Privacy Notice

Effective date: 8th of December 2025

Who we are

This privacy notice explains how Atmail Pty Ltd ACN 088 876 733, its subsidiaries, branded services,  and its local agents or associates (together “we”, “our” or “us”) collect, use, store, share, and safeguard personal data in accordance with the GDPR, UK GDPR, the Australian Privacy Act, and other applicable laws. It applies to both business customers and end-users of Atmail-managed consumer brands. The privacy notice also explains the rights you have to access your personal information held by us and seek correction of your personal information.

We will not use or share your information that you have directly supplied to us with anyone except as described in this privacy notice. This privacy notice does not apply to information we collect by other means (including offline) or from other sources. Capitalised terms that are not defined in this privacy notice have the meaning given them in our Standard of Terms Service. The use of information collected through our Sites shall be limited to the purposes under this privacy notice and our Terms of Service to customers.

 

What personal information do we collect and hold?

In this privacy notice, we use the term “personal data”, when we use that term, we mean information that can identify or be linked to an individual.

We collect different types of personal data depending on how you interact with us. This includes information that you provide directly, information collected automatically through your use of our services, and information obtained from third parties. The personal data we collect about you may include:

1. identifying information such as your full name, job title and employer or organisation and gender;
2. account information, including username and security credentials (e.g. password and related codes);
3. contact details such as your residential, office, and billing addresses, telephone and mobile phone numbers, and email addresses;
4. usage data about your use of our services;
5. your location, including both physical and virtual locations (e.g. IP addresses);
6. purchase and transaction information, including details about payment methods and payments to and from you, and other details of services and products you have purchased from us;
7. your preferences about receiving marketing communications from us;
8. information about any third-party accounts you link to your account with us;
9. records of our interactions and correspondence with you via phone, when submitting a web form or online chat interaction, email, text message, social media, or otherwise;
10. customer service information, including your customer service enquiries and comments, feedback, and survey responses;
11. information collected from cookies, beacons, tags, and scripts, including details about your interaction with our online presences, such as the pages you visit, the number of visits, the number of scrolls, language preferences, webpage interactions and searches, IP address, and the location of the devices accessing our websites and services, demographic information about you, your user settings, and analytics data. We use cookies to remember users’ settings as well as for authentication and analytics. Users can control the use of cookies at the individual browser level. If you reject cookies, you may still use our Sites, but your ability to use some features or areas of our Sites may be limited. If you are subject to a localised legislation, for example in Europe the General Data Protection Regulations (GDPR), we comply with such regulation, in so far as possible, in accordance with our Data Processing Policy, which is available on our website.
12. log file information automatically reported by your internet browser or mobile application each time you access our websites or services, including information such as your operating system, device type, unique identification number, browser type, geographic location, referring/exit pages and URLs, number of clicks, domain names, landing pages, pages viewed, and calls to third-party accounts linked to your account with us to retrieve/send email or attach/save files and other technical information;
13. information which we may be required to collect to fulfil our legal obligations to which we are subject, including relating to:
    1. any contract, agreement, or arrangement relating to our services or to your related accounts, services, or devices;
    2. payment information;
    3. information about your communications, including the source from which the communication has been sent by using our services and the destination of the communications and date, time, and duration of them, or connections relating to them and the features of our services that you use; and
    4. location of equipment or lines used in connection with your communications; and
14. a copy of any email reported as misclassified (e.g. spam, not spam, phishing, malware, etc.).
15. Atmail offers users the option to link third-party email accounts and file storage accounts. If a user chooses to link another account within the Atmail webmail interface, Atmail will access email and file information solely for the purposes of allowing the user to read and respond to email from within Atmail’s webmail interface and to support the attachment of files to email or saving attachments from email to third party storage services. In order to retrieve email and display message content and file lists within the webmail interface, Atmail temporarily stores an access token, email and file headers and email message content. A user may remove authorisation and delete the access token at any time. No user data related to third-party accounts is stored on the Atmail servers. Atmail’s use and transfer to any other app of information received from Google APIs will adhere to Google API Services User Data Policy, including the Limited Use requirements.
16. AI driven processing, such as categorisations, summaries, or insights may be generated from data you have provided. This data is used to enhance service functionality and efficiency but is not used for purposes incompatible with the original collection purpose.

The above list is not exhaustive and in specific instances we may need to collect additional personal data for the purposes set out in this privacy notice.

If you choose not to provide the personal data as requested, we may not be able to supply you with our products or services.

Atmail collects data under the direction of its customers and has no direct relationship with the individuals whose data it may process. If you are a client of one of our current customers and would no longer like to be tracked by such customer, please contact the respective customer directly. We may transfer personal data to companies that help us provide our service. Transfers to subsequent third parties are covered by the service agreements with our customers and the Atmail Data Processing Policy.

An individual who is a current or former Atmail customer who seeks access or wishes to correct, amend or delete inaccurate data should direct their query to [email protected]. An individual who is a client of a current or former Atmail customer who seeks access or wishes to correct, amend or delete inaccurate data should direct their query to the respective customer first and then, if no response is obtained or such response is not satisfactory, should contact [email protected]. If we receive a request under this provision, we will acknowledge it within seventy-two (72) business hours and handle it promptly.

We will retain personal data we process on behalf of our customers for as long as needed to provide our services. Atmail will retain this personal information as necessary to comply with our legal obligations, resolve disputes and enforce our agreements.

 

How do we collect your personal information?

Directly. We collect personal data directly from you, including where our services are provided to you by our partners, when you:

1. complete a form or online chat interaction on our websites;
2. correspond with us by post, telephone, email, or otherwise;
3. create an account with us or with one of our customers who supply services to you;
4. purchase or use our services or the services of one of our customers who supply services to you;
5. request marketing communications to be sent to you, or when you respond to it or request for it not to be sent to you;
6. give us feedback or participate in a survey;
7. make a payment to us;
8. link another account to your account with us, or to an account of one of our customers who provide you with services;
9. visit our websites, use our services or provide feedback;
10. apply for, start or continue a job with us or with one of our suppliers or contractors; or
11. report an email as misclassified (e.g. spam, not spam, phishing, malware, etc.).

 

From others. We may also collect it from third parties, including:

1. our business partners (e.g. partners that we supply our goods and services to and who in turn are or may be providing goods and services to you);
2. your authorised representatives or suppliers (e.g. lawyers, accountants, consultants, advisors, service providers, employees, family members, friends, or those with power of attorney, etc.);
3. members of our corporate group, which means our subsidiaries, our ultimate holding company and its subsidiaries or our other partners (such as third-party advertising or marketing research partners, and payment processors);
4. other sources, such as suppliers of marketing lists, public information, and other commercially or publicly available information;
5. your references or third parties in relation to background checks when you apply for a job with us or with our contractors, or you start or propose to start or continue employment with us or them, or when you apply for credit from us; or
6. third-party services that may interact with our service, for example (but not limited to) remote email systems that may deliver or to our systems, or remote systems to which you send email.

 

Why do we collect, use, and disclose your personal information?

Collection and use. We collect, use and disclose your personal data for the following purposes:

1. to operate, maintain, and provide to you or your service providers the features and functionality of our websites and our products and services for you;
2. to process, manage, and deliver customer accounts;
3. to provide you with quotations, updates, and information related to our services;
4. to send you marketing communications;
5. to respond to your questions and concerns, or enable you to exercise your legal rights;
6. to administer and protect our organisation, products, services, and our websites, including troubleshooting, data analysis, testing, system maintenance, support, reporting, hosting of data, network, security, vulnerability and fraud detection, and protection activities;
7. to improve our websites, products, services, marketing, customer relationships and experiences, including through analysis and business intelligence techniques;
8. to aggregate or deidentify data for analysis and produce insights about the use of our services and websites;
9. to research, monitor, and evaluate our products and services so that we can continue to improve the quality and outcomes of our products and services as well as develop new products and services;
10. to monitor or audit your use of our products, services, and equipment for compliance with the terms of any agreement between you and us, or us and our customers who provide our services to you, or applicable law;
11. to comply with our legal obligations and other compliance requirements;
12. to notify you about changes to our services, terms of service, or this privacy notice;
13. to establish your identity;
14. to minimise the risk of or to prevent fraud, crime, or misconduct;
15. to minimise the risk of or enhance or ensure the safety and security of our and others’ employees and other customers and suppliers or you;
16. to help our partners (or other customers to whom we provide services for you on their behalf) such as third-party advertising, marketing research, and anti-abuse partners to improve their services or online offerings;
17. to consider or progress job applications or employment, or to monitor your compliance with our policies and procedures or applicable laws as a contractor or employee; and
18. to analyse and process customer service inquiries, emails, or other communications using AI driven services to improve our efficiency and personalise user experiences.

 

Disclosure to others. Atmail will not rent or sell your personally identifiable information to others. We may store personal data in locations outside the direct control of Atmail, for example, on servers or databases co-located with hosting providers. We disclose your personal data to third parties, including to:

1. our business partners and customers (e.g. partners or customers that we supply our goods and services to and who ask us on their behalf to supply them as they may be providing their goods and services to you);
2. members of our corporate group, which means our subsidiaries, our ultimate holding company and its subsidiaries;
3. our suppliers, service provider, agents, contractors, and partners who assist us with our business processes and to provide our products and services, including in relation to:
   1. helpdesk or chat services;
   2. information technology services;
   3. data processing, transfer, or hosting services;
   4. third-party products and service providers whose products and services you purchase from us or our customers;
   5. providing, managing, supporting, and improving our websites, products, services and organisation;
   6. identity and fraud, or other crime protection services, credit reporting, or management services;
   7. advertising, marketing including direct marketing, and market research services;
   8. business analysis and business intelligence services;
   9. customer relationship management system services;
   10. payment processing services; and
   11. anti-abuse services (e.g. anti-spam, anti-virus, anti-malware, and image classifiers, etc.).
4. other persons authorised by you or who are responsible for or to you (such as finance brokers, lawyers, mortgage brokers, guardians, persons holding power of attorney, accountants, referees, credit reference checking agencies, marketing partners such as Google or Facebook, other employers or insurers);
5. regulators, law enforcement, national security agencies, or courts;
6. credit and debt collection services;
7. our professional advisers, including consultants, lawyers, bankers, auditors, audit assessors, insurers, risk assessors, or accountants who provide consultancy, legal, banking, auditing, insurance, risk management, or accounting services;
8. financiers, investors or third parties to whom we may choose to sell, transfer, or merge parts of our business or our assets or that we acquire businesses or merge with (if a change happens to our business, then the new owners may use your personal information in the same way as set out in this privacy notice and also to evaluate our business and whether to proceed with a transaction with us);
9. to third parties as required to protect the security or integrity of our services and to exercise or protect the rights, property, or personal safety of Atmail Pty Ltd, our users, you, or others; and
10. your references or third parties in relation to background checks for a job application, or to progress or manage your employment with us or our contractors.

 

Any personal data you make publicly available on our websites or our service, such as posting comments on our blog page, in our forums, or on our websites, may be available to others to view. If you remove personal data that you have made public on our websites or on our service, copies may remain viewable in cached and archived pages of our websites or our service, or by other users who may have copied or saved that personal data. We may display personal testimonials of satisfied customers on our websites in addition to other endorsements. We may post your testimonials along with your name. If you wish to update or delete your testimonial, contact us at [email protected].

We may buy or sell/divest/transfer the company (including any shares in the company), or any combination of its products, services, assets and/or businesses. Your information such as customer names and email addresses, and other User information related to the Atmail Service may be among the items sold or otherwise transferred in these types of transactions. We may also sell, assign or otherwise transfer such information in the course of corporate divestitures, mergers, acquisitions, bankruptcies, dissolutions, reorganisations, liquidations, similar transactions or proceedings involving all or a portion of the company. You will be notified via email and/or a prominent notice on our Site of any change in ownership or uses of your personal information, as well as any choices you may have regarding your personal information.

 

AI Processing Restrictions

We may use Artificial Intelligence (AI) to enhance our products and services, improve efficiency, and provide new functionalities. All AI-driven processing will be conducted in a manner consistent with the principles of data minimisation and purpose limitation.

This means that we will only use the minimum amount of data necessary for an AI-driven task and only for the purpose for which it was originally collected. Your data will not be used to train AI models that are publicly available or owned by third parties. The use of personal data to train models is not permitted unless the model is owned and operated by Atmail with no exposure to any third party.  This use is disclosed in our Data Processing Policy.

Any use of AI-driven tools will be designed with robust safeguards to prevent the reuse or exposure of data. We require our third-party AI vendors to adhere to our strict security and data protection standards, as outlined in our Data Processing Policy.

 

Storing and processing your personal information, including transferring it to other locations

Your personal data collected through our services may be stored and processed in Australia and/or outside Australia in a location in which we or our subsidiaries, affiliates, or service providers maintain facilities, including the following countries/regions:

1. European Union
2. United States of America
3. Singapore
4. Canada

These non-Australian countries/regions may have less stringent data protection laws to protect personal information. If this happens, we aim to ensure that the transfer will comply with applicable data protection law and personal information is secure.

We may transfer personal data we collect about you, including personal information to affiliated entities, or to our service providers across borders, and from your country or jurisdiction to other countries or jurisdictions around the world.

Atmail complies with EU General Data Protection Regulation (GDPR) as set forth by the European Union regarding the collection, use, and retention of personal data from European Union member countries. Atmail claims that it adheres to the requirements of notice, choice, onward transfer, security, data integrity, access and enforcement.

If you are subject to a differing localised legislation, we comply with such regulation, in so far as possible, in accordance with our Data Processing Policy, which is available on our website, and as such the Storage and Processing of such data will be subject to the terms of our Data Processing Agreement.

We will retain your personal data while it is required for our business functions, or for us to comply with applicable laws, or if we need it for other lawful purposes. We will retain your personal data as necessary to comply with our legal obligations, resolve disputes and/or enforce our agreements or rights under applicable laws. When we no longer need to retain your personal data for the purposes outlined above or as required by applicable law, our process is to destroy or deidentify the information.

 

Keeping your personal information accurate, and your rights to access and correct personal information, or make a complaint

Accuracy. It is important that the personal data you have provided to us is up-to-date, accurate and complete. If your details change you can update your account by logging into your account to update your password, billing information, and other personal information.

Exercising your rights. You have the option to engage with us anonymously. However, if you choose to interact with us anonymously, we may not be able to provide our products or services to you or make some offers available to you without your personal information.

You can also request:

1. access to the personal data we hold about you; and
2. correction of your personal information.

We may need to request specific information from you to help us confirm your identity and your right to access or amend your personal data (or to exercise any of your other rights).

We will try to respond to all legitimate written requests by you regarding your personal data within 30 days of receiving them. Occasionally, it may take us longer if your request is particularly complex or you have made several requests. In this case, we will let you know and keep you updated. We may also charge a fee to complete this task. The fee may vary depending on the complexity of the task. We may refuse your request if the applicable law allows us to do so. If we refuse your request, we will let you know why.

This privacy notice and your use of our services and websites is governed in all respects by the laws of Queensland, Australia, and you agree to submit to the exclusive jurisdiction of the courts of Australia. Certain privacy laws in other countries may provide you with certain rights in relation to your personal data that may not be covered under the Australian privacy laws. If you reside in those countries and wish to exercise the rights provided to you under the laws of those other countries then please contact our privacy officer by email, who will assess your request.

For information about privacy generally, visit the Office of the Australian Information Commissioner’s website at www.oaic.gov.au.

Requests and complaints: If you wish to make a request or complaint about how we have handled your personal data or our compliance with privacy laws, please contact us at:

Privacy Officer
Atmail Pty Ltd
Suite 251, Level 18
324 Queen Street
Brisbane QLD  4000
Email: [email protected]

If you make a request or complaint, please:

1. identify yourself;
2. give any identification or reference number(s), if relevant;
3. give a brief description of the matter and why you think we mishandled your personal information (what happened, when it happened, and any consequences);
4. let us know what you would like us to do to resolve the matter; and
5. if you are sending a letter by post, include a contact address, a contact phone number, and the date.

You may also make a written complaint to the privacy regulator, the Office of the Australian Information Commissioner at www.oaic.gov.au.

 

Children’s privacy

We do not knowingly collect or solicit personal data from children or anyone under the age of eighteen (18) without the lawful authority to do so (such as consent of the parent or guardian).  Please contact us if you believe we might have any personal data from or about a child or person under the age of eighteen (18) without lawful authority.

 

Promotional material and direct marketing

While you are our customer, we may use your personal information from time to time to send you promotional material and direct marketing communications and information in relation to our products and services which we consider may be of interest to you. We do this by email, SMS, or other electronic messages or written notices, or through posting of such material on our services or our websites.

You can opt-out of receiving direct or electronic marketing communications from us at any time by using the opt-out facilities provided in the marketing communications or by contacting us at [email protected].

Please note that opting out of marketing does not mean you will not be served advertisements online. You may still see advertisements based on your browsing history, or untargeted advertisements.

 

Cookies

Our Cookie policy at https://www.atmail.com/cookie-policy/ is included automatically as part of this privacy notice and provides you with information about how we collect, use, and disclose personal data through cookies.

 

Third-party links

Our websites may include links to other websites or applications provided by others, including those acting on our behalf. We are not responsible for the practices employed by websites or services linked to or from our services or websites, including the information or content contained therein. Clicking on those links or enabling those connections may allow third parties to collect or share data about you in accordance with their own privacy policies.

Your browsing and interaction on any third-party website or service, including those with a link or advertisement on our websites, are subject to that third party’s privacy policies. You acknowledge that we do not control third-party websites, and we are not responsible for their privacy practices or policies. You should review the privacy policy of any third party and any applicable terms of use when you use their websites and applications.

 

Social media widgets

Our websites may include social media features (such as a Facebook Like button and/or other widgets) that run on our websites. These features may collect your IP address and which page(s) you visit on our websites and may set a cookie to enable the feature to function properly. Social media features and widgets are either hosted by a third party or hosted directly on our websites. Your interactions with these features are governed by the privacy policy of the organisation providing it.

 

How we protect your information

Compromise of personal information

Changes to our privacy notice

All changes to this Privacy Policy are effective when they are posted on this page. When we change the policy in a material manner, we will let you know via email and/or a prominent notice on our Site, prior to the change becoming effective and update the ‘effective date’ at the top of this page.

If you have any questions about this Privacy Policy, the practices of this Site, or your dealings with this website, please contact us at [email protected].

Our privacy notice can be viewed at https://www.atmail.com/privacy/