Privacy Policy

Who we are

MailboxVitals is a product and trading brand operated by Vital Signals Ltd, a private limited company registered in England and Wales under company number 17355669.

Registered office: Vital Signals, Shepwell, Creech St Michael, Taunton, TA3 5DP

For privacy questions, email [email protected]. For general enquiries, use the Free Snapshot form or contact us through the website.

Information we collect

Website and enquiry information

When you contact us or request a free snapshot, we may collect your name, business email address, organisation, role or title and phone number where provided, along with your enquiry, message and other information you choose to submit. If submitted with a form, we may also receive attribution information such as UTM parameters and referring-page details.

Microsoft 365 assessment information

To provide an assessment, we may process mailbox metadata supplied by the customer or collected using approved read-only assessment tooling. This may include mailbox size, item counts, folder statistics, archive status and signals, quota and storage indicators, shared mailbox indicators, and related tenant or mailbox metadata.

MailboxVitals does not intentionally collect email body content, download attachments or inspect message content. Assessments are designed to be read-only and metadata-led.

How and why we use information

We use information to respond to enquiries; assess requests; provide free snapshots and paid assessments; prepare advisory reports, evidence packs and practical recommendations; protect the service and prevent abuse; improve our services; and maintain legal, compliance and accounting records.

Our lawful bases

• Legitimate interests: handling B2B enquiries, operating and securing the service, and improving our services where those interests are not overridden by individual rights.
• Contract and pre-contract steps: responding to assessment requests and delivering agreed services.
• Legal obligation: retaining records needed for accounting, tax, compliance or other legal duties.
• Consent: where optional analytics, marketing cookies or similar tracking are enabled in future and consent is required.

Service providers and sub-processors

We may use carefully selected providers to operate the website and services, including FormSubmit for form handling; Microsoft 365 and email hosting services; Cloudflare for DNS, security, tunnels and web analytics; website hosting infrastructure; and, where needed in future, accounting and payment processors. These providers process information only as needed to supply their services and under their applicable terms and safeguards.

International transfers

Some providers may process information outside the UK. Where personal data is transferred internationally, we seek to use providers and contractual or legal safeguards appropriate to the destination and the nature of the information. Contact us if you would like more information about safeguards relevant to a particular service.

Retention

• Enquiry and contact data is normally retained for up to 24 months unless a customer relationship begins or a longer period is reasonably required.
• Assessment and report data is normally retained for up to 12 months unless otherwise agreed.
• Accounting and compliance records are retained for the periods required by law.
• Security and operational logs are retained for a reasonable period appropriate to service protection and troubleshooting.

We may retain limited information longer where necessary to establish, exercise or defend legal claims.

Your UK GDPR rights

Depending on the circumstances, you may have rights to access, correct or erase your personal data; restrict or object to processing; receive certain information in a portable format; and withdraw consent where processing relies on consent. These rights are not absolute and exemptions may apply.

To exercise a right, contact [email protected]. We may need to confirm your identity before responding.

Complaints

Please contact us first so we can try to resolve your concern. You also have the right to complain to the UK Information Commissioner’s Office (ICO) through ico.org.uk.