KaiMail

Privacy Policy

Last updated: February 13, 2026

Kafkai Giken, Inc. ("Company", "we", "us") operates KaiMail ("Service"). This Privacy Policy describes how we collect, use, and protect your personal information when you use our Service.

1. Information We Collect

Information You Provide

  • Account information: Email address, full name, company name (optional), and password when you register
  • Billing information: Payment details processed through our payment provider
  • Email routing configuration: Custom domains, forwarding addresses, and webhook URLs you configure
  • Support communications: Messages you send to our support team

Information Collected Automatically

  • Email metadata: Sender and recipient addresses, timestamps, message sizes, and delivery status for emails processed through the Service
  • Usage data: Pages visited, features used, and actions taken within the Service
  • Analytics data: We use Matomo (self-hosted) for website analytics, which collects anonymized browsing data including page views, referrer URLs, and device information

2. How We Use Your Information

We use the information we collect to:

  • Provide, operate, and maintain the Service
  • Process email routing and forwarding according to your configuration
  • Manage your account and subscription
  • Process payments and send billing notifications
  • Send service-related communications (e.g., verification emails, security alerts)
  • Monitor and improve Service performance and reliability
  • Detect and prevent abuse, fraud, and spam
  • Comply with legal obligations

3. Cookies and Analytics

We use Matomo, a self-hosted analytics platform, to understand how visitors use our website. Matomo is configured to respect user privacy:

  • Analytics data is stored on our own servers, not shared with third parties
  • IP addresses are anonymized
  • We honor "Do Not Track" browser settings

We use essential cookies for session management and authentication. These are necessary for the Service to function and cannot be disabled.

4. Data Retention

  • Account data: Retained for as long as your account is active. Upon account deletion, your data is removed within 61 days.
  • Email logs: Retained for up to 61 days.
  • Webhook attachments: Retained for 7 days by default, then automatically deleted.

5. Third-Party Services

We may share limited information with the following types of third-party services:

  • Payment processors: To process subscription payments. Payment details are handled directly by the processor and are not stored by us.
  • Infrastructure providers: Cloud hosting and storage providers that process data on our behalf under data processing agreements.

We do not sell your personal information to third parties.

6. Data Security

We implement appropriate technical and organizational measures to protect your personal information, including:

  • Encryption of data in transit (TLS)
  • ARC/DKIM email authentication
  • Access controls and authentication for all accounts
  • Regular security reviews

7. Your Rights

Depending on your jurisdiction, you may have the following rights:

  • Access: Request a copy of the personal data we hold about you
  • Correction: Request correction of inaccurate personal data
  • Deletion: Request deletion of your personal data
  • Portability: Request your data in a structured, machine-readable format
  • Objection: Object to processing of your personal data

To exercise these rights, please contact us at [email protected].

8. International Data Transfers

The Service is operated from Japan. If you access the Service from outside Japan, your information may be transferred to and processed in Japan. By using the Service, you consent to this transfer.

9. Children's Privacy

The Service is not intended for use by individuals under the age of 16. We do not knowingly collect personal information from children.

10. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the updated policy on our website. Your continued use of the Service after changes are posted constitutes acceptance of the updated policy.

11. Contact

If you have questions about this Privacy Policy, please contact us at [email protected].