Privacy Policy
In short: we collect only what we need to run ViviMail securely and bill for it. Your data is stored in the United Kingdom. We never sell it, never use your email for advertising, and only use essential cookies. You can download your data from your dashboard and contact us about your rights at any time.
1. Who we are
ViviMail is provided by Viviron Ltd, company number 16534437, registered office 71-75 Shelton Street, Covent Garden, London, WC2H 9JQ, United Kingdom. Viviron Ltd is registered with the Information Commissioner's Office (ICO) as a data controller, registration reference ZC198708.
For privacy questions or to exercise your rights, email hello@vivimail.co.uk with "Privacy" in the subject, or write to us at our registered office.
2. Controller and processor
- Account, billing and security data (who uses ViviMail and how): Viviron is the controller. This policy applies.
- Email content in our customers' mailboxes: our customer (the organisation that owns the mailbox) is the controller and Viviron is its processor under the data processing agreement. If you correspond with a ViviMail customer, contact that organisation about your data.
3. What we collect
| Data | Examples | Where it comes from |
|---|---|---|
| Account details | Name, email address, password (stored only as a secure hash), organisation, role | You, or the administrator who invites you |
| Security data | Two-step verification settings, passkeys, sign-in times, IP address, browser or device type, security events | Your use of ViviMail |
| Billing data | Plan, payment status, invoices, billing name and address, the last 4 digits and expiry of your card | You and Stripe, our payment provider. We never receive your full card number |
| Service data | Domains, mailbox names, storage used, messages sent per day, delivery logs (sender, recipient, time, status) | Your use of ViviMail |
| Communications | Emails and support requests you send us | You |
| Website visits | Standard server and security logs (IP address, pages requested). No analytics or advertising trackers | Your browser |
4. How we use it and our legal basis
| Purpose | Legal basis (UK GDPR) |
|---|---|
| Provide ViviMail, create and manage accounts, deliver email | Contract |
| Take payments, send invoices, keep accounting records | Contract; legal obligation (tax records) |
| Keep accounts and the service secure: two-step verification, detecting suspicious sign-ins, preventing spam and abuse, sending limits, robot checks on sign-up | Legitimate interests (protecting our customers and the service) |
| Support, including authorised staff access to an account where necessary (see section 9 of our terms) | Contract; legitimate interests |
| Service emails: confirmations, invitations, security and billing notices | Contract; legitimate interests |
| Comply with the law and respond to lawful requests | Legal obligation |
We do not use automated decision-making that has legal or similarly significant effects on you, we do not sell personal data, and we do not send marketing email without your consent.
5. Who we share it with
We share personal data only with service providers who help us run ViviMail (our sub-processors), under contracts that protect it:
| Provider | What for | Location |
|---|---|---|
| Contabo GmbH | Server hosting: all ViviMail data, including mailboxes | United Kingdom (data centre in Portsmouth) |
| Cloudflare, Inc. | Website security and delivery, DNS, robot check on sign-up | Global network (USA-based company) |
| Stripe Payments Europe Ltd and Stripe, Inc. | Payments, invoices and the billing portal | Ireland and USA |
We may also disclose data where the law requires it, to protect our rights or the safety of others, or to a buyer of the ViviMail business (who would be bound by this policy).
6. International transfers
ViviMail data, including mailboxes, is stored in the United Kingdom. Cloudflare and Stripe may process some data in other countries, including the USA. Where they do, the transfer is protected by UK adequacy regulations (including the UK Extension to the EU-US Data Privacy Framework), the UK International Data Transfer Agreement, or the UK Addendum to the EU Standard Contractual Clauses.
7. How long we keep it
| Data | Kept for |
|---|---|
| Account and organisation data | While active. Account deletion is handled through the verified request process below; organisation data is controlled by its organisation and requires a separately authorised retention and closure review. |
| Email content | Until deleted by the organisation or handled under its authorised retention and closure instructions. Service cancellation does not itself guarantee automatic deletion after 90 days. |
| Mail delivery database metadata | 30 days |
| Other application and mail logs | Rotated by size; a fixed maximum retention period has not yet been verified. |
| Security and audit records (sign-ins, changes to settings, staff access) | 2 years |
| Billing and accounting records | 6 years after the end of the financial year (UK tax law) |
8. How we protect it
Connections are encrypted, every account uses two-step verification, passwords are stored only as strong hashes, secrets such as API keys are encrypted, staff access is limited, requires a reason and is logged, and our systems are monitored for security events. More detail is on our data protection page.
9. Your rights
Under UK data protection law you can ask us to:
- give you a copy of your personal data (you can also download it yourself from Account security > Your data in the dashboard);
- correct inaccurate data;
- delete your data (you can request this from the dashboard), subject to records we must keep by law;
- restrict or object to how we use it, including where we rely on legitimate interests;
- transfer data you gave us to another provider (data portability).
We will reply within one month. There is normally no charge. We may need to confirm your identity first.
If you are unhappy with how we handle your data, please tell us first. You also have the right to complain to the Information Commissioner's Office (ico.org.uk, 0303 123 1113).
10. Cookies
We only use cookies that are strictly necessary, for example to keep you signed in and to protect our sites. See our Cookie Policy.
11. Children
ViviMail is a business service and is not intended for anyone under 18.
12. Changes to this policy
We will post any changes on this page and update the date at the top. If a change is significant we will also tell account owners by email or in the dashboard.
Account-deletion requests
Request deletion without signing in at vivimail.co.uk/delete-account/, through Account Security, or by emailing hello@vivimail.co.uk. We normally complete requests within one calendar month, subject to identity verification and lawful exceptions. Our designated Viviron Ltd administrator monitors the queue daily. We explain additional checks or time required and confirm the outcome by email. Organisation mailboxes remain under the organisation’s control; a personal request cannot authorise deletion of its email service.
Records that may remain
Some records are retained for the purposes and periods below. Any longer retention must have a documented lawful reason and review date.
| Data | Reason | Retention |
|---|---|---|
| Invoices, payments and accounting records | Tax and accounting obligations | Six years after the end of the relevant financial year. |
| Security, audit, session and delivery records | Security, fraud prevention and accountability | Security and audit database records: two years. Delivery metadata: 30 days. Other application and mail logs rotate by size; a fixed maximum retention period has not yet been verified. |
| Privacy request, contact details and verification record | Respond to your request and demonstrate how it was handled | 12 months after the request is completed, then automatically deleted, unless a documented lawful exception requires longer retention. |
| Backup copies | Recovery from service failures | Every backup copy kept on the ViviMail server (daily backups, copies made before updates and database dumps) is deleted automatically within 30 days. Additional copies are kept in cloud storage; their expiry settings are under review and no maximum lifetime has yet been confirmed. Deleted data may remain in those copies until they expire or are removed. Contact hello@vivimail.co.uk for the retention position relevant to your request. |
Saved mailbox contacts
If you choose to use ViviMail’s saved address book, we store contact names, email addresses, phone numbers, company, job title and any notes you enter or import. These records are transmitted to ViviMail’s servers for address-book features, recipient suggestions, import/export and copying between mailboxes you can access. The app does not request access to your Android device address book; you select import files yourself.
Saved contacts belong to the mailbox and can be accessed by other people authorised to open that mailbox. You can delete contacts through the address book. Deleting your personal sign-in account removes your access but does not authorise deletion of the organisation’s shared mailbox contacts. Backups and applicable retention exceptions are described in the retention section.