Privacy Policy
Whitemail is operated by Vera Soft (“Whitemail”, “we”, “us”, or “our”). This Privacy Policy explains how we collect, use, and protect personal information in connection with the Whitemail website (whitemail.io) and our sales and support activities.
Because Whitemail is a self-hosted, on-premises mail server, the email and collaboration data processed by the Whitemail software resides on infrastructure that you, the customer, own and control. For that data you are the data controller; Vera Soft does not access, store, or process it. This policy therefore concerns information handled by our website and by our sales and support teams.
1. Information we collect
Information you provide
When you contact sales, request a demonstration, or submit an enquiry, we collect the details you give us — such as your name, work email address, telephone number, company name, company size, estimated mailboxes, licence of interest, country/region, and any message content.
Information collected automatically
When you visit whitemail.io, we may collect limited technical information such as IP address, browser and device type, referring pages, and aggregate usage statistics recorded in server logs.
Cookies and preferences
We use a small number of strictly necessary functional entries (for example, a local-storage value that remembers your light/dark theme). We do not use third-party advertising or cross-site tracking cookies.
2. How we use information
We use personal information to:
- respond to your enquiries and provide sales and support;
- plan, quote, and deliver Whitemail deployments and migrations;
- operate, secure, and improve the whitemail.io website;
- comply with our legal, tax, and accounting obligations.
We do not sell your personal information, and we do not use your data for advertising or to train machine-learning models.
3. Legal basis for processing (GDPR)
Where the EU General Data Protection Regulation (GDPR) applies, we process personal information on the basis of: your consent; the performance of a contract or pre-contractual steps taken at your request; our legitimate interests in operating and marketing our business; and compliance with legal obligations.
4. Data sharing
We do not sell your personal data. We share it only with trusted service providers who process it on our behalf under appropriate agreements — for example, website hosting and email delivery — and where required by law. We do not share your information with advertisers.
5. Data retention
We retain enquiry and form data for a reasonable period to support ongoing sales conversations (typically up to 24 months after last contact), after which it is deleted or anonymised. Server and security logs are kept for a short period. Accounting records are kept as required by law.
6. Your rights
Subject to applicable law, you have the right to access, rectify, erase, or restrict the processing of your personal information, to object to processing, to data portability, and to withdraw consent at any time without affecting prior processing. You may also lodge a complaint with your local data-protection authority. To exercise any right, contact us using the details below.
7. Data security
We apply appropriate technical and organisational measures — including encryption in transit (TLS 1.2+), access controls, and regular review — to protect personal information against unauthorised access, alteration, disclosure, or destruction. No method of transmission or storage is completely secure, but we take measures appropriate to the risk.
8. International transfers
Vera Soft is based in the Netherlands (EU). Where personal information is transferred outside the European Economic Area, we apply appropriate safeguards such as the EU Standard Contractual Clauses.
9. Children
Our website and services are intended for business users and are not directed at children. We do not knowingly collect personal data from children.
10. Changes to this policy
We may update this Privacy Policy from time to time. The “Last updated” date at the top of this document indicates when it was last revised.
11. Contact
This document is provided as a template for informational purposes and does not constitute legal advice. Please have it reviewed by qualified counsel before publication.