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Privacy Policy

Effective: September 2026 • Version 2026.1

LeoMail ("we," "our," or "us") respect your privacy and are committed to protecting your personal information. This Privacy Policy details our data practices across our website (leomail.xyz), desktop application software, evaluation trial requests, and commercial licensing systems.

1. Information We Collect

  • Customer Account Details: Name, work email address, and account identifiers required to administer commercial licenses and issue receipt confirmations.
  • WhatsApp Contact Details: When you submit a 24-hour evaluation trial request or a white-label quotation enquiry, we collect your WhatsApp country code and phone number (normalized to E.164 international standard format). We collect this information specifically to evaluate evaluation requests, deliver activation guidance, and conduct verified support onboarding. We do not enroll your phone number into automated marketing cascades or share it with external lead brokers.
  • Payment Information: Direct website purchases are processed through Polar (Polar.sh). Marketplace purchases are processed through Envato. We do not store full credit card numbers or financial account credentials on LeoMail servers.
  • Envato Activation: We send your purchase code to Envato to verify the purchased item. We retain a one-way code hash, your registration email, purchase and support dates, and license references to fulfil the purchase and prevent duplicate activation. The raw purchase code is not stored in our redemption database.
  • Hardware Identifiers: For software license binding and multi-workstation seat tracking, the LeoMail desktop client submits a hardware fingerprint (UUID hash) to the licensing authority (Leocense) to verify authorized seat limits.

2. Local Storage and Online Services

LeoMail is designed from the foundation as a local-first desktop application:

  • Your Contact Lists: Your contact manager stores data locally. When campaigns use online services, campaign records and recipient information may also be sent to LeoMail servers for campaign management, tracking, and unsubscribe handling.
  • Your SMTP Relay Credentials: Your SMTP passwords, API keys, and relay host settings are stored locally on your device with local encryption.
  • Campaign Content: Draft emails and templates are saved locally. When you send a message, your selected sending provider processes its content and recipient information.

3. Third-Party Service Providers

We share information with trusted operational vendors strictly to provide essential services:

  • Polar (Polar.sh): Commercial checkout processing and billing administration.
  • Leocense: Licensing authority for cryptographic key issuance and workstation seat enforcement.
  • Transactional SMTP: Delivery of order confirmations, trial review outcomes, and license activation instructions.
  • Campaign tracking: Tracking services process campaign and recipient identifiers, timestamps, IP addresses, and request information for open, click, and unsubscribe events.
  • Website analytics: The website uses Google Tag Manager and Meta Pixel for page and marketing measurement.
  • Cloudflare Turnstile: Bot protection on public request forms to prevent automated submission abuse.

4. Data Retention & Deletion

We retain customer records and license transaction records as necessary to maintain active entitlements and comply with tax and accounting regulations. You may request account deletion or contact detail removal by emailing [email protected].