Privacy Policy.

This policy explains what personal data VoltaMail collects, why we hold it, where it lives, and the rights you have over it. We have tried to write it plainly. If anything here is unclear, write to us and we will explain it.

Who we are

VoltaMail is an email hosting service operated by VoltaServices, a company based and registered in the United Kingdom. For the mail you send and receive through us, VoltaServices is the data controller. Our registration with the Information Commissioner's Office (ICO) is pending and will be listed here once confirmed.

You can reach the person responsible for data protection at privacy@voltamail.uk.

What we collect

We collect the minimum needed to give you a working mailbox and to keep the service running.

• Your account details. The mailbox address you choose (for example, you@voltamail.uk), your display name, your password and a recovery email address. We need the recovery address to confirm your signup and to help you get back in if you lose access. Our mail server stores your password only as a salted hash. This site also keeps a salted hash of your password with your signup record. While your signup waits for you to confirm it, this site holds an encrypted copy of the password so it can create your mailbox. We delete that copy as soon as the mailbox is created or the signup fails, and within half an hour of the confirmation link expiring.
• The mail itself. The messages you send and receive, including attachments, headers, and folders. We store this because we have to in order to deliver it, hold it, and show it back to you. It is your correspondence; we treat it as such.
• Minimal server logs. Connection and delivery metadata — timestamps, sending and receiving server addresses, protocol (SMTP, IMAP, or POP3), the port used, message size, and delivery status. We keep these to route mail, stop abuse, and diagnose faults.
• Billing information. If you are on a paid plan, the details needed to take payment. Card processing is handled by our payment provider; we do not store full card numbers.
• Contact form messages. If you use our contact form, we receive your name, email address and message by email so that we can reply to you.

What we do not do

Some of the most important parts of this policy are the things we refuse to do.

• We do not show advertising in your mailbox, anywhere, ever.
• We do not scan the content of your messages to build a profile of you or to target advertising.
• We do not sell, rent, or trade your personal data or your mail to anyone.
• We do not read your mail. Automated systems touch message content only to deliver it, to filter spam and malware, and to run the features you switch on yourself, such as search within your own mailbox.

Where your data lives

Your mailbox and its contents are stored on infrastructure located in the United Kingdom. We do not move your mail outside the UK for storage. Where a message you send must transit another provider's servers to reach its recipient — as all email does — that is outside our control and governed by their systems, not ours.

Sub-processors

The VoltaMail mail servers run on VoltaServices infrastructure, operated by us in the United Kingdom. We keep the list of external processors we rely on — for example our payment provider — as short as we can. Any processor we use is bound by a written agreement to handle data only on our instructions and to the standard this policy sets out. When that list changes in a way that affects you, we will update this page.

Your rights

Under UK GDPR and the Data Protection Act 2018 you have the right to:

• access the personal data we hold about you and receive a copy of it;
• correct data that is wrong or incomplete;
• delete your account and the mail stored in it;
• export your mail in a standard, portable format;
• object to or restrict certain processing.

To exercise any of these, email privacy@voltamail.uk. We will respond within one month. If you are not satisfied with how we have handled your data, you can complain to the ICO at ico.org.uk, though we would rather you gave us the chance to put it right first.

How long we keep it

We keep your mail for as long as your account is open. When you delete a message, it is removed from your mailbox and cleared from our backups within 30 days. When you close your account, we delete the account and its contents within 30 days, except where we are legally required to retain limited records — for example, billing records kept to meet UK accounting obligations. Server logs are retained for up to 90 days and then deleted.

Changes to this policy

If we change this policy, we will update the date at the top of this page. For changes that materially affect your rights or how your data is handled, we will tell you by email before they take effect.

Contact

Questions about your privacy, this policy, or your data go to privacy@voltamail.uk. General enquiries can use the contact page.