Privacy Policy

1. Introduction

NBXTD Mail ("we", "us", or "our") operates the email platform available at nbxtd.com (the "Service"). This Privacy Policy explains how we collect, use, disclose, and protect your personal information when you use our Service. By accessing or using the Service, you consent to the data practices described in this policy.

2. Information We Collect

Account Information: When you register, we collect your name, email address, and organization details.

Email Content: As an email service provider, we process email messages, attachments, and metadata (sender, recipient, subject, timestamps) necessary to deliver, route, and display your email.

Domain and DNS Information: We collect domain names and DNS configuration data (SPF, DKIM, DMARC, MX records) to verify and manage your custom domains.

Usage Data: We log IP addresses, browser type, device information, access times, and interaction data for security, auditing, and service improvement.

Billing Information: If you purchase a paid plan, we collect billing name, address, and payment method details processed through our payment provider.

3. How We Use Your Information

• To provide, operate, and maintain the email infrastructure Service;
• To send, receive, route, and store your email communications;
• To verify domain ownership and manage DNS records;
• To provide AI-powered features including email summaries, categorization, and draft replies;
• To monitor and analyze usage, detect fraud, and prevent abuse;
• To maintain audit logs for security and compliance purposes;
• To send service-related notifications, alerts, and administrative communications;
• To respond to your inquiries and provide customer support;
• To comply with legal obligations and enforce our Terms of Service.

4. Legal Basis for Processing (GDPR)

For users in the European Economic Area, we process personal data under the following legal bases: (a) performance of a contract (providing the email service you requested); (b) compliance with legal obligations (retention and audit requirements); (c) our legitimate interests (security, fraud prevention, service improvement); and (d) your consent (for optional features like AI processing), which you may withdraw at any time.

5. Data Sharing and Disclosure

We do not sell your personal information. We may share data with:

• Service Providers: Third parties that support our operations, including Resend (email delivery infrastructure), cloud hosting, and analytics providers, under contractual data protection obligations;
• Legal Authorities: When required by law, court order, or government regulation, or to protect our rights, property, or safety;
• Business Transfers: In connection with a merger, acquisition, or asset sale, subject to confidentiality and data protection obligations;
• With Your Consent: When you explicitly authorize sharing.

6. Data Security

We implement industry-standard technical and organizational measures to protect your data, including encryption in transit (TLS) and at rest, access controls, role-based permissions, and comprehensive audit logging. Despite these measures, no method of transmission over the internet is completely secure. See our Security page for more details.

7. Data Retention

We retain your personal information for as long as your account is active or as needed to provide the Service. Email content is retained according to your plan and account settings. Audit logs are retained for a minimum of 12 months. Upon account deletion, we will remove or anonymize your personal data within 30 days, except where retention is required by law.

8. Your Privacy Rights

Depending on your jurisdiction, you may have the right to:

• Access the personal information we hold about you;
• Request correction of inaccurate or incomplete data;
• Request deletion of your personal data ("right to be forgotten");
• Restrict or object to processing of your data;
• Request data portability (receive a copy of your data in a structured format);
• Withdraw consent for optional processing at any time;
• File a complaint with your local data protection authority.

To exercise any of these rights, contact us at help@nbxtd.com.

9. Cookies and Tracking Technologies

We use essential cookies and similar technologies to operate the Service, maintain your session, and remember your preferences. We may use analytics cookies to understand how the Service is used. You can control cookies through your browser settings, though disabling them may affect Service functionality.

10. International Data Transfers

Your information may be transferred to and processed in countries other than your own, including the United States. We take appropriate measures to ensure your data is protected in accordance with this Privacy Policy and applicable law, including standard contractual clauses or other lawful transfer mechanisms where required.

11. Children's Privacy

The Service is not intended for use by individuals under 16 years of age. We do not knowingly collect personal information from children. If you believe we have collected data from a minor, please contact us and we will promptly remove it.

12. AI Processing Disclosure

Our Service includes AI-powered features such as email summarization, smart categorization, urgency analysis, and draft reply generation. These features process your email content to provide intelligent insights. AI-generated content may not always be accurate. You are responsible for reviewing AI-generated suggestions before acting on them. We do not use your email content to train external third-party AI models.

13. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by posting the updated policy on this page and updating the "Last updated" date. We encourage you to review this page periodically.

14. Contact Us

If you have questions about this Privacy Policy or our data practices, please contact us at:

Email: help@nbxtd.com
Website: Contact page