Who we are
JULY Email is operated by JULY Marketing Inc., a JULY Company business at 666 Burrard Street, Suite 500, Vancouver, BC V6C 3P6. It routes email for custom domains: mail sent to addresses on your domain is forwarded to the inbox you choose, and you can send and reply as your domain from your existing Gmail.
For your account, we decide how your information is used. For the mail and contacts that pass through on your behalf, you decide and we act on your instructions: our Data Processing Addendum sets that out. Our Privacy Officer answers every privacy question at hello@julyemail.com.
The laws we follow
We follow Canada's Personal Information Protection and Electronic Documents Act (PIPEDA) and British Columbia's Personal Information Protection Act (BC PIPA). Where we serve people in the European Union or the United Kingdom, we also follow the GDPR and the UK GDPR: we process account data to perform our contract with you, mail on your instructions, security logs for our legitimate interest in keeping the service safe, and marketing only with your consent.
What we collect and why
- Account data. Your email address, your name if you give it, a password hash (bcrypt; we never store the password), your plan and billing status, and the version of these terms you accepted. Used to run your account.
- Consent records. The words you agreed to at sign-up, their version, the time, the page and your IP address, and whether you chose to receive marketing.
- Domains and addresses. The domains you connect, the addresses you create and where each forwards. This is the routing table that makes the service work.
- Mail in transit. To forward reliably, a raw copy of each message is buffered in encrypted object storage and deleted automatically after 7 days. We keep a mail activity log of the sender, the recipient, the size, the time and what happened to each message. It holds no subject line and no message body. We do not build profiles from your mail and we do not scan it for advertising.
- Sign-in and devices. For each signed-in browser: its type, the IP address it signed in from, and when it was last used, so you can see and sign out your devices. If you add a passkey, we keep its public key only.
- Security records. Refused sign-ups and locked sign-ins, with the email kept only as a one-way hash and the IP address, and a log of the changes made in your account, so you and we can see what happened and when.
- DNS provider credentials (optional). If you use one-click DNS setup, the API token you provide is stored encrypted (AES-256-GCM) and used only to write the DNS records you asked for.
- Payment data. Handled by Stripe; we never see full card numbers.
- Messages you send us. What you write in the contact form or the help form in your dashboard, with the page you sent it from.
- Notes from our team. When we help with your account, we may keep a short note of what was asked and what we did. Notes are part of your data export and are deleted with your account.
- Where you came from. When you sign up or write to us, the first page of your visit, the name of the site that sent you (never the full address) and any campaign tags in the link (utm_source and the like). Your browser holds them for that visit only, in session storage rather than a cookie, and sends them to us only with the form.
- Referral program. If you join: your code, the clicks on your link (counted once a day per visitor, never identified), the people who signed up with it (shown to you masked), what they paid and what you earned, the payouts we made, and the payout details you give us (encrypted). If you signed up with someone's link, we keep that a customer referred you, and you can remove it in Referrals.
- Error records. When something fails while you use JULY Email, we record what failed, when, on which page and for which account, so we can fix it. Never what you typed, your passwords or your mail; email addresses in them are masked. Kept 90 days after the error last happened.
- Stories you share. If you write one on Share your story: what you wrote, your name and context line as you entered them, your stars, and whether you allowed us to publish it, with the wording and the time. We publish only with that permission, and you can withdraw it in the app at any time.
- AI usage records. When an AI feature runs for you, we record the date, which feature ran, the model and how many tokens it used, to keep to your plan's daily allowance and to know what the AI costs us. Never the mail or what the AI wrote. They are part of your data export, and deleting your account removes your name from them.
Google user data
If you connect a Google account, we request the minimum Gmail permissions needed for the features you enable, and nothing else:
- gmail.compose: to create draft messages inside your own mailbox (AI summaries and suggested replies appear as drafts in the conversation). We never send mail from your Gmail; drafts wait for you.
- gmail.metadata: to read message headers only (never message bodies) so each draft can be placed in the correct conversation thread.
- gmail.settings.sharing: to add your custom-domain address to Gmail's "Send mail as" list on your behalf where Google permits it (Google Workspace accounts), so you can send as your domain natively.
The OAuth refresh token Google issues is stored encrypted with AES-256-GCM and used solely to perform the actions above for your account. Disconnecting Google in Settings deletes the token from our systems and we ask Google to revoke it. You can also revoke access at any time at myaccount.google.com/permissions.
Limited Use disclosure: JULY Email's use and transfer of information received from Google APIs to any other app will adhere to the Google API Services User Data Policy, including the Limited Use requirements. We do not use Google user data for advertising, we do not sell it, and humans do not read it except with your explicit consent, for security and abuse investigation, or where required by law.
AI processing
AI features are off by default and per-user opt-in. When you enable them, the content of an individual incoming message is processed by Anthropic's Claude API (our AI subprocessor) to produce a summary or a suggested reply, which is placed as a draft in your own mailbox. We do not use your mail to train AI models, and our API agreements with Anthropic exclude training on this data. Disable the toggles in Settings at any time to stop all AI processing.
The use of raw or derived user data received from Workspace APIs will adhere to the Google User Data Policy, including the Limited Use requirements. Specifically: Google user data is never used to develop, improve or train any AI or machine-learning model beyond the individual user's own personalized output, and it is never transferred to any third-party service that would use it to train its models. Anthropic does not train its models on data submitted through its API.
Where your data is stored
Our servers, database, mail buffer and sending service run in the United States (AWS us-east-1). Stripe, Anthropic and Google process data in the United States, and Cloudflare at the edge closest to you. Information stored outside Canada is subject to the laws of the country where it is held, and the authorities there may be able to obtain it under those laws.
How long we keep it
| Record | Kept for |
|---|---|
| Raw copies of mail passing through | 7 days, then deleted by the storage itself |
| Mail activity log (sender, recipient, size, time, outcome) | 90 days |
| Gmail verification messages caught for send-as setup | 30 days |
| Your account, domains, addresses and settings | Until you delete your account |
| Reply routes for your contacts | While the address they belong to exists |
| Signed-in devices | 30 days after the session ends |
| Your account activity log | 2 years, and deleted with your account |
| Consent records | While your account exists, and deleted with it |
| Stories you share, and whether we may publish them | While your account exists, and deleted with it |
| Security log (refused sign-ups, locks; emails only as a one-way hash) | 1 year |
| Webhook delivery journal | 90 days |
| Email delivery log (recipient, template, time, outcome; never the content) | 90 days |
| Notifications in your account | 90 days |
| Contact form messages | 2 years |
| Clicks on referral links (counted, never identified) | 90 days |
| Referral payouts (amount, date, and the name and email paid) | 7 years |
| Error records (what failed, when, the page and the account) | 90 days |
| Switches our team set on your account (for example AI paused), with the reason | While your account exists, and deleted with it |
| AI usage records (date, feature, model and tokens; never the mail) | 2 years |
| Addresses that bounced or asked us to stop writing (the address, the reason and the dates) | Kept, so we never write to them again |
| Invoices and payment records | 7 years, as Canadian tax law requires |
| Deletion certificates | 7 years |
| Database backups | 14 days |
| Server logs | Rotated by size, at most the last 50 MB per service |
Deleting your account (Settings, Delete account) removes your domains, addresses, routing data, stored credentials, Google tokens and activity logs at once, and emails you a deletion certificate that lists what was deleted and what the law makes us keep.
Your rights and choices
- See and take your data. Download everything we hold about your account from Settings, or ask us and we answer within 30 days.
- Correct it. Change your details in Settings, or ask us to.
- Withdraw consent. Stop marketing messages at any time with the link in each one, and turn AI features off in Settings.
- Delete it. Delete your account yourself in Settings, or ask us to.
Write to our Privacy Officer at hello@julyemail.com for any of these. If you are not satisfied with our answer, you can complain to the Office of the Privacy Commissioner of Canada or the Office of the Information and Privacy Commissioner for British Columbia, and in the European Union or the United Kingdom, to your data protection authority.
Age
JULY Email is for people 19 or older. If you believe a younger person has given us their information, write to us and we will delete it.
Security and breaches
Mail moves over TLS; outbound mail is DKIM-signed for your domain with SPF and DMARC configured. DNS provider keys, Google tokens and two-factor secrets are encrypted at rest (AES-256-GCM); passwords are bcrypt-hashed; SMTP credentials are stored as hashes only. Access to production systems is limited to the operator. More on our Security page.
New passwords are checked against known data breaches using Have I Been Pwned's range service: only the first five characters of a hash of the password leave our servers, never the password itself. To keep automated sign-ups out, we ask your browser to pass Cloudflare Turnstile on our sign-up, password reset, sign-in link and contact forms, and after several unsuccessful sign-ins; Cloudflare processes technical signals from your browser for that check under its own privacy policy.
If a breach of security affects your personal information and creates a real risk of significant harm, we will tell you and the Privacy Commissioner as soon as we can, and we keep a record of every breach.
Changes to this policy
We post every change here with a new version and effective date. When a change matters, we ask you to accept it before you carry on in the app; for smaller changes we show a notice.