Privacy Policy

Effective date: 4 October 2026 · Last updated: 4 October 2026

SamitMail is a business email service run by SAM IT PARK in Bangladesh. This policy explains what information we collect when you use SamitMail — the website, webmail, the SamitMail mobile app for Android and iPhone, and mail apps such as Outlook — what we do with it, who we share it with, and the choices you have.

1. Who we are

SamitMail (samitmail.com) is a product of SAM IT PARK, Bangladesh (samitpark.com). In this policy "SamitMail", "we", "us" and "our" mean SAM IT PARK when it provides the SamitMail service.

SamitMail is sold to businesses. The company or person who buys SamitMail for a domain is the workspace owner; the people who get a mailbox are users. For the mail in a workspace, the workspace owner decides who has a mailbox and how it is used, and we process that mail on the owner's behalf to provide the service.

This policy works together with SAM IT PARK's general privacy policy. Where the two differ for SamitMail, this page applies.

2. Information we collect

Account information

For workspace owners: company name, contact name, email address, phone number, the domains you connect, and billing and payment records.
For users: your email address, display name, password (stored only as a one-way hash, never in readable form), two-step verification settings and app passwords you create.

Your mail, contacts and calendar

The messages you send and receive (including attachments), folders, contacts and calendar events stored in your mailbox, and the settings you choose such as signatures, filters and forwarding.

Technical and security information

Sign-in records: time, IP address, device or app type, and whether the sign-in succeeded.
Delivery records for incoming and outgoing mail (sender, recipients, time, size, delivery result) and the results of spam, phishing and virus checks.
For the mobile app: a notification token and the device name (see section 4).

Information you give us

What you send us when you contact support, ask for a mailbox migration (for example the old server's address and the credentials you give us to copy your mail), or fill in a form on our website.

3. How we use your information

To provide the service: receive, store, deliver and show your mail, contacts and calendar; sync them with webmail, the app and mail programs.
To protect you and others: automatically scan incoming and outgoing mail for spam, phishing, viruses and abuse; detect suspicious sign-ins; apply sending limits. These checks are automatic — our staff do not read your mail to do them.
To send service messages: notifications you turn on, security alerts, password reset links, and notices about your account or billing.
To support you: when you ask us for help, we look at only what is needed to solve the problem.
To bill and keep records as required for accounting and by law.
To improve and keep the service reliable, using operational data such as error rates, storage use and delivery statistics.

We do not sell your information, we do not show ads, and we do not use the content of your mail for advertising or to build marketing profiles.

Mobile app

4. SamitMail mobile app (Android and iPhone)

This section explains what the SamitMail app does with your information. It applies together with the rest of this policy.

What the app uses

Your account: your email address, name and password, to sign you in and show who you are. Your password is sent only to our server over an encrypted connection; the app does not keep it.
Your mail, contacts and calendar: the messages, attachments, contacts and calendar events in your mailbox. They stay on SamitMail's servers. The app shows them on your phone, and sends only what you write, change or delete.
Files and photos you choose: only the file or photo you choose to attach to a message, using your phone's own picker (on iPhone you may also take a photo with the camera to attach). The app does not read the rest of your photo library or files.
A notification token and your device name: so we can send you notifications for new mail and event reminders. They are delivered through Firebase Cloud Messaging (Google) on Android and through Apple Push Notification service on iPhone. A notification contains the sender's name and the subject of the new message.

What the app does not do

It does not read your phone's own contacts, calendar or location, and does not use the microphone. The camera is used only when you choose to take a photo to attach.
It does not show ads and does not contain advertising or analytics SDKs.
It does not track you across other apps or websites.

Security in the app

All connections between the app and our servers are encrypted (HTTPS/TLS). Your sign-in session is kept in your phone's secure storage (Keychain on iPhone, Keystore on Android). Signing out removes it and stops notifications to that phone.

Deleting your data

You can delete individual messages in the app at any time. To delete your whole mailbox and all its data, ask your workspace owner, or contact us at sales@samitmail.com. See section 10 for how long data is kept.

5. AI assistant (optional)

SamitMail includes an optional AI assistant that can help you write an email, suggest quick replies, summarise a conversation or rewrite text.

The assistant runs only when you use an AI feature. It does not scan your mailbox in the background.
When you use it, the text of that message or conversation is sent to Google (Gemini API) to produce the result. Attachments are never sent.
The text is used only to produce your result. It is not used to advertise to you.
We keep a usage record of each AI request (time, size and which feature was used) for fair-use limits. We do not keep the text you sent; a conversation summary may be saved in your mailbox so it does not have to be made again.
You can turn the AI assistant off at any time in Settings, in webmail or in the app. Your workspace owner can also turn it off for the whole workspace.

AI output can be wrong. Check it before you rely on it or send it.

6. Who we share information with

We share information only as needed to run the service, and only with:

Who	What and why
Our mail platform and hosting providers	Run the servers that store and deliver your mail, under contract and only on our instructions.
Google (Gemini API)	The text you send to the AI assistant, only when you use it (section 5).
Google (Firebase Cloud Messaging) and Apple (APNs)	Notification token, device name and the notification text, to deliver app notifications.
The people you email	Delivering mail means passing it to the recipients' mail servers.
Payment providers	If a workspace owner pays online, the payment details needed to process that payment.
Authorities	When Bangladeshi law or a valid legal order requires it, or to protect people from fraud, abuse or harm. Where the law allows, we tell the workspace owner first.

If SAM IT PARK is reorganised, merged or sold, the service and its data may move to the new owner, who must keep protecting it as this policy says.

7. Your workspace owner

If your mailbox is provided by your employer or another organisation, that organisation is your workspace owner. The owner can create and delete mailboxes, reset passwords, set forwarding and filters, turn features such as the AI assistant on or off, and open the mailboxes of their workspace (for example when a staff member leaves). Opening a mailbox this way is recorded in an audit log. Ask your workspace owner about their own rules for your mailbox.

8. Where your data is stored

Your mailbox — messages, attachments, contacts and calendar — is stored on our mail servers in Bangladesh. Services named in section 6 (Google, Apple) may process the limited data they receive in other countries, under their own security and privacy commitments.

9. Security

All connections to webmail, the app, IMAP and SMTP are encrypted with TLS.
Passwords are stored as one-way hashes. Two-step verification and app passwords are available.
Repeated wrong passwords lock a mailbox temporarily; suspicious sign-ins are flagged.
Signing keys and secrets are encrypted on our servers, and access to the servers is limited to authorised staff.
Every message is written to storage before we accept it, checked for damage regularly, and backed up.

No system is perfectly secure. If a breach affects your information, we will tell the affected workspace owners without undue delay and as the law requires.

10. Keeping and deleting data

Mail, contacts and calendar are kept for as long as your mailbox exists, or until you delete them.
Trash and Spam: messages are deleted automatically 30 days after they arrive there.
Deleted mailboxes: when a mailbox is deleted, its data is permanently removed within 30 days.
Security and delivery records are kept for a limited time (normally up to 90 days), unless needed longer to investigate abuse or as the law requires.
Billing records are kept as long as accounting and tax law requires.

To delete your mailbox and all its data, ask your workspace owner, or contact us at sales@samitmail.com. We delete the data within 30 days of the request, except what the law requires us to keep.

11. Your choices and rights

See, change or delete your mail, contacts and calendar at any time in webmail or the app.
Export your mail with any IMAP mail program (for example Outlook or Thunderbird).
Turn notifications and the AI assistant on or off.
Ask us for a copy of the personal information we hold about you, to correct it, or to delete it. If your mailbox belongs to a workspace, we may pass your request to the workspace owner.

We answer requests within 30 days.

12. Cookies and local storage

Webmail uses one essential cookie to keep you signed in. Our website remembers your language choice in your browser's local storage, and the login page can remember your email address if you ask it to. We do not use advertising or third-party tracking cookies.

13. Children

SamitMail and the SamitMail app are for business use and are not directed at children under 13. We do not knowingly collect information from children under 13. If you believe a child has given us information, contact us and we will delete it.

14. Changes to this policy

We may update this policy as the service changes. We will change the date at the top, and for important changes we will tell workspace owners by email or in the service before the change takes effect.

15. Contact us

Questions about this policy or your data:

SAM IT PARK, Bangladesh.