Legal
Effective Date: April 7, 2026
VetMail ESP (“we,” “us,” or “our”) operates the email service provider platform at vetmailesp.com. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website or use our services. By using our services, you consent to the data practices described in this policy.
We collect information you voluntarily provide when you register for an account, subscribe to our services, fill out a form, or otherwise contact us. This includes: name, email address, phone number, and mailing address; business name and veteran status verification documents (DD-214, VA records, VOSB/SDVOSB certification); payment and billing information; sending domain names, DNS configuration data, and email authentication records; and any other information you choose to provide.
When you access our platform, we automatically collect certain information including: IP addresses, browser type, operating system, referring URLs, pages viewed, and access times; email sending metrics including delivery rates, bounce rates, open rates, click rates, and complaint rates; and log data from our SMTP servers and API endpoints.
We may receive information from third-party services including veteran business verification databases (VetBiz, NVBDC, SBA), payment processors, and email feedback loop (FBL) providers.
We use the information we collect to: provide, operate, and maintain our email sending platform; process your transactions and send related information including confirmations and invoices; verify your veteran business status; monitor and enforce our Acceptable Use Policy; manage IP reputation and deliverability for our network; respond to your comments, questions, and requests; send you technical notices, updates, security alerts, and administrative messages; monitor and analyze trends, usage, and activities in connection with our services; and comply with legal obligations including CAN-SPAM and CASL requirements.
We do not sell your personal information. We may share information in the following circumstances:
Service Providers: We share data with third-party vendors who perform services on our behalf, including payment processing, data analytics, email delivery infrastructure, and customer support.
Compliance and Legal Obligations: We may disclose information if required to do so by law or in response to valid requests by public authorities (e.g., a court or a government agency).
Mailbox Providers and ISPs: In the normal course of email delivery, message metadata (sender address, recipient address, IP address, authentication results) is transmitted to receiving mail servers. We also participate in feedback loop programs with major mailbox providers.
Business Transfers: If we are involved in a merger, acquisition, or sale of all or a portion of our assets, your information may be transferred as part of that transaction.
We retain your personal information for as long as your account is active or as needed to provide services. Email sending logs and delivery data are retained for 90 days. We retain certain information as necessary to comply with our legal obligations, resolve disputes, and enforce our agreements.
We implement appropriate technical and organizational security measures to protect your information, including: encryption of data in transit using TLS; secure access controls and authentication; regular security assessments; and restricted access to personal information on a need-to-know basis. However, no method of transmission over the Internet is 100% secure, and we cannot guarantee absolute security.
Depending on your jurisdiction, you may have the right to: access the personal information we hold about you; request correction of inaccurate information; request deletion of your personal information; opt out of certain data processing activities; and receive a copy of your data in a portable format.
To exercise any of these rights, please contact us at [email protected].
We use cookies and similar technologies to collect information about your browsing activity. You can control cookies through your browser settings. Our platform uses essential cookies required for the operation of the service, analytics cookies to understand how visitors interact with our website, and functional cookies to remember your preferences.
Our services are not directed to individuals under the age of 13. We do not knowingly collect personal information from children under 13. If we learn that we have collected personal information from a child under 13, we will take steps to delete that information.
We may update this Privacy Policy from time to time. We will notify you of any changes by posting the new policy on this page and updating the effective date. Your continued use of our services after any changes constitutes your acceptance of the new policy.
If you have questions about this Privacy Policy, please contact us at: