Who we are. Webzworld - Jitendra Desai, 1318, Navjivan Commercial Society, Lamington Road, Mumbai 400 008, Mumbai, Maharashtra ("GINbox", "we"). Contact: info@ginbox.net. Grievance Officer: Anirudh Yadav, info@ginbox.net, +91-22-40041498. We acknowledge within 24 hours and resolve within 15 days.
1. Two roles
- For your account (the people who sign up, administrators, billing contacts) GINbox is the Data Fiduciary under the Digital Personal Data Protection Act, 2023.
- For the mail, contacts and calendars in your mailboxes your business is the Data Fiduciary, and GINbox processes that data only on your instructions, to provide the Service.
2. What we hold and why
| Data | Why | Kept |
|---|---|---|
| Account: name, email, a hashed password, an encrypted two-step sign-in secret, acceptance of the terms | to run your account and keep it secure | while the account exists; after it is closed, the details you registered with (email, name, legal name, GSTIN, domains) are kept 180 days, as Indian law asks of email services, then deleted |
| Domains and mailboxes: domain names, mailbox addresses and names, plans, settings, DNS check results | to provide the Service | while the account exists |
| Your mail, contacts and calendars | to store and deliver them — the Service itself | until you or your users delete them; deleted items stay in Trash for 30 days; a deleted mailbox can be restored for 30 days; backups expire within 35 days after that |
| Delivery records: sender and recipient addresses, time, delivery result — never subjects or content | to answer "did my mail arrive?", stop abuse, and meet Indian cybersecurity and data-protection record-keeping rules | 1 year |
| Security records: sign-in times, network, device type; the countries an account signs in from (worked out on our own server from the IP address, with DB-IP's country data — the address is never sent anywhere to be located); an activity log of administrative changes | to protect accounts (an alert when someone signs in from a new country) and investigate incidents | 1 year (countries: while the account exists; activity log: 2 years) |
| Billing: legal name, address, GSTIN, state, invoices and payment status | tax invoices and accounting law | 8 years, including after an account is closed (records the law requires) |
| Passwords for your old provider, while you move mail to GINbox | to copy your mail | encrypted; deleted when the move ends |
| Connection to Microsoft 365, while you move from it | to copy your mail with your administrator's approval | deleted when the move ends |
| Connection to Google Workspace, while you move from it | to copy your mail with your administrator's permission | deleted when the move ends |
| Files you upload to import mail (.pst, .mbox, .eml) | to import them | deleted when the import finishes |
| Support conversations | to help you | 2 years |
We do not receive your card, UPI or bank details: payments are processed by our payment partner, a payment aggregator authorised by the Reserve Bank of India, which receives them directly.
3. Automated processing of mail
- Spam, phishing and malware filtering of incoming and outgoing mail, and sending limits, run automatically to protect you and the Service. Outgoing messages are checked in memory as they are sent; they are not stored for that purpose or read by a person.
- Images in mail can load through our image proxy so senders cannot see when you opened a message.
- AI help (optional) runs only when a user presses an AI button, and only on the message or text they chose. That text is processed by our AI provider outside India for that one answer; neither we nor the provider keep it or use it to train models. Your administrator can turn AI features off for the domain, and each user can turn them off.
- Read receipts and open tracking (optional, chosen by the sender for each message). A read-receipt request is a standard header: the recipient's mail app asks them whether to send one. If the sender turns on open tracking, a tiny image in the message records when it is fetched — the time, and whether a mail provider's image proxy fetched it — never the recipient's IP address or location. It applies only to mail sent outside the sender's organisation and never to bulk mail; the records are deleted after 90 days. Your administrator can turn open tracking off for the domain, and links in mail are never rewritten to track clicks.
4. What we never do
We do not sell personal data, show advertising, read your mail (except when you ask us to help with a specific problem, to investigate abuse or a security incident affecting the Service, or when the law requires it — each access is recorded), or use your mail to train AI models.
5. Where your data is
| What | Where |
|---|---|
| Our servers, your account and mailbox records, the delivery and security records | Mumbai, India |
| The messages in your mailboxes (encrypted in transit, with integrity checks) | Singapore, with a storage provider under contract to us |
| The encrypted off-site copy of our database backups | Japan |
| AI help, only when you use it | outside India (see section 3) |
We plan to move mail storage and backups to India, and will tell you before we do. Transfers outside India are made to countries not restricted under section 16 of the Digital Personal Data Protection Act, 2023.
6. Who we share it with
Only service providers that help us run GINbox, under contracts that limit them to that purpose: our data-centre and storage providers, our payment partner, an email delivery provider used as a backup route for outgoing mail, our AI provider (only for AI help you request), and our own email for service messages. We disclose data to authorities only when Indian law requires, and tell you unless the law prevents it.
7. Security
Encryption of mail in transit (TLS) and of passwords and secrets at rest; two-step sign-in for administrators; least-privilege access with every administrative access logged; continuous backups, encrypted before they leave our servers, with regular restore tests; monitoring for abuse. If a personal data breach affects you, we notify you and the authorities as the DPDP Act and CERT-In directions require.
8. Your rights
You can ask to access, correct or erase your personal data, withdraw consent where processing is based on consent, and nominate someone to exercise your rights. Write to info@ginbox.net. For data in mailboxes, contact the business that gave you the mailbox — we help them answer your request. Step by step: Delete your data. If you are not satisfied with our answer you may complain to the Data Protection Board of India, and you may appeal a decision of our Grievance Officer to the Grievance Appellate Committee (www.gac.gov.in) within 30 days.
9. Children
GINbox is a business service and is not directed at children under 18.
10. Changes
We will notify you by email and in the admin panel before material changes take effect.
11. Our phone apps
The GINbox apps for Android and iPhone show the same mailbox as the webmail and talk only to our servers. On your phone they keep only what they need to work: your sign-in session, in the phone's secure storage (the iPhone Keychain or the Android Keystore), and any file you choose to open or save. They contain no advertising, analytics or tracking code, and they do not read your phone's contacts, photos or location. Signing out or removing the app ends the session on that phone; you can also end it from the list of signed-in devices in the webmail's settings.
On Android you can choose to show your GINbox calendar in the phone's own Calendar app, and your GINbox contacts in its Contacts app. Only then does the app ask for permission to use the phone's calendar or contacts, and it reads and writes only the GINbox calendars and contacts it adds: what you add or change there is saved to your GINbox account. Turning it off, signing out or removing the app removes them from the phone.
New-mail notifications: the signal our server sends through Google (Android) or Apple (iPhone) says only that new mail arrived, with the number of unread conversations. On Android, the app then asks our server itself for the sender and subject of the new mail to show in the notification — never through Google; you can turn this off in the app's Settings, and the lock screen shows only "New email" until the phone is unlocked. On Android you can share files and text from other apps into a new GINbox email; they stay on the phone until you send that email. How to have your data deleted: Delete your data.