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MailSolid Data processing agreement

Edition: · Digital Checkmark LLC

Parties and scope

This agreement is part of the Terms of service. It applies when a business that uses MailSolid (the customer, as controller) has Digital Checkmark LLC (MailSolid, as processor) process personal data on its behalf. It does not cover the data of console accounts, which Digital Checkmark LLC controls as described in the Privacy policy.

Purpose

MailSolid processes personal data only to provide the contracted service: checking and watching the customer's domains, receiving and explaining its DMARC aggregate and TLS reports, analyzing the messages it uploads, running mail tests, publishing the hosted policies it configures, sending its alerts and summaries, and running the public tools it places on its own website.

Data and data subjects

  • Data subjects: the people who send mail as the customer's domains, the people whose messages the customer uploads or sends to a mail-test address, the people who leave their email in the customer's public tools, and the customer's team.
  • Data: IP addresses and host names in DMARC and TLS reports; the headers and visible content of the messages analyzed (the message itself is deleted within 24 hours, and the report kept does not include the body or the content of attachments); email addresses left in the public tools and their verification; the names, email addresses and roles of the team.
  • Special categories: the service is not designed for sensitive data. The customer should not upload messages whose content it is not entitled to process.

Our obligations

  1. Process data only on the customer's documented instructions: these terms and what it configures in the console.
  2. Limit access to the people who need it to provide the service, bound by confidentiality. When MailSolid staff act in a workspace, the action is recorded and visible to its owner for 365 days.
  3. Apply the security measures in the annex.
  4. Use only the subprocessors listed in Subprocessors, under terms that protect the data at least as this agreement does. We give 30 days' notice before adding a new one, and the customer may object.
  5. Help the customer answer data subject requests. The console lets it export its contacts, remove a domain from the workspace and delete whole workspaces; for anything else we act on its written request.
  6. Notify the customer without undue delay after confirming a breach affecting its data, with what is known and what we are doing about it.
  7. At the end of the service, delete the data: a deleted workspace can be recovered for 7 days and is then purged with its data. Before that the customer can export what it needs.
  8. Provide the information needed to show compliance with this agreement and allow reasonable audits, with prior notice and at the customer's cost.

Customer obligations

The customer must have a lawful basis for the data it processes with MailSolid, inform the people concerned (for example in its own privacy policy, which the public tools can link to), only monitor domains it is authorized to monitor, and choose the services it connects, which are its own responsibility.

AI

The AI second opinion is off by default. If the customer turns it on, MailSolid sends Anthropic the visible text of the message analyzed, with personal data masked, and the facts found by its own engine, never the attachments. MailSolid does not use customer data to train AI models.

International transfers

Data may be processed in the United States and in the other countries where the subprocessors operate. If the customer needs specific transfer safeguards, such as standard contractual clauses, it should contact us before providing that data at privacy@mailsolid.com; we do not claim that one mechanism applies automatically to every case.

Annex: security measures

  • TLS on every connection; data at rest encrypted by the hosting provider; the secrets of alert destinations and the authenticator keys encrypted with keys of their own.
  • Each workspace in its own isolated store. Every request checks the session and membership, and a person outside the workspace gets a not found.
  • Roles (owner, admin, member), sessions that expire, two-step verification and passkeys, and a fresh sign-in or a second factor for sensitive actions.
  • Rate limits, a human check in the public tools and signed messages between the service and its mail nodes.
  • Uploaded messages deleted within 24 hours; an activity log of 180 days for each workspace.