Privacy notice

On every request our host processes technical access data: IP address, time, address requested, volume of data transferred, browser and operating system identifiers, and where applicable the previously visited page. This is technically necessary to deliver the site and to defend against attacks.

The legal basis is our legitimate interest in secure operation under Art. 6 (1) (f) GDPR. Retention: our host keeps this log data for at most 30 days and then deletes it, unless a security incident requires longer retention; we do not evaluate it in relation to individuals.

When you enter a domain and press “Check”, that domain name is sent to our server. There it is used solely to query publicly available DNS records for that domain and to build the report from them.

The domain name is not stored. There is no history and no analysis of the domains checked. Once the report has been produced, the input no longer exists. The report itself is assembled in your browser and is not retained by us. We only keep a running total of how many checks have been made — a bare number with no connection to you or your domain, see section 5.

The legal basis is Art. 6 (1) (b) and (f) GDPR: you requested the check yourself, and the processing is necessary to carry it out.

After the check, the domain appears in the address bar so that the result stays shareable and switching language does not discard it. That address therefore appears in your browser history and in our host's access logs. It is not passed on to other websites: we set the Referrer-Policy header to strict-origin-when-cross-origin, so that following an external link transmits only our own domain name, not the domain you checked.

To prevent automated bulk querying and abuse of the email sending functions, we count for at most ten minutes how many requests came from an IP address. The IP address itself is not stored for this: on our server it is converted into a pseudonymous identifier (SHA-256 hash with a secret salt), and only that identifier together with the count is held for those ten minutes by Upstash, Inc. in a data centre in Frankfurt, Germany — after which it expires by itself. The IP address cannot be recovered from the identifier.

If that service is unavailable, our server counts in its own memory instead, likewise for at most ten minutes. The legal basis is Art. 6 (1) (f) GDPR.

The check queries DNS servers. We use Cloudflare (1.1.1.1) and, as a fallback, Google Public DNS. Those services learn the name of the domain being checked and the IP address of our server — not yours. The query originates from us, not from your device.

What is queried is not only the domain name you entered but also the names derived from it that belong to the check: _dmarc.your-domain, for instance, the names of the mail servers listed, and their addresses written in reverse for the reverse lookup. All of these are publicly available records — the same ones any mail server queries when delivering anyway.

If the checked domain has MTA-STS configured, our server additionally retrieves the policy file published there over HTTPS. That request likewise originates from our server.

We count how often this tool has been used. All that is stored is a single running number. What is not stored: the domain checked, your IP address, the time of the check, and anything else from which an individual check could be traced.

That number shows the tool is being used — and nothing else. There is no personal reference, so it is not personal data under the GDPR. We mention it here regardless, because we want this page to be complete.

Following the same principle we keep daily totals: how many checks ran on a given day, how often the start page was visited, how often the header check and the Outlook add-in were used and how often a test address was created or received an email. Again, only a number is increased per day — no IP address, no cookie, no way to recognise individual visits. These daily numbers delete themselves after 90 days. We still use no analytics tool in the usual sense (visitor profiles, recognition, origin).

Technically the counters are held by Upstash, Inc. (USA) in a data centre in Frankfurt, Germany. All that is transmitted is the instruction to increase the respective number by one.

One thing is stored in your browser's local storage: whether you dismissed the note about the other language version. It does not leave your device and is not transmitted to us. It is stored only if you actually close that note, and you can delete it at any time via your browser's site data.

Which language your browser prefers is read only at the moment the page loads, in order to decide whether to show that note. It is neither stored nor transmitted to us, and no automatic redirection takes place — you decide with a click.

On the result page you can have the report sent to you by email. For that we store: your email address, the checked domain, the overall result (score), the chosen language, and the times of request and confirmation. Your IP address is not stored.

Delivery happens in two steps: first you receive a confirmation email with a link that is valid for 24 hours and works exactly once. Only after your confirmation do we check the domain again and send the report. If you do not confirm, the request is deleted automatically — at the latest three days after the link expires.

Retention: we delete the email address, the checked domain and the result of a confirmed request 30 days after the report was sent; what remains is a count entry without personal reference. A consent to receiving tips (next paragraph) is kept separately as proof.

If you additionally tick the separate, never pre-selected box, you consent to receiving occasional mail security tips from us. That consent, too, only takes effect with your confirmation and is recorded with the times of request and confirmation — the proof the law requires. You can revoke it at any time with effect for the future, informally: by writing to kontakt@mailampel.com or by replying to any of our emails. We retain confirmed requests and consents as proof until you revoke or request deletion.

Legal bases: for the requested report Art. 6 (1) (b) GDPR (you ordered it), for the tips your consent under Art. 6 (1) (a) GDPR and § 174 of the Austrian Telecommunications Act 2021.

We use Resend as a processor to send these emails; sending happens via the service's EU region (Ireland). The stored details live in a database at Neon in a data centre in Frankfurt, Germany. Data processing agreements under Art. 28 GDPR are in place with both providers; details in the recipients table below.

Ongoing domain monitoring has an account area. An account consists of your email address — there is no password; signing in works via a one-time link by email. What is stored: your email address, sign-in times, your monitored domains including settings, latest check results and a history of daily check values plus sent warnings (for the 30-day view and the report export in the dashboard), and — if you use a team — the team name, memberships and open invitations. Your IP address is not stored.

You can change your sign-in address in the profile; the confirmation link goes to the new address and is valid for one hour. The account can also be deleted permanently there — this ends all monitoring and removes the account, passkeys and teams.

For the duration of your sign-in we set a technically necessary cookie (a signed session identifier, valid at most 30 days). Its sole purpose is keeping you signed in; it contains no third-party identifiers and is deleted when you sign out. As a strictly necessary cookie it requires no consent; the legal basis for the processing is Art. 6 (1) (b) GDPR.

Passkeys (optional): You can additionally store a passkey for signing in (WebAuthn). We store only the public part of the key pair, a technical identifier, and the times of setup and last use. The secret part remains on your device; biometric data (fingerprint, face) never leaves your device and never reaches our servers. You can remove passkeys yourself at any time in the dashboard under “Security”. The legal basis is Art. 6 (1) (b) GDPR.

Payment: Paid monitoring (from the second domain) is handled via Stripe. Your payment details — card number or bank account — are entered directly with Stripe and never reach our servers. We store only the Stripe customer number and the state of the subscription (number of domains, status, billing interval). Receipts and invoices are created and sent by Stripe on our behalf. At purchase we record your consent to the terms of service and to the early start of the service, with time and wording — the proof required by the Austrian Distance Selling Act; we keep it for seven years after the contract ends (§ 132 BAO). The legal basis is Art. 6 (1) (b) and (c) GDPR.

Deletion: have your account deleted at any time by writing to kontakt@mailampel.com. Invoice-related data is subject to the seven-year retention period under Austrian tax law and is removed after that.

The enquiry button opens your own email program with prepared text. No data is transmitted to us at that point — we receive it only once you send the message yourself.

If you write to us, we process your details in order to handle the enquiry (Art. 6 (1) (b) and (f) GDPR). Enquiries that lead to an engagement are subject to statutory retention periods of seven years under Austrian tax law; other enquiries are deleted once they are resolved.

The report assesses the technical configuration of a domain. No automated decision-making about individuals within the meaning of Art. 22 GDPR takes place, and no profiling.

The header check (/header or /en/header) processes the email headers you paste entirely in your browser. No headers are transmitted to our servers, stored or logged — including the IP addresses and email addresses they contain. Close the page and the data is gone. On the first result of a browser session your browser merely sends a content-free counting signal (“the header check was used”) to our server — no headers, no domain, no identifier; it only increases the daily number from section 5.

The “Copy anonymised” and “Copy AI prompt” functions place text on your device’s clipboard. mailampel transmits nothing to AI services in the process; where you paste the text is your decision. The AI prompt contains no IP addresses, email addresses or names and not your own domain — only the finding. The same applies to the AI prompt of the domain check, where your domain is replaced by the placeholder ihre-domain.example. What data the AI tool you choose processes is governed by its provider.

On /test or /en/test you can generate a one-off address of the form t-…@test.mailampel.com and send an email to it from your own system. That email is received on our behalf by Postmark (ActiveCampaign, LLC, USA) and handed to our server. We evaluate the headers only — delivery path, authentication results, the receiving server’s spam rating including the filter rules it records in a header (the receiving server computes those rules, not we), and the sender, recipient, subject and date of your own test email. To verify the DKIM signature, the message body is needed only transiently in memory for the checksum — it is neither read nor evaluated for content, and it is not stored.

Only the finished evaluation is stored, linked to the random address — without the IP address you visit the page from. That evaluation contains what the headers say: the mail servers involved including their IP addresses, the authentication results, and the sender, recipient, subject and date of your test email. It is deleted automatically 60 minutes after the email arrives; an address that receives no email expires after 24 hours. The legal basis is the check you initiated yourself (Art. 6(1)(b) GDPR). Postmark processes incoming messages under its own retention rules; transfers to the USA rest on the EU-US Data Privacy Framework.

The mailampel add-in for Outlook is a task pane that Outlook loads from our server (the page /outlook). Loading it produces the same technical access data as any visit to the website (section 1). In addition, Outlook loads the Office JavaScript library from Microsoft (appsforoffice.microsoft.com); without it no add-in can talk to Outlook. Microsoft receives the technical access data of that request, not the content of your emails.

Through the Outlook interface the add-in reads only the headers of the message currently open (permission “read item”) and analyses them inside the add-in pane only — exactly like the header check in the browser (section 11). Headers, sender, recipient, subject or content are neither transmitted to our servers nor stored or logged. On the first result of a session the add-in merely sends the content-free counting signal “the add-in was used” (section 5). “Open as reply” creates a draft in your Outlook; we never see it, and whether you send it is your decision. “Check domain” opens the domain check on mailampel.com in your browser (section 2).

Whether and for whom the add-in is set up in a mailbox or organisation is decided by the user or their administrator. The legal basis is the analysis you initiated (Art. 6(1)(b) GDPR) and our legitimate interest in a working tool that is protected against abuse (Art. 6(1)(f) GDPR).

Below every report you can send an enquiry to Mani IT e.U. via "Ask without obligation". What you enter is transmitted — email address (required), name and phone number (optional) and your message — together with the checked domain so the enquiry can be matched. The message is pre-filled with the findings of the report; you can change or shorten it as you like before sending.

The enquiry is delivered as an email via Resend (EU region, see section 7) to the mailbox office@mani-it.at, which is hosted on Microsoft 365, and handled there like any other business email. On the mailampel servers and in our database nothing is stored; only the abuse protection from section 3 applies (pseudonymous identifier of the IP address for at most ten minutes) plus an invisible form field that detects automated senders. The legal basis is the initiation of a contract at your request (Art. 6 (1) (b) GDPR). We keep the enquiry while it is being handled; if no order results, we delete it after twelve months at the latest, unless a statutory retention obligation applies.