UGMAIL (“we,” “our,” or “us”) is a business email hosting and productivity platform providing communication and collaboration tools to organizations, teams, and individual subscribers. This Privacy Policy describes how we collect, use, disclose, and protect information when you use UGMAIL services, including email hosting, domain integration, administration tools, and related features.

By using UGMAIL, you agree to the practices described below. If you do not agree, please do not use UGMAIL services.

1. Scope of this Privacy Policy

This Policy applies to:

• Business accounts registered through UGMAIL;
• Domains hosted or integrated with UGMAIL;
• Administrative portals, user dashboards, and mobile/web apps connected to UGMAIL;
• Data processing performed on behalf of business customers.

This Policy does not apply to:

• Third-party services integrated by your administrator; or
• Websites or applications linked from UGMAIL that we do not operate.

2. Information We Collect

a) Account Information

• Name, organization name, and domain details;
• Payment and billing information;
• Administrative user details (email, phone, contact preferences).

b) User Information

• Usernames, aliases, and email addresses;
• Login credentials (securely encrypted);
• Optional contact information.

c) Email & Content Data

• Emails, attachments, drafts, and related metadata (time, sender, recipients);
• Shared files stored on UGMAIL servers;
• Calendar entries, contact lists, and collaborative documents.

d) Technical Data

• Device details, browser type, operating system;
• IP addresses, session logs, access times;
• Cookies, session identifiers, and security tokens.

e) Administrative & Usage Data

• Logs of user activity (logins, message sending, API calls);
• Account settings, configurations, and administrative actions;
• Subscription usage (storage, active mailboxes, add-ons).

3. How We Use Information

1. Provide Services: Host and deliver secure email and collaboration tools.
2. Authenticate Users: Verify accounts and prevent unauthorized access.
3. Improve Services: Monitor performance, troubleshoot, and optimize delivery.
4. Billing & Subscriptions: Process payments, invoices, and renewals.
5. Security & Compliance: Detect abuse, spam, phishing, or malicious activity.
6. Communications: Send updates, service notices, and (where permitted) promotions.
7. Customization: Enable branding (custom domains, logos, themes).

4. Sharing & Disclosure of Information

We do not sell personal data. We may share information only as follows:

• With Your Organization: Domain administrators may access and manage account data.
• With Service Providers: Vendors supporting infrastructure, security, or billing under appropriate safeguards.
• For Legal Reasons: Where required by law, court order, or government authority.
• Business Transfers: In connection with a merger, acquisition, or restructuring.

5. Data Security

• Encryption for data in transit;
• Secure data centers with layered protections;
• Role-based administrator access controls;
• Regular vulnerability testing and audits.

6. Data Retention

• Emails and content are retained while your subscription is active.
• Deleted data may persist in backups temporarily before permanent removal.
• Upon termination, limited records may be retained for billing, legal, or compliance purposes.

7. User & Administrator Rights

Users may:

• Access, correct, or delete personal information;
• Export emails and contacts;
• Request restriction of processing in specific cases.

Administrators may:

• Manage organizational settings and branding;
• Control mailbox access and policies;
• Configure retention, archiving, and compliance rules.

8. International Data Transfers

UGMAIL may store or process data in multiple regions. Where data moves outside your jurisdiction, we implement safeguards such as contractual clauses, encryption, and compliance with applicable regulations (e.g., GDPR).

9. Compliance & Legal

• GDPR (General Data Protection Regulation);
• CCPA (California Consumer Privacy Act);
• Applicable local data protection laws in operating countries.

10. Children’s Privacy

UGMAIL is a business service and not intended for children under 16. We do not knowingly collect personal information from minors.

11. Changes to this Policy

We may update this Policy periodically. Material changes will be communicated via email or admin dashboard notices. Continued use of UGMAIL after an update constitutes acceptance of the revised Policy.

12. Contact Us

UGMAIL Privacy — Data Protection Officer
Email: data@easysavego.com
P.O. Box 122167, Kampala, Uganda