Data we collect
What data we collect
In general, the data we collect allows us to provide you with finalmail.com services. We collect the data you submit to us voluntarily upon registration on www.finalmail.com or during the use of finalmail.com as registered user.
When registering on www.finalmail.com, to be able to use the service, you will be asked to fill in an online form, with: your email address and an entry password. The information will not be re-used for any purpose incompatible with the scope of our service, as described in the terms and conditions.
You are responsible for maintaining the confidentiality of your account’s password and you are fully responsible for all activities that take place in your account.
In order to provide our services to our visitor /user, at your profile platform we keep the emails, archives, videos or photos saved , which will be sent as finalmails via our website to everyone you have chosen to receive them. With the fulfillment of the names of your trusted contacts and in order for them to accept the confirmation that they actually want to become your trusted contacts, we collect the e-mails where the e-mails of confirmation will be sent. The protection of the data of the user - visitor who visits finalmail.com and any kind of service provided by finalmail.com are subject to the terms of the present, fully in line with the terms and principles of General Regulation 2016/679 on Data Protection (General Data Protection Regulation). Finalmail.com may register and automatically collect, indicatively and not restrictively the following categories of information during the visit of the visitor/ user in our webpage: (1) IP addresses, (2) servers, (3) kind of computers that have access to our webpage, (4) kind of browsers used for the access to our webpage, (5) stated source or URL which eventually directed the user to our webpage and (6) the sites and information to which you had access in our webpage. These data help us to understand the visiting rate of our website, to identify problems of the server, to manage our website and to adjust and improve the information and services. In order to provide our services to our visitor /user it might be requested by him/her to provide www.finalmail.com with certain information, which personally qualify him/her, namely certain data that indicatively and not restrictively include: telephone number and e-mail address. Furthermore, and for using services of finalmail.com, the visitor/user save at his profile emails with any information, archives, videos or photos, which will be sent via our website to the email addresses saved at his profile. Upon consent of the visitor/user, finalmail.com collects and processes their data as outlined above for the sole purpose of providing the best service and takes all necessary technical and organizational security measures of this processing, including the encryption of data, the confidentiality, the integrity of the availability and the reliability of the processing systems.
The finalmail.com collects and processes data of the visitor/user solely for the optimal provision of the platform's services and only to the extent strictly necessary to effectively serve these purposes.
The aforementioned data is retained only during the necessary time for the purposes of collecting and processing it, and for as long as the user has an active profile account on finalmail.com. After the mission of finalmails, any emails or archives, photographs, videos or other archives will remain for other 6 months to the server of finalmail.com. The visitor/user can ask for the full delete of his account and all the similar information which is saved at finalmail.com, as finalmails archives, photos, videos, through his profile. In this case the finalmail.com will ask for the confirmation of the request via email, which will be sent to the email address of the visitor/user. Given that the request is confirmed, all the data of the user’s profile and all the saved information :finalmails, trusted contacts, archives, photographs, videos will be definitely and irreversibly deleted by the server of finalmail.com in 7 days.
In any case , specifically:
- In case a user deletes his profile, the online platform deletes with safety all his personal data: finalmails, email addresses of trusted contacts, archives, photographs, videos which have been registered to its database and informs via e-mail this user, that in 7 days the Company will stop every contact with him.
- In case that after 30 days , by the day all the trusted contacts ask for the mission of finalmails of the user, the user after the notifications which he will receive, does not cancel the mission of his finalmails and they are sent to the recipients chosen by the user, his account will be deleted in 6 months.
The finalmail.com guarantees data security from the processing, including the protection against unauthorized or unlawful processing and accidental loss, destruction or deterioration, using the appropriate technical or organizational measures. Despite all possible effort from finalmail.com to store users' data in a secure operating environment not open to the public, we hereby explicitly state to every visitor that we cannot guarantee the full or perfect security of this information, and finalmail.com does not guarantee or promise or undertakes to ensure that there will be no unintentional data or unintended and unlawful access to it from third parties, and hence finalmail.com bears no liability in regard to it. The user must immediately notify finalmail.com in writing if he/she takes notice that his/her contact details have been lost, stolen or used without his/her permission or if any other unintentional and unlawful access to them is discovered. In such a case, we will remove your contact information from your account and update our records accordingly.
The finalmail.com uses the encryption protocol OpenSSL and the encryption method AES 256 GCM about the encryption of all the finalmails and all the archives , which are saved by the user to the server. The encryption is made with a random unique code , which is created and provided by finalmail.com to every user and with the use of which, is the decryption feasible. The finalmail.com defines expressly that it does not save anywhere, temporarily or permanently this code for security reasons. The maintenance and safekeeping of this code is at the only responsibility of the user. The encryption code is sent via email and to all the user’s confirmed trusted contacts, on the grounds that it will need to be typed during the request for the mission of the user’s finalmails , by them. When the user wants to have access to one of his finalmails or archives, for its view or edit, there is a need to type the encryption code in order for the decryption of the encrypted saved data to be feasible. The finalmail.com does not save anywhere this code and it uses it only in order to reveal decrypted the data at the user’s screen and in order to be able to encrypt and to save again processed finalmails or new archives by the user.
USE OF PERSONAL DATA
The information we request when you sign up for finalmail.com software is required so that we can offer you our professional services. We will reveal your email address, with which you registered to finalmail, to third parties, only with the aim of serving your needs, in order to be able to send your finalmails to the recipients you have chosen, or just with your express consensus. We would like to underline again that, according to the European legislation about the protection of personal data, accurate security procedures have been respected in order to avoid the abuse of personal data or the unauthorized access.
What we do with the information we collect
Our primary goal in collecting data is to provide you with an enhanced experience when using finalmail.com. We use this data to optimize the provision of our services and concern your personal data( telephone number, email address) and emails, saved information, archives, videos, photographs , which will concern your finalmails. For the security of all users, and also in line with the new European Data Protection Laws, it is forbidden to transfer to third parties the users’ Data acquired during the use of the service. Such an act is considered malicious and is prosecuted.
The company uses an Internet Protocol (IP) address to help diagnose problems with our computer server and for running the software. Your IP address is used to help locate you and gather broad demographic data. Your IP address does not contain personal information about you. We will send you information that relates exclusively to our services and on rare occasions when it is necessary. For example, you will receive once per year an email which will remind you of your registration to finalmail.com and will invite you to see again, if you want to, the information you have fulfilled, in order to maintain this information informed over the years. In addition, if our service is temporarily suspended for maintenance purposes, we may send you an email. Generally, you cannot opt out of this communication, which doesn’t have a promotional character. If you do not wish to receive them, you have the option to disable / delete your account. On the other hand, you can in any case opt out of receiving notifications from finalmail.com like our newsletter by clicking on "Delete" at the bottom of each email or by sending us an email to firstname.lastname@example.org.
Based upon the data you provide us with when registering for an account, we will send you a welcoming email and also a text to verify your user name and password. We will also communicate with you in response to your inquiries, to provide the services you request, and to manage your account. We will communicate with you by email, telephone in accordance with your wishes. Sharing your data with third parties.
The visitor – user accepts the collecting, keeping and processing of his/her data, as these are declared by himself/herself through the creation of his profile account.
Every visitor/user must be aware of the fact that during the creation of the profile and the sharing of his personal data at the platform of finalmail.com his personal data may automatically be collected and in particular the photo, by third parties, as google and other searchers. For this reason the visitor/ user will have to contact immediately these companies concerning the delete of his personal data , given that the company has no responsibility about it.
Moreover the administrator of finalmail.com will keep a record of the personal data of the users- senders of questions , according to the provisions of the General Regulation 2016/679 about the personal data confidentiality , subject to the provisions of Law 2225/1994 and Presidential Decree 47/2005 for the removal of such confidentiality to any judicial authority for reasons of national security or for the identification of particularly serious offenses and for each reason mentioned in the relevant legislation, in compliance with the procedure provided by the applicable law, visitors retain, among other things, the rights of articles 2016/679 of the General Regulation on the right of access to, correction or deletion of data and the right to object. Regardless of whether someone is a simple user or a member of www.finalmail.com or a visitor, he or she may exercise the following data protection rights, namely the right to delete, the right to modify or correct his or her data and the right to oppose to the use of his or her data.
Data Safety Policy
All information that relates to your user information, the saved emails as well as the data entered in the application is secure and confidential. Safety is achieved by the following methods:
Α. Identification of the User
The codes used for the identification are two: the Entry Code (E-mail or username) and the Secret Personal Security Password (Password) , which each time entered give access with absolute security to the user's data. It is possible to change the personal secret password as often as the user wants. The user is solely responsible for maintaining secrecy and hiding it from third parties. In case of its loss or leak, the user must immediately notify us, otherwise we shall not be held responsible for the use of the password by an unauthorized person. Secret security passwords are stored in our database using encryption algorithm one-way hash, making it impossible even for the administrators to recover it, something that protects the system even in the event of a malicious attack. To ensure the confidentiality of the data’s transfer, we use the OpenSSL encryption protocol. Encryption is essentially a way to encode the information until it reaches its intended recipient, who will be then able to decode it using the appropriate key. Encryption and use of ssl is mandatory on all pages, whether containing sensitive data or not.
B. Overall use of SSL
The finalmail.com operates in a safe SSL environment. All the information which is exchanged between the user’s device and the server of finalmail.com are transmitted encrypted , in every place and every page.
C. Use of an encryption code
All the finalmails and all the archives which are uploaded by the user at the server, are saved encrypted, with the protocol OpenSSL and with the encryption method AES 256 GCM, with the use of a password (private encryption key). This code is revealed only to the user and his trusted contacts. The encryption code is not saved anywhere, nor temporarily or permanently, at the server of finalmail.com and that’s why it is impossible for everybody except the user to decrypt the user’s finalmails and archives, because only he has the access to the encrypted data and simultaneously has the encryption code.
Access Contol- Security Issues
D. Back up
We keep everyday backups of all data which are stored at different servers. The Finalmail.com takes all the technically feasible security measures in order to ensure the protection of this server.
E. Data leak
If we experience any data breach either by malicious attack on our systems or by a user's error, those are the steps we follow: a) Temporary shutdown of the website until we ensure that any security gap is closed. b) Instant notification of the users about the violation, its size - and if the error has come from a member, the possible way to deal with it. c) Immediate notification of any responsible authority depending on the type of leak (eg in the case of a malicious attack, the Greek police's department of Online Crime is notified).