Website Privacy Policy

Last Modified: October 16, 2023

1. Introduction

Digital Mailbox, Inc., dba Zipinmail (“Company,” “Zipinmail,” “we,” “us,” or “our”) respects your privacy and is committed to protecting it through our compliance with this policy.

This Privacy Policy describes the types of information we may collect or that you may provide when you visit, register with, access, or use the Website, including when you use Zipinmail Virtual Mailbox, Regular Zmail, Certified Zmail, two-way customer communications, Digital Checks, ZVault/Digital Vault, Text and Email Messaging, Coupon services, User Rewards, subscriptions, and related services (collectively, the “Services”), and our practices for collecting, using, maintaining, protecting, and disclosing that information.

This policy applies to information we collect on or through the Website and in email, text, and other electronic communications between you and the Website. It does not govern information collected offline or through other Company applications that maintain a separate privacy policy, or information collected independently by third parties.

Please read this policy carefully. If you do not agree with our policies and practices, do not use the Website or Services. Your continued use after a revised policy becomes effective constitutes acceptance of the revised policy to the extent permitted by law.

2. Children Under the Age of 13

The Website is not intended for children under 13 years of age, and we do not knowingly collect personal information from children under 13. If we learn that we collected personal information from a child under 13 without appropriate authorization, we will delete it. Contact Support@Zipinmail.com if you believe we may have information from or about a child under 13.

3. Information We Collect and How We Collect It

We collect information directly from you, from Business Clients that have an existing relationship with you, automatically when you use the Services, and from service providers used for identity, address, communications, security, fraud prevention, and payment processing.

3a. Information You Provide to Us

• Identifiers and contact information, such as full name, physical mailing address, email address, mobile telephone number, date of birth, and other identifiers by which you may be contacted online or offline.
• Identity and address-verification information, which may include government-issued identification, Social Security number where required, utility bills, lease or other address documentation, and information necessary to validate identity, residence, business address, company or employer information.
• Business information, including business name, address, authorized personnel, domain, telephone number, registration information, and other information required to establish or verify a Business Client account.
• Account and subscription information, including login credentials, preferences, subscription plan, billing information, Payment Methods, Account Balance information, and transaction history.
• Content and communications you provide through the Services, including Zmail, attachments, replies, customer-service communications, documents stored in ZVault/Digital Vault, and information submitted through forms.
• Financial and transaction information reasonably necessary to provide Digital Check Services, including information used to validate, authenticate, verify, initiate, route, process, record, or support an authorized transaction. Zipinmail may use third-party banks, ACH processors, payment processors, identity-verification providers, and other service providers in connection with these functions.
• Records and copies of correspondence, including email addresses and telephone numbers, if you contact us.
• Marketing, coupon, campaign, consent, opt-in, opt-out, and communication-preference information.

3b. Customer Information Provided by Business Clients

A Business Client may upload, import, transmit, synchronize, or otherwise provide information concerning its customers, members, clients, account holders, donors, employees, or other persons or entities with whom it has an existing relationship (“Customer Information”). Customer Information may include a Customer’s name, physical mailing address, email address, mobile telephone number, customer or account identifier, and other information reasonably necessary to identify, authenticate, invite, communicate with, or provide Services to the Customer.

Business Clients are responsible under the Terms of Use for having a legitimate relationship with Customers whose information they provide and for having the legal right and authority to provide that information. Business Clients agree to use Regular Zmail and Certified Zmail only with their Customers and not with purchased, rented, scraped, or otherwise acquired third-party lists except where expressly permitted by Zipinmail and applicable law.

3c. Information Collected Automatically

• Usage details, such as traffic data, logs, dates and times of access, pages or screens viewed, features used, searches, communications metadata, and resources accessed through the Services.
• Device and connection information, including IP address, device identifiers, operating system, browser type, mobile network information, and related technical information.
• Transaction and audit information associated with Regular Zmail, Certified Zmail, and Digital Checks, which may include transmission and delivery timestamps, read-receipt information, electronic-signature records, transaction identifiers, IP address information, authentication events, and other audit-trail information.
• Cookies, mobile cookies, web beacons, pixels, local storage, software development kits, and similar technologies used for security, authentication, preferences, analytics, performance, and functionality.

4. How We Use Your Information

• Provide, operate, maintain, secure, support, personalize, and improve the Website, Virtual Mailbox, and other Services.
• Create and administer Accounts, subscriptions, Payment Methods, Account Balances, User Rewards, and service preferences.
• Verify identity, physical mailing address, business identity, authorized personnel, and eligibility to use particular Services.
• Enable Business Clients to invite, authenticate, and communicate with their Customers through Regular Zmail, Certified Zmail, and two-way customer communications.
• Deliver and store communications and documents in the Virtual Mailbox and ZVault/Digital Vault and provide associated notifications.
• Create and maintain delivery confirmations, read receipts, electronic-signature records, transaction IDs, IP-address records, and other audit-trail information for Certified Zmail and related Services.
• Facilitate Digital Check Services and authorized electronic payment transactions, including validation, authentication, verification, fraud prevention, transaction routing, processing support, records, disputes, returns, reversals, and compliance activities.
• Provide account, subscription, security, service, transaction, Zmail, Digital Check, and other notices by email, SMS, push notification, or other permitted channel.
• Provide Text, Email, MMS, WhatsApp, coupon, campaign, and other communications where authorized and consistent with applicable consent and preference requirements.
• Detect, prevent, investigate, and address fraud, security incidents, prohibited activity, unauthorized transactions, abuse, technical issues, and violations of our Terms.
• Comply with applicable law, regulation, legal process, banking-network requirements, and valid governmental requests, and establish, exercise, or defend legal claims.
• Fulfill any other purpose disclosed when the information is provided or with your consent.

We may use aggregated or de-identified information for analytics, service improvement, business planning, and other lawful purposes where that information does not reasonably identify an individual.

5. Virtual Mailbox, Zmail, and Business Client Customer Information

As between Zipinmail and a Business Client, the Business Client retains its rights in Customer Information it provides. Zipinmail uses Customer Information to provide, operate, secure, support, and improve the Services requested by that Business Client and its Customers; perform identity or address verification; facilitate authorized communications and transactions; prevent fraud and abuse; comply with law; and otherwise as described in this Privacy Policy.

Zipinmail will not sell or rent a Business Client’s Customer Information to third parties or provide that Customer Information to unrelated third parties for their independent marketing or solicitation purposes. Zipinmail will not use a Business Client’s proprietary Customer list to solicit those Customers on behalf of another Business Client.

The business relationship for Virtual Mailbox Services is between Zipinmail and the applicable Business Client. Zipinmail may use service providers as described below to provide the Services.

6. Digital Checks and Financial Information

Digital Checks are electronic payment transactions offered through the Virtual Mailbox. A Digital Check may visually resemble a paper check, but it is not intended to be printed, scanned, photographed, or deposited as a paper check. Digital Check transactions may be processed electronically through the ACH network or other supported payment infrastructure using third-party financial institutions and payment processors.

Zipinmail may collect or process information necessary to validate, authenticate, verify, initiate, route, record, support, and protect a Digital Check transaction. This may include sender and receiver identity information, bank or payment-related information, transaction amount, timing, status, transaction identifiers, authorization records, fraud and risk signals, and information received from or provided to financial institutions, ACH processors, payment processors, identity-verification providers, and other service providers.

Unless expressly stated otherwise in writing, Zipinmail is a technology services provider and is not a bank or payment or merchant processor. Under the current Terms of Use, third-party financial institutions or payment processors are responsible for processing Digital Check fund transfers by debiting the sender’s bank account and crediting the receiver’s bank account. Availability and timing may depend on those third parties and the applicable subscription.

Information about Digital Check transactions may be retained as reasonably necessary for transaction records, fraud prevention, security, dispute handling, returns or reversals, legal and regulatory compliance, and enforcement of our Terms.

7. Disclosure of Your Information

We may disclose aggregated or de-identified information that does not reasonably identify an individual or device, subject to applicable law.

We may disclose personal information and Customer Information:

• To subsidiaries and affiliates for legitimate business purposes consistent with this Privacy Policy.
• To contractors and service providers, including cloud hosting providers, identity- and address-verification providers, communications providers, security and fraud-prevention providers, financial institutions, banks, ACH processors, payment processors, payment networks, analytics providers, customer-support providers, and other vendors, solely as reasonably necessary to provide, secure, support, or improve the Services or process authorized transactions.
• To the Business Client with whom you have a customer relationship as reasonably necessary to provide Virtual Mailbox Services, communications, transaction records, customer-service functions, and related Services.
• To fulfill the purpose for which you provided the information or another purpose disclosed when you provided it.
• With your consent or at your direction.
• To a buyer or successor in connection with a merger, divestiture, restructuring, reorganization, dissolution, financing, sale, or transfer of some or all of the Company’s assets, subject to applicable law.
• To comply with a court order, subpoena, law, regulation, legal process, banking-network requirement, or governmental or regulatory request.
• To enforce our Terms of Use or other agreements and to protect the rights, property, safety, security, or integrity of Zipinmail, our Business Clients, Customers, users, service providers, or others.

No mobile information will be shared with third parties or affiliates for their independent marketing or promotional purposes. Text-messaging originator opt-in data and consent will not be shared with third parties for their independent marketing or promotional purposes.

8. Marketing, Campaigns, Coupons, and Communication Preferences

Where permitted and with required consent, Zipinmail and Business Clients may use the platform to deliver marketing communications, campaigns, and coupons through Email, SMS, MMS, WhatsApp, or other supported channels. Business Clients are responsible for applicable consent and compliance requirements.

Virtual Mailbox communications are governed separately by the Business Client/Customer relationship described above. Zipinmail’s Terms provide that Business Clients use Regular Zmail and Certified Zmail with their Customers and that Zipinmail does not use one Business Client’s proprietary Customer list to solicit those Customers for another Business Client.

You may opt out of marketing email using the unsubscribe mechanism provided in the message. You may opt out of SMS marketing by replying STOP where instructed. Transactional, security, service, legal, or account communications may still be sent where permitted or required even if you opt out of marketing.

9. Cookies, Tracking Technologies, and Analytics

We may use cookies, mobile cookies, web beacons, pixels, local storage, SDKs, and similar technologies to authenticate users, remember preferences, secure the Services, understand usage, measure performance, diagnose problems, and improve functionality. Browser or device settings may allow you to limit certain technologies, although doing so may affect functionality.

10. Your Choices and Access to Your Information

You may review and update certain Account information by logging into the Website. You may also contact CustomerService@Zipinmail.com or Support@Zipinmail.com to request access to, correction of, or deletion of personal information you provided, subject to applicable law and legitimate retention requirements.

We may be unable to delete certain information while an Account remains active or where retention is necessary for transaction records, fraud prevention, security, legal obligations, dispute resolution, enforcement, or other lawful purposes. Requests may require identity verification.

11. Data Retention

We retain personal information and Customer Information for as long as reasonably necessary to provide the Services, maintain Accounts and transaction records, satisfy Business Client service requirements, comply with legal and regulatory obligations, resolve disputes, prevent fraud, enforce agreements, and protect the security and integrity of the Services. Retention periods may vary based on the type of information and the purpose for which it is processed.

12. Data Security

We maintain commercially reasonable administrative, technical, and organizational safeguards designed to protect personal information and Customer Information under our control against unauthorized access, use, alteration, loss, or disclosure. Information may be stored on secure servers and protected using access controls, firewalls, encryption, and other security measures appropriate to the information and Services.

No electronic transmission, mobile platform, storage system, or security technology can be guaranteed completely secure. Users and Business Clients are responsible for maintaining appropriate security over devices, Accounts, credentials, systems, and personnel and for promptly reporting suspected unauthorized access or use.

13. Third-Party Services

Certain Services depend on third-party cloud providers, telecommunications providers, identity-verification providers, financial institutions, payment processors, ACH processors, payment networks, analytics providers, and other systems outside Zipinmail’s control. These third parties may process information on our behalf or, where applicable, under their own legal obligations. Third-party websites, applications, or services may maintain separate privacy policies that govern their independent collection and use of information.

14. Geographic Scope

The Website and Services are provided by a United States-based company and are primarily intended for users in the United States. If you access the Services from another jurisdiction, you are responsible for understanding applicable local requirements, and information may be processed in the United States or other locations where our service providers operate, subject to applicable law.

15. Changes to Our Privacy Policy

We may update this Privacy Policy from time to time. If we make material changes, we may post the updated policy on the Website, update the “Last Modified” date, and provide additional notice by email, in-Website alert, or other appropriate means where required or appropriate. You are responsible for periodically reviewing this policy and maintaining current contact information in your Account.

16. Contact Information

Digital Mailbox, Inc., dba Zipinmail

Privacy, customer-service, and technical-support questions may be directed to Support@Zipinmail.com or CustomerService@Zipinmail.com.

17. SMS/Text Consent

If you affirmatively consent to receive marketing messages or information and notifications by SMS/text, message frequency may vary and message and data rates may apply. Reply STOP to opt out and HELP for help where instructed. Zipinmail and the carriers used to deliver messages are not liable for delayed or undelivered messages to the extent permitted by law.

No mobile information will be shared with third parties or affiliates for their independent marketing or promotional purposes. Text-messaging originator opt-in data and consent will not be shared with third parties for their independent marketing or promotional purposes.