MailReport is committed to protecting the privacy and security of its users and customers.
This Privacy Policy explains how MailReport collects, processes, stores and protects information
when you use the MailReport website, customer portal and related services.
MailReport processes data in accordance with applicable Dutch and European legislation,
including the General Data Protection Regulation (GDPR). By using MailReport services,
you acknowledge and agree to the processing of information as described in this Privacy Policy.
MailReport collects and processes information provided by customers as part of the services,
including DMARC aggregate reports (RUA), DMARC forensic reports (RUF), SMTP TLS reports,
DNS monitoring information, alert configurations and account-related settings.
MailReport is designed to minimize the processing of potentially sensitive information.
When DMARC forensic (RUF) reports are received, MailReport processes only the metadata
required for analysis and reporting purposes. Message bodies and message content are
discarded where present and are not stored within the platform.
When creating an account, MailReport may collect information such as names, email addresses, usernames and authentication-related information required to provide access to the service.
MailReport may automatically collect technical information including IP addresses, browser information, session information, timestamps, audit logs and website usage statistics necessary for security monitoring, troubleshooting and service improvement.
Information collected by MailReport is used to provide visibility into e-mail security, authentication, deliverability and configuration status through the customer dashboard, reports and alerting mechanisms.
Email addresses may be used for service-related communication including onboarding, password recovery, notifications, reports, alerts, support requests and operational announcements.
Operational logs, usage information and technical diagnostics may be analyzed to maintain security, detect abuse, troubleshoot issues and improve the reliability and functionality of MailReport services.
MailReport processes personal data where necessary to perform contractual obligations, provide the requested services, comply with legal obligations and pursue legitimate business interests such as security, fraud prevention, operational monitoring and service improvement.
MailReport retains information only for as long as necessary to provide services,
comply with contractual obligations, meet legal requirements and support security,
auditing and operational purposes.
Account information and customer data are generally retained during the active
customer relationship. Upon account termination, data may be deleted, anonymized
or retained for a limited period where required by law or legitimate operational needs.
MailReport does not sell customer data or personal information to third parties.
Access to customer dashboards, reports and monitored information remains under the
control of the customer. Users with appropriate permissions may share information
through reports, exports or dashboard access management features.
MailReport may engage trusted service providers for infrastructure, hosting,
monitoring, support or communications purposes. Such providers are contractually
required to protect information appropriately and only process data on behalf of MailReport.
MailReport applies appropriate technical and organizational measures to protect
information against unauthorized access, disclosure, alteration or destruction.
These measures include access controls, encrypted communications, security monitoring
and regular maintenance of the platform.
MailReport follows a data minimization approach. Where possible, only the information
required to provide the service is processed and retained. This includes limiting the
processing of DMARC forensic reports to relevant metadata while deliberately discarding
e-mail message content from storage.
Subject to applicable legislation, individuals may have the right to request access
to personal data, request correction of inaccurate information, request deletion,
object to certain processing activities, restrict processing or request data portability.
Requests relating to privacy or personal data can be submitted using the contact
information provided below.
Questions regarding this Privacy Policy or the processing of personal data may be directed to privacy@mailreport.eu
MailReport may update this Privacy Policy from time to time. Updated versions will be published on the MailReport website. Continued use of the services after an update has been published constitutes acceptance of the revised Privacy Policy.