Last Updated: January 1, 2026 | Effective Date: January 1, 2026
System 365 ("we," "us," or "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit system365mail.com or use our shipping and logistics services. Please read this policy carefully. If you disagree with its terms, discontinue use of our services.
1. Information We Collect
1.1 Information You Provide
- Contact information: Name, email address, phone number, mailing address
- Shipment information: Sender and recipient names, addresses, package descriptions
- Quote and inquiry data: Service preferences, shipment details, messages submitted via our forms
- Account information: Username and password for business account holders
1.2 Automatically Collected Information
- Log data: IP address, browser type, pages visited, time and date of visit, referring URL
- Cookies and tracking: We use session cookies to maintain functionality. No third-party advertising cookies are deployed without consent.
- Device information: Device type, operating system, screen resolution
2. How We Use Your Information
We use collected information for the following purposes:
- Processing and fulfilling your shipping orders
- Providing real-time tracking and delivery notifications
- Responding to quote requests, inquiries, and support tickets
- Sending transactional emails (confirmations, tracking updates, invoices)
- Improving our website, services, and operational efficiency
- Complying with legal obligations and regulatory requirements
- Preventing fraud, unauthorized access, and prohibited shipments
We do not sell your personal information to third parties for marketing purposes.
3. Information Sharing and Disclosure
We may share your information with:
- Delivery partners and carriers: Required to complete shipment delivery
- Technology service providers: Hosting, analytics, and email delivery (under strict data processing agreements)
- Legal authorities: When required by law, court order, or to protect the rights and safety of System 365 and the public
- Business successors: In the event of a merger, acquisition, or sale of assets
4. Data Retention
We retain personal information for as long as necessary to fulfill the purposes outlined in this policy, plus an additional period as required by law or contract:
- Shipment records: 7 years (for tax and liability purposes)
- Customer accounts: Duration of account plus 3 years after closure
- Quote and inquiry forms: 2 years
- Website analytics data: 13 months (rolling)
5. Cookies and Tracking Technologies
We use the following cookies on system365mail.com:
- Session cookies: Maintain your session state across pages (deleted when you close the browser)
- Functional cookies: Remember your preferences (e.g., language, form data)
- Analytics cookies: Aggregate usage statistics to improve site performance (anonymized)
You may disable cookies via your browser settings. Disabling functional cookies may impact site performance.
6. Data Security
We implement industry-standard security measures including:
- SSL/TLS encryption for all data transmitted via system365mail.com
- Restricted access controls — only authorized personnel access sensitive data
- Regular security audits and penetration testing
- Encrypted storage of sensitive records
No transmission over the internet is 100% secure. While we strive to use commercially acceptable means to protect your data, we cannot guarantee absolute security.
7. Your Rights
Depending on your state of residence, you may have the following rights:
- Access: Request a copy of the personal data we hold about you
- Correction: Request correction of inaccurate or incomplete data
- Deletion: Request deletion of your personal data (subject to legal retention requirements)
- Opt-out: Opt out of marketing communications at any time via the unsubscribe link in any email
- Data portability: Request your data in a machine-readable format
To exercise these rights, contact us at info@system365mail.com.
8. California Privacy Rights (CCPA)
California residents have additional rights under the California Consumer Privacy Act (CCPA), including the right to know what personal information is collected, the right to deletion, and the right to opt out of the sale of personal information. System 365 does not sell personal information. To exercise CCPA rights, contact us at the information below.
9. Children's Privacy
Our services are not directed to children under the age of 13. We do not knowingly collect personal information from children. If you believe we have inadvertently collected information from a child, contact us immediately for deletion.
10. Third-Party Links
Our website may contain links to third-party websites. We are not responsible for the privacy practices of these external sites and encourage you to review their privacy policies independently.
11. Changes to This Policy
We may update this Privacy Policy periodically. The revised version will be posted at system365mail.com/privacy.html with a new effective date. We encourage you to review this page periodically for changes.
12. Contact Us
For questions, concerns, or requests related to this Privacy Policy: