Privacy Policy

1. Introduction

Mission Inbox ("we," "us," "our," or "Company") is committed to protecting your privacy and being transparent about how we collect, use, and protect your personal information. This Privacy Policy explains our data practices when you use our email service platform and related services (the "Service").

By using our Service, you agree to the collection and use of information in accordance with this Privacy Policy. If you do not agree with our practices, please do not use our Service.

2. Information We Collect

2.1 Account Information

When you create an account, we collect:

Identity Information: Name, email address, company name, job title
Contact Information: Business address, phone number
Account Credentials: Username, encrypted password, security questions
Billing Information: Credit card details, billing address, tax identification numbers

2.2 Email Content and Metadata

As an email service provider, we process:

Email Content: Message body, subject lines, attachments you send through our Service
Email Metadata: Sender and recipient addresses, timestamps, delivery status, bounce information
Contact Lists: Recipient lists you upload or create within our platform
Email Performance Data: Open rates, click rates, unsubscribe rates, spam complaints
Content Analysis Data: Email patterns, content characteristics, and quality indicators used to train our MI Shield spam protection system

2.3 Technical Information

We automatically collect:

Device Information: IP address, browser type, operating system, device identifiers
Usage Data: Pages visited, features used, time spent on platform, click patterns
Log Data: Server logs, error reports, access times, API usage statistics
Cookies and Tracking: Session identifiers, preferences, analytics data

2.4 Third-Party Integrations

When you connect third-party services:

Integration Data: API keys, authentication tokens, synchronized data
Connected Account Information: Data you choose to import from integrated services

3. How We Use Your Information

3.1 Service Provision

We use your information to:

Deliver, maintain, and improve our email services
Process and send your email campaigns
Manage your account and provide customer support
Monitor deliverability and maintain sender reputation
Prevent spam and ensure compliance with our Acceptable Use Policy
AI-Powered Spam Protection: Train and improve our proprietary MI Shield LLM (Large Language Model) using email content and patterns to enhance spam detection and content quality analysis

3.2 Business Operations

Billing and Payments: Process transactions, generate invoices, manage subscriptions
Communication: Send service updates, security alerts, and account notifications
Analytics: Analyze platform usage to improve features and user experience
Legal Compliance: Meet regulatory requirements and respond to legal requests

3.3 Security and Fraud Prevention

Monitor for suspicious activity and unauthorized access
Implement security measures and investigate potential violations
Maintain audit logs for compliance and troubleshooting

4. Information Sharing and Disclosure

4.1 We Do Not Sell Your Data

Mission Inbox does not sell, rent, or trade your personal information to third parties for marketing purposes.

4.2 Service Providers

We may share information with trusted third-party service providers who assist in:

Infrastructure: Cloud hosting, content delivery networks, data storage
Payment Processing: Credit card processing, billing management
Analytics: Usage analytics, performance monitoring (anonymized data only)
Support Services: Customer service platforms, communication tools

All service providers are contractually bound to protect your information and use it only for specified purposes.

4.3 Legal Requirements

We may disclose information when required by law or when we believe disclosure is necessary to:

Comply with legal process, court orders, or government requests
Protect our rights, property, or safety, or that of our users
Investigate fraud, security breaches, or policy violations
Enforce our Terms of Service

4.4 Business Transfers

In the event of a merger, acquisition, or sale of assets, user information may be transferred as part of the transaction. We will notify users of any such change in ownership or control.

4.5 Your Email Recipients

When you send emails through our Service, recipient information and email content are shared with:

The intended recipients of your emails
Email service providers in the delivery chain
Analytics services that track email performance (when enabled)

5. Data Retention

5.1 Account Data

We retain your account information for as long as your account is active and for a reasonable period thereafter to comply with legal obligations and resolve disputes.

5.2 Email Data

Email Content: Stored for up to 90 days for delivery purposes and troubleshooting
Email Logs: Retained for up to 2 years for compliance and deliverability monitoring
Performance Analytics: Aggregated data may be retained indefinitely in anonymized form

5.3 Deleted Data

When you delete your account:

Account information is deleted within 30 days
Email content in transit or recent logs may be retained for up to 90 days
Billing records are retained as required by law and accounting standards
Some anonymized analytics data may be retained for service improvement

6. Data Security

6.1 Security Measures

We implement industry-standard security measures including:

Encryption: Data encrypted in transit and at rest using AES-256
Access Controls: Role-based access with multi-factor authentication
Network Security: Firewalls, intrusion detection, and regular security audits
Infrastructure: SOC 2 compliant data centers with 24/7 monitoring

6.2 Employee Access

Access to personal information is limited to employees who need it to perform their job functions. All employees undergo security training and sign confidentiality agreements.

6.3 Incident Response

In the event of a data breach, we will:

Contain the incident and assess the scope of impact
Notify affected users within 72 hours when required by law
Cooperate with law enforcement and regulatory authorities
Take corrective measures to prevent future incidents

7. Your Privacy Rights

7.1 Access and Portability

You have the right to:

Access your personal information we have on file
Request a copy of your data in a portable format
Review email delivery logs and performance data

7.2 Correction and Updates

You can:

Update your account information through your dashboard
Correct inaccurate personal information
Request assistance with data corrections through support

7.3 Deletion Rights

You may request deletion of:

Your account and associated personal information (completed within 60 days of cancellation)
Specific email campaigns or contact lists
Historical usage data (subject to legal retention requirements)
Note: Account cancellation automatically triggers the 60-day deletion process for all personal information

7.4 Marketing Communications

You can opt out of:

Marketing emails by using unsubscribe links
Product announcements through account settings
Newsletter communications at any time

7.5 Data Processing Objections

In certain circumstances, you may object to:

Processing of your personal information for direct marketing
Automated decision-making that affects you
Use of your data for analytics purposes

8. International Data Transfers

8.1 Global Operations

Mission Inbox operates globally and may transfer data across borders to:

Provide consistent service experience
Comply with local data residency requirements
Utilize cloud infrastructure and service providers

8.2 Transfer Safeguards

International transfers are protected by:

Adequacy Decisions: Transfers to countries with adequate protection
Standard Contractual Clauses: EU-approved contract terms for data protection
Certification Programs: Privacy Shield successors and similar frameworks

9. Cookies and Tracking Technologies

9.1 Cookie Usage

We use cookies and similar technologies for:

Essential Functions: Authentication, security, basic platform operation
Performance: Analytics, load balancing, error tracking
Functionality: User preferences, interface customization
Marketing: Conversion tracking, advertising optimization (with consent)

9.2 Cookie Management

You can control cookies through:

Browser settings to block or delete cookies
Our cookie preference center
Opt-out tools for analytics and advertising cookies

9.3 Do Not Track

We honor Do Not Track signals and will not track users who have enabled this browser setting.

10. Children's Privacy

Our Service is not intended for children under 16 years of age. We do not knowingly collect personal information from children under 16. If we become aware that we have collected such information, we will take steps to delete it promptly.

11. Regional Privacy Rights

11.1 European Union (GDPR)

EU residents have additional rights under GDPR including:

Right to be forgotten (erasure)
Right to data portability
Right to restrict processing
Right to object to processing
Right to lodge complaints with supervisory authorities

11.2 California (CCPA/CPRA)

California residents have rights under CCPA including:

Right to know what personal information is collected
Right to delete personal information
Right to opt-out of sale of personal information
Right to non-discrimination for exercising privacy rights

11.3 Other Jurisdictions

We comply with applicable privacy laws in all jurisdictions where we operate and will honor privacy rights as required by local law.

12. Third-Party Links and Services

Our Service may contain links to third-party websites or integrate with external services. This Privacy Policy does not apply to third-party sites or services. We encourage you to review the privacy policies of any third-party services you use.

13. Privacy Policy Updates

13.1 Change Notifications

We may update this Privacy Policy periodically. Material changes will be communicated through:

Email notification to account holders
Prominent notice on our website
In-app notifications

13.2 Continued Use

Your continued use of the Service after policy updates constitutes acceptance of the revised Privacy Policy. If you disagree with changes, you may terminate your account.

14. AI and Machine Learning

14.1 MI Shield LLM Training

Mission Inbox uses email content, patterns, and performance data to train our proprietary AI system called "MI Shield." This machine learning model helps us:

Improve Spam Detection: Identify and prevent spam, phishing, and low-quality content
Enhance Content Quality: Provide recommendations for better email performance
Protect Platform Reputation: Maintain high deliverability standards for all users
Automate Content Review: Efficiently review large volumes of email for policy compliance

14.2 Data Processing for AI Training

Content Analysis: Email text, subject lines, and structural patterns are analyzed to identify spam characteristics
Performance Correlation: Email engagement metrics are correlated with content features to improve quality scoring
Anonymization: Training data is processed to remove personally identifiable information where possible
Aggregation: Individual email patterns are combined into larger datasets for model training

14.3 AI Training Safeguards

Data Minimization: Only content necessary for spam detection improvement is used for training
Access Controls: AI training data is accessed only by authorized personnel and systems
Purpose Limitation: Training data is used solely for improving spam protection and content quality
Retention Limits: Training datasets are periodically refreshed and outdated data is removed

14.4 User Benefits

Our AI-powered spam protection benefits all users by: