Email data policy
Purpose of this policy
This Email Data Policy explains how Vmoox handles email when you connect a business mailbox to your workspace. It applies to the Email app inside app.vmoox.com and related features such as inbox management, compose, lead linking, and Moox assistance on linked threads.
Read this before connecting a mailbox. By connecting email and using the Email app in Vmoox, you accept the practices and limits described here and in our Privacy Policy.
How mailbox connection works
Vmoox connects to mail providers using IMAP/SMTP credentials or OAuth sign-in where supported (such as Gmail or Microsoft 365).
You authorize a mailbox for your workspace. Messages sent and received through that connection are synchronized into your workspace so your team can read, search, reply, and attach conversations to CRM records from the web app.
Mail providers may change APIs, require app passwords, or restrict automated access. Vmoox does not control third-party mail platforms.
What data is stored
When a mailbox is connected, email content and related metadata (such as sender and recipient addresses, subjects, timestamps, thread identifiers, and attachment references) may be stored in your workspace database on our platform.
If you link a thread to a lead or other CRM record, that association and copies of message history used for workspace features are stored with your workspace data.
You choose which mailboxes to connect and which threads to link. Workspace administrators control who can access the Email app and linked records through roles and permissions.
Encryption and security limits
Email may be encrypted in transit between your mail provider and Vmoox using standard transport security. Once messages are stored inside Vmoox for team management, they are not end-to-end encrypted for your workspace users on our platform.
We apply reasonable technical and organizational measures to help protect workspace data, but no online service can guarantee absolute security. Vmoox does not warrant that stored email cannot be accessed, disclosed, or lost due to misconfiguration, unauthorized access, infrastructure failure, or third-party actions.
Moox, automations, and team access
Moox and other workspace features may read message history on threads linked to records to summarize conversations, suggest follow-ups, draft replies, or run automations you configure.
Any workspace member with permission to open the Email app or linked records may view stored conversation content relevant to their role. You are responsible for assigning permissions appropriately and training your team on acceptable use.
Business use only
Email in Vmoox is a business management tool for customer and operational correspondence tied to your CRM. It is not a secure personal mailbox.
Do not use Vmoox to store personal, private, medical, financial, or other sensitive non-business information. Do not process special categories of personal data unless you have a lawful basis, appropriate safeguards, and organizational controls required by applicable law.
Your responsibilities
You (and your organization, as workspace controller) are responsible for:
• Obtaining any consents or notices required before storing customer email in your CRM • Complying with mail provider terms and applicable privacy laws • Configuring workspace access, revoking access for departed staff, and monitoring what your team stores and sends • Using app passwords or OAuth correctly and protecting mailbox credentials • Maintaining independent backups of business-critical data where appropriate
Vmoox provides software tools only. We do not provide legal or compliance advice.
Limitations
To the maximum extent permitted by applicable law, Vmoox is not liable for losses arising from stored email content, sync outages, unauthorized access caused by your configuration or credentials, or actions by mail providers — except where mandatory law requires otherwise.
See our Terms of Service and Privacy Policy for general liability, data processing roles, and contact information.
Contact
Questions about this policy or email data in your workspace:
Besticoder Email: support@vmoox.com
For billing-related inquiries: billing@vmoox.com