Privacy notice for user accounts

This page supplements the general privacy policy of frankysweb.de with the additional points that apply specifically to registering/signing in with mailtools. For everything else (cookies, analytics, advertising) the general policy still applies.

What data is stored

Email address: serves as the username, used for signing in and for confirmation/reset links.
Password: NEVER stored in plain text, only as an Argon2id hash (a one-way scheme the original password cannot be recovered from).
Session cookie: a random, non-meaningful value that references a signed-in session server-side. Becomes invalid on logout or after 14 days.
Timestamp of registration and of accepting these terms.

Purpose and retention

The data serves exclusively to operate the user account feature itself (login, password reset, and in the future optional tools reserved for signed-in users). There is no sharing with third parties. The data is kept until the account is deleted.

Saved DNS entries

Signed-in users can store a DNS entry created in the generator, again only on an explicit click. The generator itself works fully without an account, just without storage.

What is stored: the generated entry, the domain it is for, your form input and a name you choose. All of it you entered yourself; mailtools queries nothing for it.
Who it belongs to: the account alone. No public access path, no sharing, no disclosure.
For how long: indefinitely. Unlike a check result a draft does not go stale; it stays until you delete it, and it goes with the account.
How many: at most 50 per account.

Saved check results

Signed-in users can store the result of a check. This only ever happens on an explicit click on “Save result“. Nothing is recorded in the background, and the feature does not exist without an account.

What is stored: the checked target (a domain, for example), the form input, the result of the check and the time. All of it comes from public sources (DNS, publicly reachable servers) and was gathered by mailtools itself.
Who it belongs to: the account alone. There is no public access path, no sharing with other users and no disclosure to third parties.
For how long: saved results are deleted automatically after 180 days. The date can be extended at any time from the list, and every result can be deleted by hand whenever you like.
How many: at most 100 per account.

Emails we receive

For some checks you can have mailtools create an email address that you then send a message to. That is the only case in which mailtools receives mail at all. Anyone who knows such an address can write to it, so stricter rules apply here than to anything else on this page.

The message body is not stored. It sits briefly as a file in the mail server's inbox, is processed in memory and deleted afterwards. It never reaches the database, and the mail spool is not part of the backup. Two checks have to read the body: the DKIM signature and the spam score. Scoring runs in a separate service on the same server that has no connection to the outside, so the message does not leave the server for that either. In both cases only the result is stored.
The result is held for one hour and then disappears by itself. So that you can see it on the page, it is kept briefly after processing (in the server's memory, not in the database and not in the backup). If you save nothing, nothing is left after that hour.
The full headers are only displayed, never stored. They belong to the hour above and disappear with it. Headers contain third party data: sender address, subject and the full list of servers involved including their IP addresses. Only forward messages you are entitled to have analysed.
Anything is stored permanently only on an explicit click on "Save result", exactly as for any other check, and then it is the result without the headers. It still names the delivering IP address and the sender domain, so third party data remain.
How long: at most 30 days, noticeably shorter than the 180 days for saved check results. Those third party data are the reason. Extending the deadline in the overview also grants no more than 30 days here.
Addresses for a single check expire after 30 minutes, accept nothing afterwards and are deleted shortly after. Permanent addresses for reports (DMARC, TLS-RPT) stay until you disable or delete them; for such reports only the parsed evaluation is stored, not the message.
Unknown recipients are rejected; expired or disabled addresses accept the message and discard it immediately. Each address has a daily limit.
mailtools never replies automatically to incoming mail, neither with a confirmation nor with a bounce.
Log files contain no content: no sender, subject, recipient or headers, only counters.
Messages to postmaster@ and abuse@ are accepted as required by RFC 2142, kept for at most 30 days and read only by the operator.

Your rights

The account and all associated data can be permanently deleted at any time via the account page. For access requests, corrections, or other concerns, see the contact details in the general privacy policy.