📋 Privacy at a Glance
1 Who We Are
MailPro Pilot ("we," "us," or "our") is a professional email migration service provider headquartered at Shop No. 16243G, Mabelah Sanaya, Near Al Maha Petrol Station, Sultanate of Oman.
We provide managed email migration services, helping businesses move their email data between platforms such as Google Workspace, Microsoft 365, cPanel, Exchange, Zimbra, and others. This Privacy Policy explains how we collect, use, store, and protect information about you when you use our website or engage our services.
Questions? Contact us at support@mailpropilot.com.
2 Information We Collect
2.1 Information You Provide Directly
| Category | Examples | When Collected |
|---|---|---|
| Contact details | Name, work email address, phone number | Contact form, quote requests, onboarding |
| Organisation details | Company name, number of mailboxes, current email platform | Contact form, migration assessment |
| Technical access credentials | Admin login credentials to facilitate migration | Migration project kickoff only |
| Communication records | Emails, chat transcripts, support tickets | Throughout our engagement |
| Payment information | Billing details (processed via payment provider) | At time of payment |
2.2 Information Collected Automatically
- IP address, browser type, and operating system
- Pages visited, time spent on pages, and referring URLs
- Device type and screen resolution
- Cookie identifiers (see Section 10)
3 How We Use Your Information
| Purpose | Details |
|---|---|
| Delivering our services | Planning and executing your email migration, providing technical support, and communicating about your project |
| Customer communication | Responding to enquiries, sending migration status updates, and following up after project completion |
| Invoicing & payments | Generating invoices, processing payments, and maintaining billing records |
| Service improvement | Analysing usage patterns to improve our website and service delivery |
| Legal compliance | Meeting our obligations under applicable laws and regulations |
| Security | Detecting and preventing fraud, abuse, and security threats |
| Marketing (with consent) | Sending occasional service updates or helpful content, only where you have opted in |
4 Legal Basis for Processing
Where applicable privacy laws require us to identify a legal basis for processing personal data, we rely on the following:
- Contract performance — Processing necessary to fulfil the migration services you have engaged us for
- Legitimate interests — Operating and improving our business, preventing fraud, and communicating with prospective customers
- Legal obligation — Complying with applicable laws, including tax and financial regulations
- Consent — For marketing communications and non-essential cookies, where we have obtained your prior consent
5 Data Sharing & Disclosure
We do not sell, rent, or trade your personal data. We may share information only in the following limited circumstances:
5.1 Service Providers
We work with a small number of trusted third-party providers who help us operate our business — including payment processors, email service providers, and website analytics tools. All providers are contractually bound to protect your data and may only use it to perform services on our behalf.
5.2 Legal Requirements
We may disclose your information if required to do so by law, court order, or governmental authority, or where we believe in good faith that disclosure is necessary to protect our rights, your safety, or the safety of others.
5.3 Business Transfer
In the event of a merger, acquisition, or sale of all or part of our business, your data may be transferred to the acquiring entity, subject to equivalent privacy protections.
6 Your Email Data
What this means in practice:
- Migration software runs on a dedicated, secured workstation — not on shared cloud infrastructure
- Email content passes directly from your source server to your destination server
- Any temporary local copies created during migration are encrypted and deleted immediately upon project completion
- Admin credentials you provide are used solely for the duration of the migration and are not retained after project sign-off
- Encrypted backups created as part of our service guarantee are provided to you and not retained by us
Your email data will never be:
- Accessed for any purpose other than completing your migration
- Read, analysed, or used for any commercial or internal purpose
- Shared with any third party
- Retained after your project is signed off and closed
7 Data Retention
We retain personal data only for as long as necessary to fulfil the purposes described in this policy, unless a longer retention period is required by law.
| Data Type | Retention Period |
|---|---|
| Contact form submissions | 3 years from last contact, or until deletion is requested |
| Migration project records | 5 years after project completion (legal and warranty purposes) |
| Invoices and payment records | 7 years (legal and tax compliance) |
| Admin credentials | Deleted immediately upon project sign-off |
| Email content / mailbox data | Not retained — deleted upon project completion |
| Website analytics data | 26 months (aggregated, anonymised) |
| Marketing opt-in records | Until you unsubscribe or request deletion |
8 Data Security
We implement appropriate technical and organisational measures to protect your data against unauthorised access, loss, or disclosure.
- End-to-end encryption for all data in transit (TLS 1.2 or higher)
- AES-256 encryption for any temporary local data during migration
- Access controls limiting data access to authorised personnel only
- Dedicated, secured migration workstations not connected to shared networks
- Regular security training for all staff with data access
- Immediate deletion of credentials and temporary data post-project
- Secure, encrypted channels for sharing access details
9 Your Rights
You may have the following rights in relation to your personal data. We honour these rights for all customers, regardless of jurisdiction.
Request a copy of the personal data we hold about you and information about how it is used.
Ask us to correct any inaccurate or incomplete personal data we hold about you.
Request that we delete your personal data, subject to our legal obligations to retain certain records.
Ask us to limit how we process your data in certain circumstances.
Receive your personal data in a structured, machine-readable format, where applicable.
Object to processing based on legitimate interests, including direct marketing at any time.
Where processing is based on consent, you may withdraw it at any time without affecting prior processing.
Lodge a complaint with your relevant data protection authority if you believe your rights have been violated.
To exercise any of these rights, email support@mailpropilot.com with the subject line "Privacy Request." We will respond within 30 days.
10 Cookies
Our website uses cookies to ensure the site functions correctly and to understand how visitors use it.
| Cookie Type | Purpose | Can Be Disabled? |
|---|---|---|
| Essential | Required for basic website functionality | No — required for the site to work |
| Analytics | Understanding how visitors use our site to improve UX | Yes — via cookie preferences |
| Functional | Remembering your preferences | Yes — via cookie preferences |
| Marketing | Displaying relevant ads (where applicable) | Yes — via cookie preferences |
For more details, see our Cookie Policy.
11 Third-Party Services
Third-party services we use may include:
- Web3Forms — contact form processing
- Google Analytics — website usage analytics (anonymised data)
- Payment processors — for handling billing and invoices securely
- Live chat software — for customer support conversations
All third-party service providers are evaluated for privacy and security compliance before use, and are contractually bound to process data only as instructed by us.
12 Children's Privacy
Our services are intended exclusively for businesses and adult professionals. We do not knowingly collect personal data from individuals under the age of 18. If you believe a minor has provided us with personal data, please contact us immediately at support@mailpropilot.com and we will delete such data promptly.
13 International Data Transfers
MailPro Pilot is headquartered in the Sultanate of Oman. When we collect personal data from individuals in other countries, we ensure appropriate safeguards are in place for any international transfers.
- Standard Contractual Clauses approved by the European Commission
- Adequacy decisions where applicable
- Other lawful transfer mechanisms recognised by the relevant data protection authority
14 Changes to This Policy
We may update this Privacy Policy from time to time. When we make material changes, we will update the "Last updated" date, post a notice on our website, and notify active customers by email where the changes materially affect them.
Your continued use of our services after any changes constitutes your acceptance of the updated policy.
15 Contact Us
| support@mailpropilot.com | |
| 📞 Phone | +968 9826 5334 |
| 📍 Post | MailPro Pilot, Shop No. 16243G, Mabelah Sanaya, Near Al Maha Petrol Station, Sultanate of Oman |
We aim to respond to all privacy-related requests within 30 days.
Still have questions about your privacy?
Our team is happy to explain exactly how we handle your data. Reach out any time — we respond within 2 hours.
📬 Contact Our Team →