Privacy notice

Controller and scope

This notice, version 2026-07-16, explains how MailDNS handles personal data in public diagnostics, accounts, monitoring, reports, support, security, and billing.

MailDNS is responsible for the processing described in this notice. Contact [email protected] about this notice, your personal data, or a privacy request.

Data MailDNS processes

• Account data: name, email, verification state, security methods, sessions, organization membership, and recorded Terms and Privacy acceptance versions and timestamps.
• Optional Google sign-in data: name, email address, verified-email status, and profile image supplied by Google for account linking, sign-in, and account security. MailDNS does not request access to Gmail, Google Drive, contacts, calendars, or messages.
• Service data: monitored domains, public DNS answers, check configuration, incidents, maintenance, integrations, and audit events.
• Report data: DMARC and TLS aggregate reports, sending IP addresses, message counts, authentication outcomes, and submitting-provider evidence.
• Billing data: plan, subscription, invoice, and provider identifiers. Full card details are handled by PayPal or Stripe on their hosted payment surfaces and are not stored by MailDNS. PayPal may decide whether to offer guest card funding based on the buyer, account, and region.
• Technical data: request timing, security events, bounded client identifiers and logs needed to prevent abuse and diagnose failures. Public page-view analytics do not store an IP address, user agent, referrer, full URL, query string, or browser fingerprint.
• Acquisition data: a first-party campaign, an opaque pseudonymous touch identifier, bounded funnel events, and operator-entered campaign spend. Acquisition records do not store the raw token, raw URL, query string, referrer, email address, IP address, or user agent.

Purposes and legal bases

MailDNS processes data to provide requested checks and monitoring, authenticate users, deliver alerts, enforce plan limits, bill paid subscriptions, secure the service, answer support requests, comply with law, and establish or defend legal claims. Depending on your location and relationship with the service, the basis may be contract, legitimate interests in secure and reliable operation, consent where specifically requested, or a legal obligation.

Aggregate reports and uploaded email files

DMARC aggregate and TLS reports can contain IP addresses, counts, and authentication results. Raw objects are retained for the configured short window; normalized evidence is retained for the plan's history period. DMARC forensic or failure-report ingestion is disabled by default because it can expose message content.

Files submitted to the public message inspector are parsed locally in the browser when the tool states that boundary and are not uploaded. Authenticated server-side imports are stored only when the product explicitly says so. Do not inspect messages without authorization.

Cookies and local storage

MailDNS uses strictly necessary session, CSRF, security, and preference storage to sign users in, remember display choices, and protect account actions. Public page views are counted anonymously without an analytics cookie. Only after you choose to allow analytics may MailDNS store pseudonymous first-party visitor and session cookies to estimate unique visitors. Unique-visitor totals therefore include only consenting browsers and do not represent unique people.

MailDNS honors Global Privacy Control and Do Not Track by disabling pseudonymous visitor analytics. Analytics is first-party, is not used for targeted advertising, and does not use browser fingerprinting. Your choice lasts up to 180 days on this browser and can be changed or withdrawn below.

Campaign links use a cookieless first-party identifier in the acq query parameter. It is used only to connect a campaign touch to bounded product and billing events and does not authorize access. It may remain in browser history and may reach Cloudflare, tunnel, or reverse-proxy access logs; the operator must redact its value from those logs.

Providers and disclosures

Data may be disclosed to hosting and database providers, transactional email services, DNS and network operators used for requested probes, error/security monitoring, Google when you choose Google sign-in, Cloudflare for inbound report transport, and the configured payment provider, PayPal or Stripe, for subscriptions. Google sign-in data is used only to authenticate and maintain your MailDNS account. Providers may process data only for the contracted service and applicable legal duties. MailDNS does not sell personal data or use Google account data or private report content for targeted advertising.

Data may also be disclosed when legally required, to investigate abuse or security incidents, to protect users, or as part of a business transfer subject to appropriate confidentiality and notice.

International transfers

Providers may operate in countries different from yours. Where applicable law requires transfer safeguards, MailDNS will use an available lawful mechanism such as contractual protections or a recognized adequacy framework. Applicable safeguards depend on the provider, processing location, and law.

Retention

Raw report objects, normalized evidence, account records, billing records, and security logs have different retention needs. Product settings and plan pages show operational evidence retention. Data is deleted or anonymized when no longer needed, except where longer retention is required for tax, billing disputes, fraud prevention, backups, security investigations, or legal claims. Backup deletion may follow MailDNS's backup lifecycle rather than happen immediately.

Client-observed acquisition events expire after 30 days. Server- and provider-observed conversion events expire after 395 days. An acquisition token is eligible for a new conversion for 45 days, and its hashed touch remains only while a retained conversion event still references it. Campaign definitions and spend records follow MailDNS's business-record schedule. Payment evidence follows billing, dispute, tax, fraud, and legal retention requirements rather than the short acquisition-event schedule.

Public analytics event rows expire after 31 days. Pseudonymous visitor and session counters are removed after 35 days without a new observation. Aggregated operator metrics retain one-minute buckets for 48 hours, five-minute buckets for 35 days, hourly buckets for 400 days, and daily buckets for 790 days. Those aggregates contain route categories and counts, not raw URLs, IP addresses, user agents, referrers, email addresses, or browser fingerprints.

Your choices and rights

Depending on applicable law, you may request access, correction, deletion, restriction, portability, or objection; withdraw consent where processing relies on consent; and complain to a competent data protection or consumer authority. Organization administrators can manage members, exports, retention, and deletion controls in the product. MailDNS may verify identity and authority before fulfilling a request.

Send requests to [email protected]. If MailDNS processes data solely on behalf of your organization, submit the request to that organization first.

Security

MailDNS uses hashed tokens, encrypted integration secrets, signed webhooks, tenant-scoped queries, access controls, rate limits, and bounded parsers. No internet service can promise absolute security. Report suspected issues to [email protected] and avoid including sensitive report content in the first message.

Children

MailDNS is a technical service for people authorized to operate domains and is not directed to children. Do not create an account if you cannot legally agree to the Terms of Service.

Changes and contact

Material changes are dated and communicated in-product or by email when required. A change that needs new consent will not be treated as accepted merely because you continue using the service. Contact [email protected] with questions.