Effective and last updated: 16 September 2026

Privacy Policy

This policy explains how pobox.watch accesses, uses, stores, shares, protects, retains, and deletes personal information and Google user data when providing shared PO Box notification and collection tracking.

Plain-language summary: pobox.watch reads authorised notification emails only to identify mail or parcels waiting at PO boxes, update the shared collection queue, and prevent the same email being processed repeatedly. We do not sell Gmail data, use it for advertising, or use it to train artificial intelligence or machine-learning models.

1. Who this policy applies to

This policy applies to users of the pobox.watch website, web application, iPhone application, and macOS application. A workspace administrator controls which people can access a workspace and which Gmail inbox, if any, is connected for notification processing.

2. Information we collect

Account and workspace information

We process account email addresses, display names, roles, account status, profile images or emoji chosen by users, authentication records, passkey registration information, two-factor authentication status, security events, and workspace membership.

PO Box and operational information

We process post office names, addresses, telephone numbers, geographic coordinates, PO Box numbers, mail and parcel status, collection claims, collection history, review decisions, and audit records needed to provide and secure the service.

Google and Gmail user data

When an administrator authorises Gmail access, pobox.watch may access unread Gmail message identifiers and thread identifiers, sender, subject, received date and time, labels, message snippet, and the relevant plain-text or HTML message content required to identify supported mail and parcel notifications.

pobox.watch requests Gmail modification access so it can remove the unread label from a source message only after the notification has been durably processed or its review has been completed. The application does not send email, delete Gmail messages, access contacts, or inspect messages for unrelated purposes.

3. How we use information

Information is used to:

match supported email notifications to a saved PO Box or post office;
show authorised users whether mail or a parcel is waiting;
coordinate who intends to collect mail and record completed collections;
present ambiguous messages for authorised review;
avoid processing the same source message repeatedly;
maintain operational history, audit activity, account security, and service reliability; and
diagnose errors and protect the service against misuse.

Google user data is not used for targeted advertising, personalised advertising, retargeting, credit decisions, data brokerage, or training general-purpose or non-personalised AI or machine-learning models.

4. Storage and retention

Matched notifications retain the source message identifier, sender, subject, received time, notification type, matched PO Box, and processing result as operational history. Relevant message content may be retained with an unresolved review item so an authorised user can make a decision. OAuth refresh credentials are stored server-side and are not exposed to other workspace users.

We retain information only while it is needed to provide the service, maintain security and audit history, meet legal obligations, or resolve disputes. Deleted data may remain in restricted backups until those backups are replaced under the applicable backup cycle.

5. Sharing and disclosure

We do not sell personal information or Google user data. Information is disclosed only:

to authorised members of the relevant pobox.watch workspace;
to infrastructure and service providers acting on our behalf where required to operate, secure, or maintain the service;
to Google when using Google authentication and Gmail API services; or
when required by law or necessary to protect users, the service, or the rights and safety of others.

Any use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements.

6. Security

pobox.watch uses HTTPS encryption in transit, access controls, role-based permissions, passkeys, authenticator-based two-factor authentication, restricted server credentials, audit logging, and operational safeguards designed to protect data. No system can guarantee absolute security, but access is limited to people and systems that require it to provide or support the service.

7. User choices, access, and deletion

Users can update supported profile information in Settings. Workspace administrators can manage membership and operational records. To request access, correction, export, or deletion of personal data, contact your workspace administrator or email privacy@pobox.watch.

You can revoke pobox.watch access to Google data at any time from your Google Account third-party access settings. Revoking access stops future Gmail processing but does not automatically remove operational records already created in pobox.watch. You may request deletion of those records separately.

8. Children

pobox.watch is an operational service intended for authorised workplace users and is not directed to children.

9. Changes to this policy

We may update this policy when the service or its data practices change. The effective date at the top of this page will be updated, and material changes will be communicated through the application or another appropriate channel.

10. Contact

For privacy questions or requests concerning pobox.watch, contact privacy@pobox.watch. Users may also contact the administrator who issued their workspace account.