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This Privacy Policy explains how MailWoods (“we”, “our”, “us”) collects, stores, uses, protects, and processes personal information provided by users (“Client”, “you”, “your”) while accessing or utilizing our email configuration, DNS setup, technical support, and related services. MailWoods operates solely as a configuration-based service provider and does not offer email hosting, data storage, inbox monitoring, or long-term account management. By using MailWoods, the Client expressly agrees to all practices described in this Privacy Policy and confirms that they have read, understood, and accepted this document without limitation. If a Client disagrees with any part of this Policy, they must immediately discontinue the use of MailWoods services.

 

Information We Collect

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MailWoods collects only the minimum amount of information required to provide technical configuration and support services. This may include:

 

Personal Information Provided Voluntarily

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The Client may provide details such as their name, email address used for signup, mobile number, billing address, age verification (to ensure 16+ for personal use and 18+ for business email use), domain name, and created email addresses used solely for support and invoicing purposes. These details are used for legitimate business functions including service delivery, support operations, billing, legal compliance, and account verification.

 

Technical Information Required for Setup

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To configure Gmail, Workspace, Outlook, Zoho, Cloudflare, or DNS environments, MailWoods may temporarily access technical details such as domain records, DNS entries, verification codes, admin panel structures, and configuration settings. This information is used exclusively for completing technical setup tasks.

 

Automatically Collected Data

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MailWoods may collect limited non-sensitive technical metadata such as IP address, browser information, device type, access logs during setup, and timestamps. This information helps ensure security, prevent fraud, and support troubleshooting.

MailWoods does not collect or store any unnecessary personal information.

 

Information We Do NOT Access

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MailWoods does not access, monitor, download, analyze, store, or interact with any of the following user data under any circumstances:

• Inbox emails

• Email content or attachments

• Photos, videos, personal files, or documents

• Contact lists

• Calendar data

• Stored business records

• User device content

• Send/receive email logs

• Cloud storage files

• Social media data

MailWoods never views, copies, or interacts with any of the user’s internal or private content unrelated to technical configuration. The Client retains full ownership and full responsibility for all such data.

 

How We Use Your Information

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MailWoods utilizes the information collected strictly for lawful and service-related purposes. These include performing DNS setup, email routing configuration, authentication alignment (SPF, DKIM, DMARC), Cloudflare configuration, Gmail/Workspace/Outlook/Zoho integration, account verification, service billing, installation follow-up, and technical support.

We may also use non-sensitive information to send service updates, important notices, and occasional marketing or promotional emails as permitted under this Policy. MailWoods does not share Client information for advertising networks, data brokers, or third-party marketing entities.

 

Credential Handling & Temporary Access Policy

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To complete setup services, MailWoods requires temporary access to Cloudflare accounts, DNS providers, Gmail, Google Workspace Admin, Outlook/Microsoft 365 Global Admin, Zoho Super Admin, or hosting panels. All credentials provided are used exclusively for configuration and nothing else.
MailWoods guarantees that:

• No credential is stored permanently

• No sensitive password is saved after setup

• OTPs are not recorded in any form

• Access is deleted immediately after service completion

• Clients are advised to change passwords post-setup

• App Password or 2-Step Verification must not be disabled if SMTP relies on it

MailWoods never keeps or reuses credentials and cannot restore access once deleted.

 

Data Storage & Retention

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MailWoods retains only limited non-sensitive data strictly required for:

• Billing and invoicing

• Support history

• Domain references

• Client email for communication

• Record-keeping for legal compliance

MailWoods does not store login credentials, media files, or sensitive content.
Credentials are erased permanently after use.
Support communications may be retained for up to 12 months for quality and record purposes.

 

Data We Do Not Store

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MailWoods does not store:

• Passwords

• Access tokens

• Recovery codes

• Mailbox content

• Photos, videos, media, attachments

• Files or documents

• Payment card details

• Backup data

• Any sensitive confidential data

This protects both the Client and MailWoods from unnecessary data risk.

 

Sharing & Disclosure

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MailWoods never sells, rents, or shares user data with external parties for commercial gain.
Data may only be shared under these conditions:

 

Required for Setup

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We may interact with third-party services (Google, Microsoft, Zoho, Cloudflare, registrars), but only for the technical tasks required to complete the setup.

 

Legal Compliance

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MailWoods may disclose information if legally required by courts, regulatory authorities, or fraud investigations.

 

Abuse or Illegal Activity

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MailWoods may report abusive, fraudulent, spam-related, or illegal behavior to relevant authorities or service providers.

MailWoods is never involved in commercial data sharing.

 

Security Measures

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MailWoods uses secure encryption, HTTPS, Cloudflare protection, strict access control, and internal protocols to protect non-sensitive client information. While MailWoods maintains strong security standards, no online service can guarantee absolute protection. The Client is responsible for device-level security, strong passwords, updated antivirus, and safe browsing practices.

MailWoods is not responsible for:

• Viruses

• Malware

• Device hacking

• Data corruption

• Local file loss

• Security breaches caused by user negligence

This aligns with your ToS “No Responsibility for Device Loss” clause.

 

Cookies & Affiliate Use

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MailWoods uses cookies for:

• Basic analytics

• Website functionality

• Cloudflare security checks

• Affiliate tracking (if any)

Cookies do not store sensitive information and can be cleared by the user at any time.

MailWoods may promote affiliate services but does not share or sell customer data with affiliate partners.

 

Marketing & Communication

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By using MailWoods, the Client consents to receiving:

• Service notifications

• Setup-related emails

• Invoice communications

• Safety alerts

• Occasional marketing or promotional messages

Clients may opt-out of promotional emails, but cannot opt-out of essential service messages.

 

Third-Party Policies

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When interacting with Google Workspace, Microsoft 365, Zoho Mail, Cloudflare, domain registrars, or hosting providers, users are also bound by the privacy policies of those platforms. MailWoods is not responsible for how those entities store, process, or handle data.

 

Children’s Privacy

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MailWoods does not knowingly collect personal information from individuals under:

• 16 years for personal/portfolio usage

• 18 years for business email or domain-based services

Clients below these age restrictions are not allowed to provide credentials or use MailWoods services.

 

Updates to This Privacy Policy

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MailWoods may update or modify this Privacy Policy at any time without prior notice. The revised version becomes effective upon publication. Continued use of MailWoods services indicates acceptance of the updated Policy.

 

Contact Information

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For privacy-related questions, legal inquiries, or data protection requests, the Client must contact: legal@mailwoods.com

MailWoods generally responds within 24–48 working hours.