Privacy Policy

Last updated: August 29, 2026

InboxAvatar (“InboxAvatar,” “we,” “us”) helps businesses display their logo as a sender avatar across email inboxes. This policy explains what we collect, how we use it, and the choices you have. We keep it plain on purpose.

What we collect

  • Domain and scan data — the domain you scan and the public DNS records we read for it (MX, SPF, DKIM, DMARC, BIMI) to assess your inbox coverage.
  • Account information — the email address you use to sign in (we use passwordless magic links) and your plan.
  • Your logo — the image you upload for us to deploy.
  • Lead information — if you enter an email into our free scanner, we may store that email alongside a summary of the scan so we can follow up.
  • Basic usage data — standard server logs (IP address, timestamps, pages) used for security and to keep the service running.

What we do not do

  • We do not connect to your mailbox or read your email.
  • We do not send email as you.
  • We do not sell your personal information.

How we use your information

  • To run the domain scan and show you your inbox coverage.
  • To deploy and maintain your logo across email providers.
  • To authenticate you and communicate about your account and service.
  • To improve the product and keep it secure.

Managed accounts on your behalf

On paid plans, delivering your avatar to some inboxes requires us to create and hold an account or brand registration on your behalf — for example, a Google account that carries your profile photo, or a listing in Apple Business Connect. We hold these solely to keep your avatar live and maintain them for the duration of your subscription. We only ever manage accounts we create for this purpose; we never take over an account you already own.

Who we share it with

We share only what’s necessary to provide the service, with the providers that make your logo appear: DNS and hosting infrastructure, one-click DNS partners, and the email providers themselves (such as Google, Apple, Microsoft, Yahoo/AOL). These parties process the data to perform their function and are not permitted to use it for their own purposes. We may also disclose information where required by law.

Cookies and local storage

We use a single session cookie to keep you signed in, and your browser’s local storage to remember preferences like your light/dark theme. We do not use third-party advertising trackers.

Data retention

We keep your information for as long as your account is active and as needed to provide the service. If you close your account, we delete or de-identify your personal information within a reasonable period, except where we’re required to retain it.

Security

We protect your information with industry-standard measures, including encryption in transit and restricted access to credentials we hold on your behalf. No system is perfectly secure, but we treat access to your accounts as a responsibility, not a convenience.

Your choices

You can request access to, correction of, or deletion of your personal information at any time by emailing us. You can opt out of follow-up emails using the unsubscribe link or by contacting us.

Changes to this policy

We may update this policy from time to time. When we do, we’ll revise the “last updated” date above, and for material changes we’ll make a reasonable effort to notify you.

Contact

Questions about privacy? Email privacy@inboxavatar.com.