Privacy Policy

1. Who we are and how to contact us

MailTrum is a hosted email service and a product of Deepchain Labs, based in Bangladesh. This policy explains how we collect, use, share and retain information when you visit our website, contact us, manage your account or use our email services.

For privacy questions or requests about your information, email contact@mailtrum.com or use our Contact Us page. If your mailbox is managed by an employer or another organization, contact that organization first about its use of your email and its retention rules.

2. Information we process

• Account information: your name, email address, password hash, verification status, account preferences and security settings.
• Workspace information: domain labels, connected domain names, ownership verification and DNS records, mailbox addresses, display names, quotas, usage and alias destinations.
• Email information: messages, attachments, sender and recipient addresses, delivery queues and operational records needed to provide hosted email. Email content is held on our mail services; it is separate from the website’s account and billing records.
• Billing information: purchased mailbox quantities, billing periods, invoices, amounts, taxes, currencies, payment and refund status, and transaction references. Information returned by a payment provider may include the payment method, card brand and masked card details.
• Support information: your name, email address, selected topic, message and related correspondence when you contact us.
• Security and service information: session identifiers, IP addresses, browser or device information, access timestamps, audit events, delivery information and abuse-prevention records.

We obtain information from you, your account and domain administrators, email senders and recipients, and the providers involved in delivering or paying for the service. Please do not include passwords, recovery codes or full payment-card details in a support message.

3. How we use information

We use information to create and secure accounts, verify domain ownership, operate mailboxes, send and receive email, manage authorized access, calculate usage and subscription entitlements, reconcile payments, answer requests and maintain service records. We also send account verification, password reset, security and other service-related emails.

We also use operational information to prevent spam, fraud and unauthorized access, diagnose failures, enforce our Terms and meet applicable legal obligations. Where data-protection law requires a legal basis, these activities rely on performing our agreement with you, complying with legal obligations, and our legitimate interests in providing a secure and reliable service. Where an activity requires consent, you can withdraw that consent by contacting us.

Providing the required account and payment information is necessary to supply the service. The Contact Us form is optional; without a return email address, we cannot respond to your request.

4. Account owners and email data

Each domain subscription belongs to a customer account. Its owner can manage the domain label, verified identity, mailboxes, aliases and subscription. Authorized MailTrum administrators have role-based access to service and billing information.

The account owner is responsible for deciding how its mailboxes are used, notifying mailbox users and meeting applicable obligations concerning message content. We process hosted email to provide and secure the service. For mailbox-specific requests, we may need authorization from its account owner.

5. Mailbox imports, directories and connected clients

If you request a mailbox import, we process the source server details and the password or authorization token you provide to connect to that account and copy its messages into MailTrum. Import progress, folder checkpoints and error information help us complete or troubleshoot the transfer. Source access credentials are encrypted and removed when the import finishes, is cancelled or reaches its credential-expiry limit.

If an account owner enables the same-domain mailbox directory, authenticated mailbox users on that domain can look up the active mailbox addresses and display names it exposes. This feature is optional and controlled by the account owner.

If you open KazMail through the portal, we share the selected mailbox identity and a dedicated mail-access credential with KazMail’s backend so it can connect to that mailbox. Access is subject to the mailbox owner’s authorization and the grant’s validity. Signing out of this portal does not automatically sign you out of a separately established KazMail session.

6. Service providers and other disclosures

Information is shared as needed with hosting and infrastructure providers, our email-delivery services, payment providers and people authorized to administer your workspace. Sending email necessarily shares the message and addressing information with its recipients and the mail systems involved in delivery.

When you use an SSLCommerz payment option, the information needed to process the transaction is shared with SSLCommerz and the relevant bank, card network or mobile financial service. This can include your customer and billing details, order reference, amount and currency. Payment credentials are entered through the provider’s payment flow; do not send card numbers, security codes, PINs or one-time payment codes to MailTrum support.

We receive transaction and status information needed to confirm a purchase, reconcile an invoice, investigate a failed payment or process a refund. SSLCommerz’s own handling of information is described in its Privacy Policy. These payment provisions apply when that payment option is available at checkout.

We may also disclose information when required by applicable law or a valid legal request, to protect people and the service, or in connection with a business transfer subject to appropriate handling of the information.

7. Cookies and browser storage

We use session cookies to keep you signed in and protect account access. Webmail uses its own session and routing cookies. Browser storage remembers your selected domain subscription and identifiers needed to continue or safely retry checkout and billing actions.

The current MailTrum website does not include advertising or third-party analytics trackers. Hosted checkout and webmail may use storage necessary for their own services. You can clear or block cookies and browser storage through your browser settings, but signing in, webmail or checkout continuation may then stop working.

8. Retention and deletion

Account and service data are kept while needed to provide your service and handle your instructions. Cancellation or expiry can suspend mailbox access after paid coverage ends; it does not by itself close your account or erase existing email. Export messages you need while your mailbox is accessible, and contact us to request account or domain-data deletion.

If you select mailboxes for a quantity reduction and confirm permanent deletion, those mailboxes and their messages are scheduled for deletion at the end of the paid term. Immediate mailbox deletion is a separate action. Treat a confirmed permanent deletion as irreversible.

Administrative records, audit history, security information, invoices and payment records may remain where needed to comply with legal obligations, prevent misuse, reconcile payments or resolve disputes. Retention depends on the record’s purpose, applicable obligations and any outstanding dispute. Deletion from the active service does not necessarily remove every backup copy or a payment provider’s independent records immediately.

Contact-form messages are encrypted while awaiting delivery. The delivery queue clears the message body after successful delivery and expires an undelivered contact message after seven days. The resulting email and any follow-up correspondence may be kept in our support inbox while needed to resolve the request and retain an appropriate support record.

9. Security and international processing

We use measures including password hashing, access controls, secure sessions, encrypted temporary credentials and encrypted sensitive delivery payloads. Access is limited according to service roles. No internet service can guarantee absolute security, and MailTrum does not describe ordinary hosted email as end-to-end encrypted.

Mailtrum is based in Bangladesh. Service providers and the email systems involved in delivery may process information in other countries. Where applicable law requires safeguards for an international transfer, those requirements apply. Contact us if you need information about data handling for your organization before using the service.

10. Your choices and privacy rights

You can update supported profile and security settings in your account. Depending on applicable law, you may also request access to, correction, deletion or a copy of your information, restrict or object to certain processing, or withdraw consent where processing depends on consent. You may raise a complaint with the competent data-protection or other supervisory authority where those rights apply.

Send requests to contact@mailtrum.com. We may ask for information needed to confirm your identity and authority over the account, and may need authorization from the mailbox owner. Some requests may be limited by legal obligations, other people’s rights or information that must be retained for a lawful purpose.

11. Updates to this policy

We may update this policy when the service or its data practices change. The date at the top identifies the current version. Material changes will be communicated through the website or an appropriate account notice.