Privacy Policy

Effective Date: December 30, 2025

Last Updated: December 30, 2025

Introduction

KIBAMAIL MESSAGING SYSTEMS LTD ("Kibamail," "we," "us," or "our") operates the email marketing and transactional email platform available at https://kibamail.com (the "Service"). This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website or use our Service.

By accessing or using the Service, you agree to this Privacy Policy. If you do not agree with the terms of this Privacy Policy, please do not access the Service.

Information We Collect

Personal Data

When you register for an account or use our Service, we may collect personally identifiable information, including but not limited to:

Email address
First and last name
Company name
Billing address (street address, city, state/province, ZIP/postal code, country)
Phone number
Payment information (processed securely through our payment processors)

Usage Data

We automatically collect certain information when you access our Service, including:

IP address
Browser type and version
Operating system
Pages visited and time spent on those pages
Date and time of access
Referring website addresses
Device identifiers and information
Click patterns and feature usage within the Service

Email Data

As an email service provider, we process emails on behalf of our customers. This includes:

Email addresses of your recipients (your subscribers/contacts)
Email content you create and send through our platform
Email engagement data (opens, clicks, bounces, complaints)
Metadata associated with email delivery

Important: We act as a data processor for the email data you upload or send through our Service. You remain the data controller for your subscriber data and are responsible for ensuring you have appropriate consent and legal basis to send emails to your recipients.

How We Use Your Information

We use the information we collect for the following purposes:

Service Delivery

To provide, operate, and maintain our Service
To process your transactions and send related information
To send administrative emails, including confirmations, technical notices, updates, and security alerts
To provide customer support and respond to your inquiries

Service Improvement

To monitor and analyze usage patterns and trends (using anonymized, aggregated data)
To improve, personalize, and expand our Service
To develop new products, services, features, and functionality
All analytics are performed on anonymized data that cannot be used to identify individual users

Communications

To send you newsletters, marketing communications, and promotional materials (you may opt out at any time)
To communicate with you about products, services, offers, and events

Legal and Security

To detect, prevent, and address technical issues
To protect against fraudulent, unauthorized, or illegal activity
To comply with legal obligations

Data Retention

We retain your personal data only for as long as necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required or permitted by law.

Account data: Retained while your account is active and for a reasonable period thereafter for legal and business purposes
Usage data: Generally retained for shorter periods unless needed for security improvements or legal compliance. All usage data used for analytics is anonymized.
Email data: Retained according to your account settings and our data retention policies, typically for the duration of your account plus a reasonable wind-down period

When you delete your account, we will delete or anonymize your personal data within 30 days, except where we are required to retain certain information for legal, tax, or regulatory purposes.

Our Data Practices

We do not sell your data. We do not sell, rent, or trade your personal information to third parties for their marketing purposes.

We protect your data. Your information is secured with appropriate technical and organizational measures.

We provide access to your data. You can export or delete your data at any time through your account settings or by contacting us.

Analytics data is anonymized. Usage data collected for analytics and service improvement is anonymized and aggregated. Personally identifiable information is not used for analytics purposes.

Data Sharing and Disclosure

We do not sell, rent, or trade your personal information to third parties. We may share your information only in the following limited circumstances:

Service Providers

We engage third-party companies and individuals to facilitate our Service, perform Service-related functions, or assist us in analyzing how our Service is used. These third parties have access to your personal data only to perform specific tasks on our behalf and are obligated not to disclose or use it for any other purpose.

Analytics Providers

We use analytics services to help understand usage of our Service. These services may collect information about your use of our Service and other websites.

Payment Processors

Payment information is processed by PCI-DSS compliant payment processors. We do not store your full credit card details on our servers.

Legal Requirements

We may disclose your information if required to do so by law or in response to valid requests by public authorities (e.g., a court or government agency).

Business Transfers

If Kibamail is involved in a merger, acquisition, or asset sale, your personal data may be transferred. We will provide notice before your personal data is transferred and becomes subject to a different privacy policy.

With Your Consent

We may share your information for other purposes with your explicit consent.

International Data Transfers

Your information may be transferred to and maintained on servers located in the United States. If you are located outside the United States, please be aware that your information will be processed in the United States.

By using our Service, you consent to the transfer of your information to the United States and the processing of your information in accordance with this Privacy Policy.

For users in the European Economic Area (EEA), we implement appropriate safeguards for international data transfers, including Standard Contractual Clauses where applicable.

Data Security

We implement appropriate technical and organizational security measures to protect your personal information against unauthorized access, alteration, disclosure, or destruction. These measures include:

Encryption of data in transit (TLS/SSL)
Encryption of sensitive data at rest
Regular security assessments and testing
Access controls and authentication measures
Employee training on data protection

However, no method of transmission over the Internet or electronic storage is 100% secure. While we strive to use commercially acceptable means to protect your personal data, we cannot guarantee its absolute security.

Your Privacy Rights

General Rights

All users have the right to:

Access the personal data we hold about you
Correct inaccurate or incomplete personal data
Request deletion of your personal data
Object to or restrict processing of your personal data
Withdraw consent where processing is based on consent

To exercise any of these rights, please contact us at engineering@kibamail.com.

Rights for EEA Residents (GDPR)

If you are a resident of the European Economic Area, you have additional rights under the General Data Protection Regulation (GDPR):

Right to Access: You may request a copy of the personal data we hold about you.
Right to Rectification: You may request that we correct any inaccurate data.
Right to Erasure: You may request deletion of your personal data under certain circumstances.
Right to Restrict Processing: You may request that we limit how we use your data.
Right to Data Portability: You may request your data in a structured, commonly used format.
Right to Object: You may object to processing based on legitimate interests or for direct marketing.
Right to Withdraw Consent: Where we process data based on consent, you may withdraw it at any time.

You also have the right to lodge a complaint with a supervisory authority in the EU member state where you reside or work.

Rights for California Residents (CCPA)

If you are a California resident, you have the following rights under the California Consumer Privacy Act (CCPA):

Right to Know: You may request disclosure of the categories and specific pieces of personal information we have collected about you.
Right to Delete: You may request deletion of your personal information, subject to certain exceptions.
Right to Opt-Out: You have the right to opt out of the sale of your personal information. Note: We do not sell your personal information.
Right to Non-Discrimination: You have the right not to receive discriminatory treatment for exercising your privacy rights.

To exercise your CCPA rights, contact us at engineering@kibamail.com.

CalOPPA Compliance

In accordance with the California Online Privacy Protection Act (CalOPPA):

Users may visit our site anonymously
Our Privacy Policy link is accessible on our home page
Our Privacy Policy includes the word "Privacy" and can be easily found
Users will be notified of any Privacy Policy changes on our Privacy Policy page
Users can change their personal information by logging into their account

Do Not Track Signals

We do not currently respond to "Do Not Track" browser signals. We will update this policy if our practices change in the future.

Cookies and Tracking Technologies

We use cookies and similar tracking technologies to track activity on our Service and store certain information.

Types of Cookies We Use

Essential Cookies: Required for the operation of our Service, including session management and authentication.
Analytics Cookies: Help us understand how visitors interact with our Service by collecting and reporting information anonymously.
Functionality Cookies: Enable personalized features and remember your preferences.
Marketing Cookies: Used to track visitors across websites for the purpose of displaying relevant advertisements.

Managing Cookies

Most web browsers allow you to control cookies through their settings preferences. However, limiting cookies may impact your experience using our Service.

Third-Party Services

Our Service may contain links to third-party websites or services that are not operated by us. We have no control over and assume no responsibility for the content, privacy policies, or practices of any third-party sites or services.

Children's Privacy

Our Service is not intended for individuals under the age of 18. We do not knowingly collect personally identifiable information from anyone under the age of 18. If we become aware that we have collected personal data from a child under 18 without verification of parental consent, we will take steps to remove that information from our servers.

If you are a parent or guardian and believe your child has provided us with personal data, please contact us at engineering@kibamail.com.

Changes to This Privacy Policy

We may update our Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page and updating the "Last Updated" date.

For significant changes, we will provide more prominent notice (such as an email notification or notice within the Service).

We encourage you to review this Privacy Policy periodically for any changes. Changes to this Privacy Policy are effective when they are posted on this page.

Contact Us

If you have any questions about this Privacy Policy, please contact us:

KIBAMAIL MESSAGING SYSTEMS LTD 63 N. Burritt Ave Room 100 East PMB1247 Buffalo, WY 82834 United States

Email: engineering@kibamail.com Website: https://kibamail.com