Privacy Policy

This Privacy Policy describes how MailPanel Pro ("we", "us", or "our") collects, uses, stores, and shares information about you when you use our platform, website, and related services (collectively, the "Service"). By accessing or using the Service, you agree to the collection and use of information as described in this policy.

If you have questions about this policy, please contact us at privacy@mailpanelpro.com.

1. Information We Collect

We collect information in several ways depending on how you interact with the Service.

Account Information

When you register for a MailPanel Pro account, we collect:

• Your full name and email address
• A hashed password (we never store plaintext passwords)
• Billing contact information and payment method details (processed by our payment processor; we do not store raw card numbers)
• Company or agency name, if provided
• Subscription plan and billing history

Server and Infrastructure Credentials

To enable the Service's core functionality, you may provide:

• SSH credentials (host, port, username, password, or private key) for your VPS servers
• API keys for third-party DNS providers (Cloudflare, Name.com, OpenProvider)
• NVIDIA API keys for the AI Creative Assistant feature

These credentials are stored encrypted in our database using AES-256 encryption. They are used solely to perform the infrastructure actions you request within the platform and are never shared with third parties for any other purpose.

Usage Data

When you use the Service, we automatically collect:

• Pages and features accessed, and the time and duration of your sessions
• Actions performed within the panel (domain deployments, campaign launches, verification jobs)
• IP address, browser type, operating system, and referring URLs
• Device identifiers and general geographic location derived from IP address

Application Logs

Our servers generate logs that may contain:

• HTTP request and response logs (method, URL, status code, response time)
• Error and exception logs for debugging and stability purposes
• Background job logs for server deployment, DNS provisioning, and email verification tasks
• Email send job metadata (recipient count, server used, campaign ID) — we do not log the content of emails sent through your servers

Communications

If you contact our support team or send us an email, we retain records of that correspondence including your contact details and the content of messages exchanged.

2. How We Use Your Information

We use the information we collect to:

• Create and manage your account and authenticate you when you log in
• Provision, configure, and manage mail servers and DNS records on your behalf
• Process billing, invoicing, and subscription management
• Send transactional emails (account confirmation, password reset, payment receipts, and billing notifications)
• Provide technical support and respond to your inquiries
• Monitor the health and performance of the platform and prevent outages
• Detect, investigate, and prevent fraudulent, abusive, or unauthorized use of the Service
• Comply with legal obligations and enforce our Terms of Service
• Analyze aggregate, anonymized usage trends to improve and develop new features

We do not sell, rent, or trade your personal information to third parties for marketing purposes.

3. Cookies and Tracking Technologies

MailPanel Pro uses cookies and similar technologies to operate the Service. Specifically:

• Session cookies: Used to keep you logged in and maintain your authenticated session. These expire when you close your browser or after a configurable idle timeout.
• Preference cookies: Used to remember your display preferences and settings within the panel.
• Security cookies: Used to implement CSRF protection and prevent cross-site request forgery attacks.

We do not use advertising cookies, behavioral tracking pixels, or third-party analytics platforms that track you across websites. You can disable cookies in your browser settings; however, doing so will prevent you from logging in to the Service.

4. Third-Party Services

MailPanel Pro integrates with third-party services to provide its functionality. Each service has its own privacy practices:

NVIDIA API (AI Creative Assistant)

When you use the AI Creative Assistant, your prompts and generated content are processed through NVIDIA's API (specifically the DeepSeek-V3-0324 model endpoint). This requires transmitting your input text to NVIDIA's servers. We use your own NVIDIA API key for this purpose, meaning traffic is attributed to your account. Please review NVIDIA's Privacy Policy for details on how they handle API data.

DNS Providers (Cloudflare, Name.com, OpenProvider)

When you trigger DNS record creation or modification, we transmit the necessary DNS record data to your connected provider using the API credentials you supply. We do not share any of your account information with these providers — only the record data required to complete the DNS operation.

Payment Processing

Subscription payments are processed by a third-party payment processor. We transmit your billing contact information to facilitate payment. Your full card number is never transmitted to or stored on MailPanel Pro servers.

Infrastructure Hosting

MailPanel Pro's own platform is hosted on cloud infrastructure providers. These providers process server-level data (network traffic, disk I/O) as part of normal operations and are bound by data processing agreements.

5. Data Retention

We retain your data for as long as your account remains active and for a period thereafter as follows:

• Account data: Retained for the duration of your active subscription and for 90 days after account cancellation, after which it is permanently deleted from our databases.
• Billing records: Retained for 7 years to comply with financial and tax regulations, even after account deletion.
• Application logs: Retained for 30 days on a rolling basis for debugging and security purposes.
• Support communications: Retained for 2 years after the last interaction.
• Server and DNS credentials: Deleted immediately upon account cancellation or upon your explicit request.

You may request earlier deletion of your personal data at any time. See Section 6 for your rights.

6. Your Rights

Depending on your jurisdiction, you may have certain rights regarding your personal data. MailPanel Pro respects these rights regardless of where you are located:

• Right of access: You may request a copy of all personal data we hold about you.
• Right of rectification: You may request that we correct inaccurate or incomplete data.
• Right of erasure ("right to be forgotten"): You may request deletion of your account and all associated personal data, subject to our legal retention obligations (e.g., billing records).
• Right to data portability: You may request an export of your data in a machine-readable format (JSON or CSV).
• Right to object: You may object to certain processing activities, such as receiving non-transactional communications.
• Right to restrict processing: You may request that we limit processing of your data in certain circumstances.

To exercise any of these rights, email us at privacy@mailpanelpro.com with "Data Request" in the subject line. We will respond within 30 days. We may need to verify your identity before fulfilling your request.

7. Data Security

We implement industry-standard security measures to protect your data, including:

• TLS 1.2+ encryption for all data in transit
• AES-256 encryption for sensitive credentials stored at rest
• Hashed and salted password storage using bcrypt
• Role-based access controls limiting which employees can access production data
• Regular security audits and dependency updates

While we take reasonable precautions, no system is completely secure. In the event of a data breach that affects your personal information, we will notify you via email within 72 hours of becoming aware of the breach, as required by applicable law.

8. Children's Privacy

MailPanel Pro is a professional business platform not intended for individuals under the age of 18. We do not knowingly collect personal information from minors. If you believe a minor has provided us with personal information, please contact us at privacy@mailpanelpro.com and we will promptly delete it.

9. International Data Transfers

MailPanel Pro operates globally and your data may be processed on servers located outside your country of residence. By using the Service, you consent to the transfer of your data to countries that may have different data protection laws than your own. We take appropriate safeguards to ensure your data remains protected in accordance with this policy wherever it is processed.

10. Changes to This Policy

We may update this Privacy Policy from time to time. When we make material changes, we will notify you by email (to the address on file) and update the "Last updated" date at the top of this page. Your continued use of the Service after any changes constitutes your acceptance of the revised policy. We encourage you to review this page periodically.

11. Contact Us