Privacy Policy

1. Who we are

Deepbluework (“we”, “us”, “our”) provides a professional business email, calendar, and collaboration platform for organisations that own a custom domain. Our service is available at deepbluework.com.

2. What data we collect

We collect the minimum necessary to run the service:

• Account data — your name, email address, and domain when you register.
• DNS and domain data — the domain name you configure and its DNS records, so we can route your email correctly.
• Email metadata — sender, recipient, subject, and timestamps, stored on our mail servers to deliver your messages.
• Email content — the body of your emails, stored encrypted on our servers for IMAP delivery to your devices. We do not read it.
• Usage logs — basic server logs (IP address, timestamps) for security monitoring. Retained for 30 days.
• Payment data — billing information processed by our payment provider (Stripe). We do not store card numbers.

3. What we do NOT do

• We do not read, scan, or analyse the content of your emails.
• We do not sell, rent, or share your data with third parties for commercial purposes.
• We do not use your data to display advertisements — to you or anyone else.
• We do not build behavioural profiles from your usage.
• We do not use tracking pixels in emails sent through our platform.

Your subscription fee pays for the service. Your data is not, and will never be, the product.

4. How we use your data

We use your data only to:

• Deliver email to and from your custom domain.
• Provide calendar, meetings, and admin features you have enabled.
• Send transactional messages (e.g. password reset, billing receipts).
• Detect and prevent abuse, spam, and security threats.
• Comply with our legal obligations.

5. Data retention

Your account data and emails are retained for as long as your account is active. When you close your account, we delete your data within 30 days, except where we are legally required to retain it for longer.

6. Third-party services

We use a small number of sub-processors to operate the service:

• Stripe — payment processing. Their privacy policy applies to billing data.
• Cloud infrastructure providers — servers that host your data, operating under strict data processing agreements.
• Google Analytics 4 — we use Google Analytics on our public marketing pages (homepage, pricing, features, and similar) to understand how visitors discover and navigate our site. We do not load Google Analytics inside the authenticated application (your mailbox, calendar, or admin area). The data collected includes pages visited, approximate location (country/region), device type, and referral source. No email content or account data is ever sent to Google Analytics. You can opt out using the Google Analytics opt-out browser add-on. We do not use Facebook Pixel, advertising SDKs, or any other behavioural tracking tool.

7. Security

Email is delivered over TLS-encrypted connections. Data at rest is encrypted. Access to production systems is restricted and audited. We follow industry-standard security practices and conduct regular reviews.

8. Your rights

You have the right to:

• Access the data we hold about you.
• Correct inaccurate data.
• Request deletion of your account and data.
• Export your emails in standard formats (MBOX).

To exercise these rights, contact us via the feedback page.

9. Cookies

We use two categories of cookies:

• Session cookies — to keep you signed in to your account. These are essential and cannot be disabled while using the authenticated application.
• Analytics cookies (marketing pages only) — Google Analytics sets cookies (e.g. _ga, _ga_*) when you visit our public marketing pages. These cookies are not set inside the authenticated application. They expire after 2 years and help us understand traffic patterns. You can opt out via the Google Analytics opt-out add-on.

We do not use advertising cookies, retargeting cookies, or any cross-site tracking cookies.

10. Changes to this policy

We will notify active users by email if we make material changes to this policy. The latest version is always available at deepbluework.com/privacy.

11. Contact

Questions about this policy? Use our feedback form or write to us at the address in your billing receipts.