1. Controller
Controller within the meaning of Art. 4 (7) GDPR: iqmeta GmbH, Am Sonnenhang 24, 71111 Waldenbuch, Germany, represented by Managing Director Otto Neff. Email: support@sharpmailserver.com. We are not legally required to appoint a data protection officer; privacy requests are handled by the management directly.
2. Principles
We process personal data only where a legal basis under Art. 6 (1) GDPR applies, limited to what is necessary (data minimisation) and only for as long as required. We do not use analytics, advertising, tracking pixels, fingerprinting or social media plugins. We do not sell personal data.
SharpMailserver itself is self-hosted software. Emails, contacts, calendars and files that you process with SharpMailserver remain in your infrastructure; iqmeta GmbH has no access to them unless you explicitly grant support access (see Data Processing Agreement).
3. Hosting & server log files
This website is operated by iqmeta GmbH on its own servers located in Germany in the data center of Hetzner Online GmbH, Industriestr. 25, 91710 Gunzenhausen, Germany (data center provider, see Sub-processors). When you access the website, the web server automatically processes: IP address, date and time, requested URL, HTTP status, transferred data volume, referrer URL and user agent.
Purpose: delivery of the website, stability and security (defence against attacks and abuse). Legal basis: Art. 6 (1) (f) GDPR (legitimate interest in secure operation). Log files are deleted after 14 days at the latest unless retention is required to investigate a specific security incident.
4. Google Fonts
For typography this website currently loads the fonts Inter and JetBrains Mono from Google Fonts (Google Ireland Limited, Gordon House, Barrow Street, Dublin 4, Ireland). When a page is loaded, your browser connects to servers of Google and transmits your IP address and browser information. Google may process data in the USA; Google LLC is certified under the EU-US Data Privacy Framework. Legal basis: Art. 6 (1) (f) GDPR (uniform, readable presentation). We are working on hosting the fonts ourselves; this section will be updated when the change is live. Privacy policy of Google: policies.google.com/privacy.
5. Contact, trial requests and support
If you contact us by email or via the trial/contact form, we process the data you provide (name, company, email address, phone if given, your message, requested number of mailboxes) to answer your request, issue a trial license and provide support. Legal basis: Art. 6 (1) (b) GDPR (pre-contractual measures / contract) and Art. 6 (1) (f) GDPR for general enquiries. Emails are processed on our own SharpMailserver instance in Germany. We delete enquiries once they are completed, unless statutory retention obligations apply (commercial letters: 6 years, Section 257 HGB).
6. License purchase & Stripe
When purchasing a license we process company name, billing address, VAT ID, contact person, email address, the number of mailboxes, order and license data. Payment is handled by Stripe Payments Europe, Ltd., 1 Grand Canal Street Lower, Dublin 2, Ireland. Card or bank data is entered directly at Stripe and is not stored by us. Stripe may transfer data to Stripe, Inc. in the USA (EU-US Data Privacy Framework and Standard Contractual Clauses). Legal basis: Art. 6 (1) (b) GDPR (contract) and Art. 6 (1) (c) GDPR (tax and commercial law obligations). We also store a record of the accepted license terms (EULA version, hash, timestamp, IP address) as evidence of contract conclusion (Art. 6 (1) (f) GDPR). Invoices and accounting records are retained for 10 years (Section 147 AO, Section 257 HGB).
7. Live demo & tools
The read-only live demo runs as a sandbox in your browser with fictitious sample data; no account is required and no data you enter is sent to a mail server. The DNS Advisor and the external port check query public DNS records or test reachability of the host name/IP you enter; we process this input and your IP address only to perform the check and to prevent abuse (rate limiting). Legal basis: Art. 6 (1) (f) GDPR. Results are cached briefly and not linked to your identity.
8. Cookies & local storage
We do not set tracking cookies. The website only stores technically necessary settings (for example your light/dark preference) in your browser's local storage. Details: Cookies Policy. Legal basis: Section 25 (2) No. 2 TDDDG.
9. Recipients & third-country transfers
Data is only disclosed to the processors listed in our sub-processor list, to tax advisors and authorities where legally required, and otherwise not to third parties. Transfers to third countries occur only on the basis of an adequacy decision (Art. 45 GDPR, including the EU-US Data Privacy Framework) or Standard Contractual Clauses (Art. 46 GDPR).
10. Your rights
You have the right of access (Art. 15), rectification (Art. 16), erasure (Art. 17), restriction of processing (Art. 18), data portability (Art. 20) and, for processing based on Art. 6 (1) (f) GDPR, the right to object on grounds relating to your particular situation (Art. 21). Consent can be withdrawn at any time with effect for the future (Art. 7 (3)). Please send requests to support@sharpmailserver.com.
11. Supervisory authority
You have the right to lodge a complaint with a supervisory authority (Art. 77 GDPR). The authority competent for us is: Der Landesbeauftragte für den Datenschutz und die Informationsfreiheit Baden-Württemberg (LfDI BW), Lautenschlagerstraße 20, 70173 Stuttgart, Germany, baden-wuerttemberg.datenschutz.de.
12. Changes
We update this policy when our services or legal requirements change. The current version is always available at this address; the date of the last update is shown at the top.
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