Email Privacy and Data Protection

Protect your privacy and keep your email data secure!

Email Privacy Basics

What Email Providers Can See:

• Email content (unless encrypted)
• Sender and recipient
• Subject lines
• Attachments
• IP addresses
• Login times and locations

What They Can't See:

• End-to-end encrypted messages
• Content in encrypted attachments

Protecting Your Privacy

Use Strong Security:

• ✅ Use two-factor authentication wherever it is offered. Signing in to the AtrioMail control panel always requires it (it covers the control panel, not webmail or mail apps).
• ✅ Use unique, strong passwords
• ✅ Log out on shared devices
• ✅ Use secure connections (HTTPS)

Email Encryption:

• Between your devices and our servers: the recommended mail app settings use encrypted connections (IMAP with SSL/TLS on port 993, SMTP with STARTTLS on port 587), and webmail is reached over HTTPS
• Outgoing mail: handed to Amazon SES over an encrypted connection. Whether it stays encrypted on the way to the recipient depends on the receiving server.
• End-to-End: PGP/GPG (advanced), which you and your recipients set up in your own mail apps

Privacy Best Practices

• ✅ Don't share sensitive info via email
• ✅ Use separate emails for different purposes
• ✅ Be careful with email aliases
• ✅ Review app permissions regularly
• ✅ Delete old emails you don't need
• ❌ Don't click suspicious links
• ❌ Don't open unknown attachments

Data Protection Rights

GDPR and UK GDPR:

Our Privacy Policy covers GDPR and UK GDPR, and we publish a Data Processing Agreement. Your rights include:

• Right to access your data
• Right to delete your data
• Right to data portability
• Right to be forgotten

How to Exercise Rights:

1. Contact support
2. Say which right you want to exercise, for example access to your data or deletion of your account

Email Tracking

What Senders Can Track:

• Email opens (via tracking pixels)
• Link clicks
• Location (approximate)
• Device type

How to Block Tracking:

• Disable automatic image loading
• Use privacy-focused email clients
• Use browser extensions (PixelBlock)
• Read emails in plain text mode

Secure Email Practices

• Use VPN on public WiFi
• Don't access email on public computers
• Clear browser cache regularly
• Use private/incognito mode when needed
• Review connected apps and services

Your Data and Cancellation

• Your mail stays in your mailbox until you delete it, for as long as your account is active
• Account data is deleted on cancellation, so move your mail out before you cancel

You Control:

• Delete emails anytime
• Copy your mail elsewhere: mailboxes use standard IMAP, so any IMAP migration tool can copy your mail to another provider
• Close your account by contacting support

Need Help?

Questions about privacy? Contact support through the live chat in the control panel.