AI Mail CloudWho is responsible
Verified backup email, domain proof and billing notices
For every plan, the external backup address is used for verification and recovery-related messaging, account activation and service notices. The Professional flow additionally handles the customer-owned domain name, selected alias names, DNS ownership challenge and verification result, mail-server provisioning receipts and public DKIM/DNS values. The public DKIM key is different from its private signing key; the private key must not be emailed or published.
Paid-plan billing involves Stripe customer, Checkout, invoice and subscription identifiers and the billing email passed to Stripe. Successful-payment receipts and invoice PDFs may be delivered by Stripe to that billing address, separate from our account-setup emails. Stripe may apply its own retention, security and privacy practices. The Free plan does not require a successful card payment.
Domain DNS records and email addressing can be public, while registration tokens, account credentials, billing information and message contents require more restrictive protection. Standard email sent to any third-party address passes through external receiving systems. The AI Mail Agent's visible presence does not alone grant blanket permission to read your mailbox contents.
Alpha & Omega Limited, a New Zealand company operating AI Mail Cloud, is responsible for the personal information it collects and controls for this hosted-email service. Direct privacy enquiries to legal@aimailcloud.com. This policy covers the public website, customer registration, webmail service, billing, security and support.
What information we handle
We process registration and recovery email addresses, requested mailbox names, password hashes or authentication records, account and plan identifiers, verified contact details, payment and subscription references, support correspondence, security events and operational logs. To deliver email we necessarily process message addressing, headers, body text, attachments and mailbox metadata. Do not use our service for content you are not authorised to send or store.
Why we process it
We use information to create and verify accounts; route, receive, store and deliver email; authenticate logins; enforce quotas and anti-abuse rules; bill for optional subscriptions; provide help; investigate delivery and security issues; comply with law; and protect network reliability. Access to message content is restricted to what is required for authorised service operation, security investigation or lawful requests.
Email contents and confidentiality
You retain rights to your own lawful messages. We do not claim ownership of customer correspondence or a broad right to sell its contents. Email is a federated service: messages necessarily travel to external recipient mail providers, and security outside our systems depends on those providers and your correspondents. Standard email must not be assumed end-to-end encrypted.
Payment handling
Stripe processes paid-plan Checkout and subscription management. AI Mail Cloud maintains customer, subscription, invoice and entitlement references needed to administer a mailbox. We do not ask customers to email payment-card details and do not claim that full card numbers are stored in AI Mail Cloud website files.
Infrastructure, suppliers and overseas transfers
Email infrastructure is hosted with OVHcloud; the public marketing website uses Hostinger; Stripe provides billing. Providers and data locations may be outside New Zealand, including the United States. Other services may participate in receiving or routing specific email messages. We address cross-border disclosures under New Zealand Privacy Act 2020 principle 12 and applicable overseas law. Read Hosting and subprocessors and international privacy information.
Retention and deletion
Mailbox contents remain while the service is active, subject to quota, abuse, security and retention requirements. Following verified account closure, live mailbox data and backups may follow different removal schedules and lawful retention obligations. Financial records, dispute evidence and operational logs can be retained for legitimate legal, fraud-prevention and accounting purposes. We do not promise immediate erasure of every backup; contact us for account-specific details.
Security and incidents
We use access controls, authenticated services, transport encryption where supported, monitoring and protection measures suited to hosted email. No network or email platform can guarantee perfect security. If a privacy breach is notifiable under applicable law, we will make required notifications. See our security and vulnerability reporting pages.
Your rights
Under the New Zealand Privacy Act 2020 you may request access to and correction of your personal information, subject to lawful exceptions. Additional rights may apply in your jurisdiction. Send a request to legal@aimailcloud.com and we may verify identity before disclosing mailbox or account data. You may also raise concerns with the Office of the Privacy Commissioner in New Zealand.
Policy updates
Effective 18 October 2026. Material changes will be published here and, where required, notified to affected customers. Questions: legal@aimailcloud.com.