HostMail Workspace Privacy Policy

HostMail Workspace Privacy Policy Effective date: June 17, 2026 HostMail.online provides business email, custom domain workspace tools, cloud file storage, chat, classroom features, billing tools, and mailbox synchronization services. This Privacy Policy explains how HostMail.online collects, uses, stores, and protects information when organizations and users access HostMail Workspace. 1. Information We Collect We may collect account information such as name, email address, username, phone number, recovery email, organization name, domain name, billing details, workspace settings, uploaded files, email metadata, messages, classroom content, calendar data, and technical information such as IP address, browser type, device information, session data, and usage logs. 2. Workspace and Email Data HostMail Workspace stores organization email records, mailbox configuration, attachments, files, chat messages, course materials, assignments, submissions, invoices, and related metadata so the platform can provide email, storage, collaboration, classroom, billing, and administration features. 3. How We Use Information We use information to create and secure accounts, deliver workspace services, authenticate users, process billing and invoices, verify domains, synchronize mailboxes, provide support, improve reliability, prevent abuse, detect spam, maintain backups, and comply with legal obligations. 4. Organization Administration Organization administrators may manage users, domains, billing status, storage usage, branding, mailbox discovery, and security settings. Administrators may access workspace data that belongs to their organization as required for administration and support. 5. Data Sharing We do not sell personal information. We may share information with service providers, hosting infrastructure, email delivery providers, payment or billing processors, security tools, and legal authorities when required to operate the service, enforce policies, protect users, or comply with applicable law. 6. Security We use reasonable administrative, technical, and organizational safeguards to protect workspace data. No online service can guarantee absolute security, so users should choose strong passwords, protect recovery email accounts, and restrict administrator access. 7. Data Retention We retain account, workspace, billing, and operational data for as long as needed to provide the service, maintain records, resolve disputes, enforce agreements, and meet legal requirements. Deleted organization data may remain in backups for a limited period. 8. Cookies and Sessions HostMail Workspace uses cookies and session storage for authentication, security, preferences, and normal application functionality. 9. User Choices Users may update profile information, change passwords, and request account or data changes through their organization administrator or HostMail support. Some records may be retained where required for security, billing, backup, or legal reasons. 10. Changes to This Policy We may update this Privacy Policy from time to time. Continued use of HostMail Workspace after changes means the updated policy applies. 11. Contact For privacy questions, contact HostMail.online using the company contact details published in the platform administration settings.