This policy explains what information VoraMail collects, why, and the choices you have. We’ve written it in plain language. If anything is unclear, contact us.
Who we are
VoraMail provides business email on your own domain, with optional add-ons. In this policy, “VoraMail”, “we” and “us” refer to the operator of the VoraMail service at voramail.bulletplushosting.com. “You” means a person with a VoraMail account.
Information we collect
Account information
Your name, the email address you sign up with, your password (stored only as a bcrypt hash), and optional profile details such as a job title, phone number, signature and avatar.
Email content
The messages you send and receive, including attachments and metadata (sender, recipients, subject, dates), are stored in your mailboxes so we can deliver them to you. Mailbox credentials are encrypted at rest with AES-256-GCM.
Domain configuration
The domains you add, their verification tokens, and the results of DNS checks (MX, SPF, DKIM, DMARC and blocklist lookups).
Feature data
- Open tracking: for emails you choose to track, we record each open with its time, plus the IP address and user agent of the request.
- Follow-ups and scheduled sends: the text and timing you set, and their status.
- Team inboxes: memberships, assignments, internal notes and reply locks.
- Pay-now links: the amount, description and payment status of requests you create.
Payment information
Payments are processed by Stripe. We receive limited information (such as customer and subscription identifiers and payment status). We never receive or store full card numbers.
Technical information
Like most web services, our servers log basic request information (IP address, browser user agent, timestamps) to operate and secure the service.
Contact form
If you use our contact form, we receive the name, email address and message you submit.
How we use information
- To provide the service: deliver and store email, run the features you enable, and show you your data.
- To bill you for subscriptions and add-ons.
- To send service emails, such as password resets, team invitations and domain health alerts.
- To keep the service secure and prevent abuse.
- To answer your questions and support requests.
- To meet legal obligations.
We do not sell your personal information and we do not use your email content for advertising.
AI features
If you use the AI replies and summaries add-on, the messages of the thread you are viewing are sent to our AI provider only when you click Summarize or AI reply, to generate the result. Nothing is sent otherwise.
Email open tracking and recipients
Open tracking is opt-in per message. If you use it, you are responsible for using it in line with the laws that apply to you and your recipients, which may include telling recipients about tracking. Recipients can prevent tracking by disabling remote images in their email client.
Who we share information with
We share information only with service providers that help us run VoraMail, and only as needed:
| Provider | Purpose |
|---|---|
| Hetzner Online (Helsinki, Finland) | Server hosting |
| Stripe | Payment processing |
| Our AI provider | Generating AI replies and summaries, only when you use them |
We may also disclose information when required by law, to protect our rights or users’ safety, or as part of a business transfer, in which case this policy continues to apply.
Where data is stored
VoraMail’s servers are located in the European Union (Helsinki, Finland). Some providers, such as Stripe, may process data in other countries under their own safeguards.
Security
We use encrypted connections (HTTPS/TLS), hash passwords with bcrypt, encrypt mailbox credentials with AES-256-GCM, and use secure, HTTP-only session cookies. See our Security page for details. No system is perfectly secure, but we work to protect your data.
Retention
We keep your data while your account is active. When you delete your account, your mailboxes, domains and associated data are deleted from our live systems. We may keep limited records, such as billing records, where the law requires. See Account deletion.
Your rights
Depending on where you live, you may have rights to access, correct, export or delete your personal data, and to object to or restrict certain processing. You can update your profile and delete your account in the app at any time. For other requests, contact us. You may also lodge a complaint with your local data protection authority.
Children
VoraMail is a business service and is not intended for children under 16.
Changes
We may update this policy. If changes are significant, we’ll let you know by email or in the app before they take effect.
Contact
Questions about privacy? Use our contact form.