Last updated: March 15, 2025
Terms of Service
1. Acceptance of Terms
By accessing or using InboxMonitor.io services ("Services"), you agree to be bound by these Terms of Service ("Terms"). If you do not agree to these Terms, please do not use our Services.
2. Description of Services
InboxMonitor.io provides email monitoring and management services that help businesses track and manage email communications across multiple domains.
3. Account Registration
To use our Services, you must register for an account. You agree to provide accurate, current, and complete information during the registration process and to update such information to keep it accurate, current, and complete.
4. Your Responsibilities
You are responsible for maintaining the confidentiality of your account information and for all activities that occur under your account. You agree to:
- Notify us immediately of any unauthorized use of your account
- Ensure that you exit from your account at the end of each session
- Use the Services only for lawful purposes and in accordance with these Terms
- Not use the Services in any way that violates any applicable federal, state, local, or international law or regulation
5. Payment Terms
Some of our Services require payment. By selecting a paid Service, you agree to pay the fees indicated for that Service. Payments are processed securely through our payment processors.
- All fees are exclusive of all taxes or duties imposed by governing authorities
- All payments are non-refundable except as expressly provided in these Terms
- You authorize us to charge the payment method you provide to us for all applicable fees
6. Termination
We may terminate or suspend your account and access to the Services, with or without notice, for any reason, including, without limitation, if we reasonably believe that you have violated these Terms.
7. Changes to Terms
We reserve the right to modify these Terms at any time. We will provide notice of any material changes through the Services or by other means. Your continued use of the Services after such notification constitutes your acceptance of the modified Terms.
8. Disclaimer of Warranties
THE SERVICES ARE PROVIDED "AS IS" AND "AS AVAILABLE" WITHOUT WARRANTIES OF ANY KIND, EITHER EXPRESS OR IMPLIED, INCLUDING, BUT NOT LIMITED TO, IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, OR NON-INFRINGEMENT.
9. Limitation of Liability
IN NO EVENT SHALL INBOXMONITOR.IO BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, INCLUDING WITHOUT LIMITATION, LOSS OF PROFITS, DATA, USE, GOODWILL, OR OTHER INTANGIBLE LOSSES, RESULTING FROM YOUR ACCESS TO OR USE OF OR INABILITY TO ACCESS OR USE THE SERVICES.
Privacy Policy
1. Information We Collect
At InboxMonitor.io, we collect information to provide better services to our users. We collect the following types of information:
- Account Information: When you register for an account, we collect your name, email address, company name, and contact information.
- Email Metadata: As part of our Services, we process metadata from emails that pass through our system, including sender and recipient information, timestamps, and subject lines.
- Email Content: We may process the content of emails when necessary to provide our Services, such as for keyword detection or reply tracking.
- Usage Data: We collect information about how you use our Services, including log data, device information, and analytics.
2. How We Use Your Information
We use the information we collect for various purposes, including:
- Providing, maintaining, and improving our Services
- Processing and completing transactions
- Sending you technical notices, updates, security alerts, and support messages
- Responding to your comments, questions, and requests
- Monitoring and analyzing trends, usage, and activities in connection with our Services
3. Are You Reading My Emails?
This is one of our most common questions, and we understand the concern. Here's how we handle email content:
- Our system processes email content automatically for the purpose of providing our Services (like keyword detection).
- Our human team members do not read your emails unless you explicitly request help with troubleshooting an issue related to a specific email.
- We use strict access controls and audit logging to ensure only authorized personnel can access email content when necessary for support purposes.
- We maintain a clear record of all human access to email content for security and compliance purposes.
4. Information Sharing and Disclosure
We do not sell, rent, or share your personal information with third parties except in the following circumstances:
- With your consent
- To comply with laws or respond to lawful requests and legal process
- To protect the rights and property of InboxMonitor.io, our agents, customers, and others
- In connection with a business transfer, such as a merger, acquisition, or sale of assets
5. Data Retention
We retain different types of information for different periods:
- Account information: For as long as your account is active
- Email content: According to your subscription plan (7-90 days)
- Email metadata: Up to 12 months
- Usage data: Up to 24 months in anonymized form
6. Your Rights and Choices
You have several rights regarding your personal information:
- Access, correct, or delete your personal information
- Object to our processing of your information
- Export your data in a portable format
- Opt out of certain communications
To exercise these rights, please contact us at [email protected].
7. Cookies and Tracking Technologies
We use cookies and similar tracking technologies to track the activity on our Services and hold certain information. You can instruct your browser to refuse all cookies or to indicate when a cookie is being sent.
Security Practices
1. Data Security Measures
We implement a variety of security measures to maintain the safety of your personal information:
- All data transmission between you and our servers is encrypted using TLS
- Email content and sensitive data are encrypted at rest using AES-256 encryption
- We employ strict access controls with multi-factor authentication
- Regular security audits and penetration testing
- Continuous monitoring for suspicious activities
2. Secure Infrastructure
Our infrastructure is built with security as a foundation:
- Hosted in SOC 2 and ISO 27001 certified data centers
- Network security with firewalls, intrusion detection systems, and DDoS protection
- Regular security patches and updates
- 24/7 infrastructure monitoring
3. Security Incident Response
In the event of a security incident that affects your data:
- We will notify affected users within 72 hours of discovery
- We maintain a documented incident response plan
- Our team is trained in security incident handling procedures
4. Employee Access Controls
We strictly limit employee access to customer data:
- Background checks for all employees
- Principle of least privilege access
- Regular security awareness training
- Comprehensive audit logging of all data access
Data Processing
1. Email Processing Workflow
Understanding how we process emails is important. Here's our workflow:
- Your domain's MX records point to our servers
- Incoming emails are received and scanned for viruses and malware
- Email metadata is extracted and stored
- The email content is processed for keyword matching according to your settings
- Notifications are generated based on your preferences
- Emails are stored according to your subscription plan's retention period
2. Data Subprocessors
We use the following subprocessors to help provide our services:
- Cloud infrastructure providers (AWS, Google Cloud)
- Email delivery services (for notifications)
- Analytics services (for usage tracking)
- Customer support tools
We carefully select our subprocessors and ensure they maintain appropriate security standards.
3. Data Transfers
For users outside the United States, we comply with applicable laws regarding cross-border data transfers:
- We offer EU Standard Contractual Clauses
- We can provide data residency options for Enterprise customers
- We have measures in place to ensure adequate protection for all international transfers
Compliance
1. GDPR Compliance
For users in the European Economic Area (EEA), we comply with the General Data Protection Regulation (GDPR):
- We act as a data processor for email data and a data controller for account information
- We provide mechanisms for data subject rights requests
- We maintain records of processing activities
- We conduct data protection impact assessments where required
2. CCPA Compliance
For California residents, we comply with the California Consumer Privacy Act (CCPA):
- We provide notice of collection and your rights
- We respond to rights requests within the required timeframes
- We do not sell personal information as defined by the CCPA
3. Industry-Specific Compliance
For customers with specific regulatory requirements:
- We can provide guidance on HIPAA compliance (for healthcare)
- We offer SOC 2 reports for Enterprise customers
- We can support custom compliance requirements through our Enterprise plan
4. Compliance Documentation
Enterprise customers can request:
- Data Processing Agreements
- Security documentation
- Compliance certifications