Security and data
Security and data, without slogans.
Where your data lives, who can access it and with what record, what is encrypted and what isn't, how backups are made. All written as it is.
- Infrastructure in the European Union
- Encrypted connections only
- Logs free of personal data
01 — Antispam and antivirus
Every message checked, in and out.
SPF, DKIM and DMARC, reputation lists, content analysis and antivirus on every message. The verdict picks the lane: legitimate mail arrives straight away, spam ends up where it belongs, and nobody can force the outcome with a forged header.
Probable spam
In the Spam folder
The message arrives, but in the Spam folder of your mailbox: you can find it yourself, whenever you like, from other mail clients too.
Very probable spam
In quarantine, encrypted
Kept encrypted for 30 days. An administrator releases it, and whoever reads its content writes a reason that stays in the audit log.
Certain spam
Rejected, and the sender knows
The message doesn't get in and the sender's server receives the rejection: an honest mistake shows up at once, instead of vanishing in silence.
- Antivirus on every message, in and out: a virus is rejected. If the antivirus doesn't respond, the message doesn't go through unchecked: the sender retries.
- No greylisting: legitimate mail suffers no delays.
- Nobody can force a message into the Spam folder, or out of it, with a forged header.
- Outgoing mail goes through the antispam too, to stop sending from compromised accounts.
02 — Sign-in
Modern, careful sign-in.
A passkey instead of a password whenever you can, a second factor always when you can't, and no door left open for convenience.
- Sign in with a passkey: fingerprint, face or device PIN.
- A second factor is mandatory for anyone signing in with a password: an authenticator app or a security key.
- No open registration: accounts are created by the administrator, with an activation link.
- A page with your open sessions and a “Close all other sessions” button.
- Platform administrators sign in only with a passkey or a security key.
- Identities are managed by the platform itself, not by a third-party service.
- The webmail has no master key that opens every mailbox: each session has its own token, which expires and is revoked at sign-out.
03 — Where your data lives
In the European Union, on machines we run ourselves.
Virtualised infrastructure run directly by us, not a public cloud. Connections are always encrypted, with public certificates on sending, receiving and reading. We declare item by item what is encrypted at rest, including what isn't.
European Union
Your data lives on infrastructure in the European Union.
Run directly
Virtual machines on infrastructure we administer ourselves, not a public cloud.
Always-encrypted connections
Public certificates on sending, receiving and reading: ports 25, 465, 587, 993 and 995. Plain-text IMAP and POP3 don't exist.
What is encrypted, exactly
Application-level encryption, with keys managed by the platform, for each of these items.
- QuarantineMessages encrypted for the 30 days they are kept.
- Legal archiveOne key per message and per customer.
- Attachments while composingThe files you upload while writing, before sending.
- Large files and Documents betaEncrypted in chunks, each file with its own key.
- DKIM keysThe private keys that sign your outgoing mail.
- Conversations with the assistantEncrypted, and deleted after 30 days.
- BackupsThe nightly copies of mailboxes, calendars, contacts and databases.
- Mailboxes on diskNot encrypted by the application: their protection lies in access with a recorded reason, encrypted backups and logs free of personal data.
04 — Who can read what
To read a message you need a reason. And it stays on record.
An administrator doesn't read users' mail from the webmail. To access content in quarantine or in the archive they must write down why, and the audit log records it. Technical logs, on the other hand, contain no personal data at all.
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1. The administrator asks to read
From the panel, in the quarantine. Not from the webmail: users' mailboxes can't be opened from there.
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2. The system asks why
Without a written reason the content doesn't open. This applies to the quarantine and to the legal archive.
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3. The audit log records it
Who, when, what and why: every administrative operation ends up in the audit log, this one included.
What happens
At 10:12 a message from supplier@sample.example to jane.rowe@sample.example, subject “Urgent invoice to pay”, goes into quarantine.
What ends up in the logs
{"ts":"10:12:07",
Technical logs contain no email addresses, subjects or content: only identifiers and hashes. The same goes for questions and answers to the assistant.
05 — Backups
Nightly backups, restores without surprises.
Nightly encrypted copies of mailboxes, calendars, contacts and databases, with their integrity verified every week. Restores are done by support, into a separate folder: nothing gets overwritten.
- Nightly encrypted backups of mailboxes, calendars, contacts and databases.
- Retention, by default: 14 daily copies, 8 weekly, 12 monthly.
- Weekly integrity check of the copies.
- The machines that write the backups cannot delete them.
- Non-destructive restore into a “Restored” folder, done by support.
- Restore from the webmail, by yourself, picking a date: coming soon
06 — Legal archive
An immutable legal archive.
An immutable copy of every message received and sent by the customer's mailboxes, which not even the platform can delete before it expires. It is enabled per customer, with a declared legal basis, and archived users see a notice.
From 1 to 10 years
You choose the duration when enabling it. Before it expires nobody deletes the copy, not even us: a legitimate erasure request is handled with cryptographic erasure, with a reason and an audit record.
Provable integrity
A hash for every message and daily manifests chained and signed: any change would show.
Search and cases
Search, cases with a reason, time-limited access, legal hold and signed export. Cryptographic erasure per message or per customer, with a reason and an audit record.
We call it a legal archive because that is what it is: an immutable, provable copy. Nothing more.
07 — Email standards
The email standards for your domain, generated and checked.
For every domain the platform generates the records and keeps checking them on the authoritative nameservers. If an SPF record already exists, it proposes the merged record, not a replacement.
- MX
- SPF
- DKIM
- DMARC
- MTA-STS supported
- TLS-RPT
- Autodiscover and autoconfig
- SRV
Want to ask the hard questions?
A walkthrough with your IT team: where the data lives, who can access it, what is encrypted and what isn't. We answer in writing.
Write to info@qmail365.com