Privacy Policy

This Privacy Policy describes how this webservice provider (“we”, “us”, or “our”) collects, uses, discloses, and safeguards personal information when you use this webmail and related mail services (together, the “Service”). This includes mailbox hosting, sending and receiving email (SMTP/IMAP/POP or similar), and web-based access to your account. By providing personal information to us or using the Service, you signify your consent to our collection, use, and disclosure of your personal information in accordance with this privacy policy.

Effective date: September 9, 2026

1. Overview

The Service provides email accounts and related mail delivery, plus optional web-based access to your mailbox. We are committed to protecting your privacy. We do not sell personal information, and we do not share it with third parties for marketing or advertising data-broker purposes.

For purposes of this privacy policy, “personal information” means any information that can identify an individual directly or through other reasonably available means. Personal information does not include an individual’s business address or business telephone number.

2. Session cookies (webmail)

When you use webmail, we use session cookies strictly to manage webmail logins and to keep your session secure. These cookies are necessary for authentication and basic application operation (for example, remembering that you are signed in and applying your display preferences for the current visit). Your mailbox password is held in the webmail server session so IMAP and SMTP can work; it is not stored in a browser cookie. Session cookies identify the session only.

Session cookies are temporary. They expire when you sign out or when your browser session ends. We do not use cookies to track you across other websites, and we do not use advertising or analytics cookies. Accessing mail via a desktop or mobile client does not rely on these webmail session cookies. You are welcome to use public information about this Service without revealing personal or financial information beyond what is required to use your account.

3. Information we process

To provide the mail service and webmail, we process information that is necessary to operate the Service, which may include:

Your mailbox address and credentials used to authenticate to the mail system (including via webmail or mail clients)
Email messages, folders, and related mailbox data you store, send, receive, or access through the Service
Contact and account details needed to operate your subscription to the Service
Technical data needed for security and reliability (such as IP address, client or browser type, connection and login timestamps, and mail-server logs) for abuse prevention and troubleshooting

The choice to provide personal information is always yours. However, withholding information that is required to operate the Service may limit or prevent our ability to provide mail or webmail access. We process this information to provide and secure the Service, not for advertising profiles.

4. Basic principles of handling your personal information

As part of our commitment to treat your personal information with respect, we operate in accordance with the following principles:

Accountability — We maintain and protect personal information under our control and designate individuals accountable for compliance with these principles.
Identifying purposes — The purposes for which personal information is collected will be identified to you before or at the time it is collected.
Consent — Except where required or permitted by law, your informed consent is required for our collection, use, or disclosure of your personal information.
Limiting collection — Collection is limited to details necessary for the purposes identified to you.
Limiting use, disclosure, and retention — We use or disclose personal information only for the purposes for which it was collected (unless you consent otherwise, or as required or permitted by law), and retain it only as long as needed for those purposes or as required by law.
Accuracy — We make every reasonable effort to keep personal information accurate, complete, and up to date.
Safeguarding — We use no less than industry-standard security safeguards to protect your personal information.
Openness — You are entitled to a copy of this privacy policy. If you cannot print a copy from this page, contact us and we will provide one.
Customer access — Upon request, we will inform you of the type of personal information we hold about you, how it has been or may be used, and whether it has been disclosed to third parties (and to whom). You may verify accuracy and, where warranted, request amendment.
Complaints and suggestions — Questions about these principles or our information-handling practices may be directed to the contact below.

5. Purpose for collection and how we use information

Prior to collecting information from you, we identify the purpose(s) for collection. Generally, we collect and use personal information to:

Authenticate you and maintain access to your mailbox (including webmail sessions and mail-client connections)
Provide the Service you request or subscribe to, including delivering, storing, routing, and displaying your email
Contact you about your account, important service notices, and support requests
Process billing or payment obligations related to the Service where applicable (including sharing only what is necessary with affiliates or payment processors for that purpose)
Protect accounts and mail infrastructure against unauthorized access, abuse, spam, fraud, and service disruption
Reply to emails, questions, or requests you send to us
Meet legal or regulatory obligations when applicable
Where permitted, communicate about related products or services that may be of interest (you may contact us to opt out of non-essential marketing communications)

We only use personal information for the purposes disclosed to you. If information is required for a different purpose, we will obtain your consent before proceeding, except where required or permitted by law.

6. No tracking, sale, or third-party sharing

No personal data is tracked, sold, or shared with third parties for marketing, advertising, or data-broker purposes. We do not sell your email content or account information.

We may disclose personal information only in limited circumstances, including:

to affiliates and related parties as needed to provide the Service or respond to your requests
to investigate potentially fraudulent or questionable activity regarding your account(s) or use of the Service
to service providers who operate infrastructure strictly on our behalf under confidentiality obligations (for example, hosting); those parties may not use your data for their own purposes
in anticipation of or during a sale, reorganization, consolidation, merger, or amalgamation of our business
when required or permitted by law, including criminal investigations, government reporting, legal proceedings, or court orders (only the information specifically requested, after we are satisfied the requesting authority has legitimate grounds)
to cooperate with law enforcement or other authorities investigating improper or unlawful activities, or to report improper or unlawful user activity
to employ reasonable and legal methods to enforce our rights or investigate suspected illegal activities

Except as specifically provided in this privacy policy, we do not disclose personal information to third parties.

7. Our employees and your personal information

Access to private, sensitive, and confidential information is restricted to authorized employees who have a legitimate business purpose for accessing it (for example, verifying identity and assisting with support requests).

As a condition of employment, employees must abide by our privacy standards and these principles. Unauthorized access to or disclosure of personal information is strictly prohibited and may result in disciplinary measures, including dismissal.

8. Data retention

Mailbox content is retained according to your account and the mail system’s normal retention and backup practices. Webmail session data associated with cookies is retained only for the life of the session. Security and mail-system logs may be retained for a limited period to investigate incidents and protect the Service. We retain personal information only so long as required to fulfill the purpose for which it was collected or as required by law.

9. Security

We use industry-standard technologies and maintain current security standards to protect personal information against theft, loss, unauthorized access, disclosure, inappropriate alteration, or misuse. Electronic customer files and mail stores are kept in a secured environment with restricted access. We manage our server environment and firewall infrastructure appropriately, and review security practices on a regular basis.

LOGIN or PLAIN over TLS is still secure: TLS encrypts the entire session, including the mailbox password. Webmail can use stronger mail-server authentication (SCRAM) when your IMAP or SMTP server offers it, so the password is not sent even inside that tunnel. You can review TLS and the login method in use under Options → Connection Security. Remote pictures in HTML mail stay off the network unless you allow them. SVG attachments are blocked for download by default because they can contain script; you can allow a trusted message via Show remote images or an Unsafe Image Rule.

While we take many efforts to protect your personal information, because of the nature of data transmission over the Internet we cannot guarantee absolute security; you transmit personal information to us at your own risk. Please use a strong unique password, protect mail-client credentials, and sign out of webmail on shared devices.

10. Consent

By accessing and using the Service, you are deemed to consent to our collection, use, and disclosure of your personal information in accordance with this privacy policy. You may at any time, subject to any legal or contractual restrictions on our part, withdraw your consent by contacting our Privacy Officer (see Contact below). Withdrawal of consent may affect our ability to continue providing the Service.

11. Accessing, amending, and your choices

You have the right to access, verify, and amend information held in your personal files. Before we provide information or correct inaccuracies, we may ask you to verify your identity. We will endeavor to respond within an appropriate timeframe.

You may stop using the mail service and/or webmail at any time (subject to any contractual terms). You can clear cookies in your browser to remove webmail session cookies. For account closure, password changes, mailbox questions, or to request access or amendment of personal information, contact your email administrator or this webservice provider’s support channel.

12. Changes to this policy

We may update this Privacy Policy from time to time. Changes will be reflected on this page in a timely manner. The effective date at the top of this page will be revised when changes are made. Continued use of the Service after an update constitutes acceptance of the revised policy.

13. Commissioner for Complaints for Telecommunications Services (CCTS)

CCTS is an independent agency whose mandate is to resolve complaints of individual and small business customers about their telecommunications services. If you have a complaint about telephone, wireless, or Internet service, you must first try to resolve it directly with your service provider. If you have done so and have been unable to reach a satisfactory resolution, CCTS may be able to help you, free of charge. To learn more, visit www.ccts-cprst.ca or call toll-free at 1-888-221-1687.

14. Contact

If you have questions, concerns, or complaints about this Privacy Policy, confidentiality, our employees, or service suppliers, or wish to withdraw consent, please contact:

Privacy Officer
Phone: 519-489-6700
Email: privacypolicy@fibernetics.ca
Fax: 519-653-7686

Customer contact centre (access / amendment requests): 418-948-3249

By using our mail service or webmail, you acknowledge that you have read this Privacy Policy.

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