting may occur outside Australia. Each customer's email provider may impose its own security, retention, data-use and sending policies.

5. Security

We use authentication, business-level access controls, encrypted storage for supported email connection secrets, permissions checks, request validation and administrator safeguards. No service can guarantee absolute security. Customers should use strong account security, connect only infrastructure they control or have authority to use and notify us promptly if they suspect a compromise.

6. Retention, access and deletion

Records may be retained while necessary to provide the service, maintain billing and security records, investigate disputes or meet legal obligations. Different records have different operational purposes; not all data currently has an automatic fixed deletion date. Customers can ask about access, correction, export or deletion by emailing support@clientmail.site. We may require identity verification and may need to retain records where the law requires it.

Inactive historical integrations: Some older accounts may contain encrypted provider authorisation records, mailbox identifiers or unsent drafts relating to features no longer offered. Those functions are disabled and cannot send messages. Historical access credentials are not used for new provider requests. Customers can request deletion of such records via support and should also revoke any older third-party permissions directly with that provider, including Google Account access where applicable. Where Google API information was previously received, it is handled in accordance with the Google API Services User Data Policy, including applicable Limited Use restrictions; it is not sold, used for behavioural advertising or used to train general-purpose AI models.

7. Australian privacy rights and complaints

We aim to comply with applicable Australian privacy law, including the Australian Privacy Principles where applicable. Individuals whose records were uploaded by a customer business should ordinarily contact that business first; we will assist as appropriate. Privacy concerns can be sent to support@clientmail.site or through our contact form. The Office of the Australian Information Commissioner publishes information about privacy complaints and rights.

8. Updates

We may revise this policy when our Professional Email services or legal requirements change and will provide additional notice where required by law.