Privacy Policy

Our Commitment to Your Privacy

This Privacy Policy explains how Real Project Management Solutions ("we," "our," or "us") collects, uses, and protects your information when you use Mail-Rulez, whether through our hosted service or self-hosted deployment.

What Information We Collect

For Hosted Service Users

• Account Information: Email address, name, and billing information for subscription management
• Email Credentials: IMAP server details and authentication information (encrypted and stored securely)
• Configuration Data: Email rules, lists (whitelist, blacklist, vendor), and processing preferences
• Usage Analytics: Processing statistics, performance metrics, and system health data (no email content)
• Support Communications: Messages exchanged through our support channels

For Self-Hosted Users

• No Data Collection: We do not collect, access, or store any of your data when you use the self-hosted version
• Optional Analytics: You may choose to share anonymous usage statistics to help improve the software
• Support Requests: Only information you voluntarily provide when contacting support

How We Handle Your Email Data

Hosted Service

• Processing Only: Emails are processed according to your rules and immediately organized into your specified folders
• No Content Analysis: We do not read, scan, or analyze the content of your emails for advertising, profiling, or any other purpose
• Encrypted Storage: Email credentials and configuration data are encrypted at rest using AES-256 encryption
• Isolated Processing: Each customer's data is processed in isolated environments with no cross-contamination
• No Email Storage: We do not store copies of your emails on our servers; processing happens in real-time

Self-Hosted Deployment

• Complete Control: All email processing happens on your infrastructure
• No External Access: Your email data never leaves your controlled environment
• Local Storage: All configuration and logs are stored locally on your system

How We Use Your Information

Service Provision

• Process emails according to your configured rules and preferences
• Maintain and optimize the performance of the Mail-Rulez service
• Provide customer support and technical assistance
• Send service-related notifications (system updates, maintenance, billing)

Service Improvement

• Analyze anonymous usage patterns to improve software performance
• Identify and fix bugs or technical issues
• Develop new features based on aggregated user needs

Legal and Business Requirements

• Comply with applicable laws and regulations
• Protect our rights and prevent misuse of the service
• Process billing and subscription management

Data Sharing and Disclosure

Limited Disclosure

We may share your information only in these specific circumstances:

• Service Providers: Trusted third-party services that help us operate (hosting, payment processing, customer support) under strict confidentiality agreements
• Legal Requirements: When required by law, court order, or government request
• Security Protection: To protect our rights, safety, or the security of our users
• Business Transfer: In the event of a merger, acquisition, or sale of assets (with 30-day advance notice)

Third-Party Services

• Payment Processing: Stripe (for secure payment handling)
• Infrastructure: Cloud hosting providers with SOC 2 compliance
• Communication: Email service providers for service notifications

Data Security Measures

Technical Safeguards

• Encryption: All data is encrypted in transit (TLS 1.3) and at rest (AES-256)
• Access Controls: Strict access controls and multi-factor authentication for our systems
• Network Security: Firewalls, intrusion detection, and network monitoring
• Regular Audits: Security assessments and vulnerability testing
• Backup Security: Encrypted backups with restricted access

Operational Security

• Staff Training: Regular security and privacy training for all team members
• Incident Response: Established procedures for security incident handling
• Data Minimization: We collect and retain only the data necessary for service operation
• Regular Updates: Continuous security updates and monitoring

Data Retention and Deletion

Retention Periods

• Account Data: Retained while your account is active and for 90 days after cancellation
• Configuration Data: Retained for 30 days after account deletion for potential recovery
• Billing Records: Retained for 7 years as required by law
• Support Communications: Retained for 2 years for service improvement
• Analytics Data: Anonymous usage data retained for 1 year

Data Deletion

• Account Deletion: You can delete your account at any time through the web interface
• Secure Deletion: Data is securely wiped from our systems using DoD 5220.22-M standards
• Backup Deletion: Data is removed from backups within 90 days of deletion request

Your Privacy Rights

Access and Control

• Data Access: View and download all your personal data through your account dashboard
• Data Correction: Update or correct your personal information at any time
• Data Portability: Export your configuration, rules, and lists in standard formats
• Account Deletion: Delete your account and all associated data
• Processing Restrictions: Limit how we process your data

Communication Preferences

• Email Notifications: Control which service emails you receive
• Marketing Communications: Opt out of promotional emails (we send very few)
• Support Channels: Choose your preferred method of support communication

International Data Transfers

Mail-Rulez is operated from the United States. If you are accessing our service from outside the US:

• Data Transfer: Your information may be transferred to and processed in the United States
• Legal Protections: We implement appropriate safeguards to protect your data
• GDPR Compliance: We comply with GDPR requirements for EU users
• Self-Hosting Option: Use our self-hosted version to keep data in your jurisdiction

Children's Privacy

Mail-Rulez is not intended for use by children under 13 years of age. We do not knowingly collect personal information from children under 13. If you believe a child has provided us with personal information, please contact us immediately.

Changes to This Privacy Policy

• Updates: We may update this Privacy Policy to reflect changes in our practices or applicable laws
• Notification: Material changes will be communicated via email and website notice at least 30 days in advance
• Continued Use: Your continued use of the service after changes take effect constitutes acceptance
• Version History: Previous versions are available upon request

Contact Us

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