eHostAsia (“we”, “us”, or “Provider”) respects your privacy and is committed to protecting personal data in accordance with the Data Privacy Act of 2012 (Republic Act No. 10173) and its Implementing Rules and Regulations.

This Privacy Policy explains how we collect, use, store, disclose, and protect personal information when you subscribe to or use our email hosting services (“Service”).

1. Personal Information We Collect

We collect only information necessary to provide and support the Service.

1.1 Account and Contact Information

When you subscribe, we may collect:

• Name
• Company name
• Billing address
• Email address
• Contact number
• Domain ownership details
• Billing and payment records

1.2 Technical Service Data

To operate the email hosting platform, our systems automatically process:

• email addresses
• sender and recipient information
• timestamps
• server logs
• authentication logs
• IP addresses
• device and access information

We do not monitor or read email contents except when required for security, troubleshooting, or legal compliance as described below.

2. How We Use Your Information

We process personal data only for legitimate business purposes:

• account provisioning and administration
• billing and payment processing
• technical support and troubleshooting
• spam filtering and security protection
• service reliability and system maintenance
• fraud prevention and abuse detection
• responding to customer inquiries
• compliance with legal obligations

We do not sell personal information.

3. Email Content and Confidentiality

Emails stored on our servers belong to the client and its users.

We do not access, read, or disclose email content except when:

• required to resolve a technical support issue
• necessary to investigate abuse, spam, hacking, or security incidents
• required by law, court order, or lawful government request
• necessary to protect our systems, other users, or the public

Access to email content, when necessary, is restricted to authorized personnel only and performed under strict confidentiality.

4. Legal Basis for Processing

We process personal data under one or more of the following lawful bases:

• performance of a service contract
• compliance with legal obligations
• legitimate business interests (service operation, security, and fraud prevention)
• protection of users and network infrastructure

5. Data Sharing and Disclosure

We do not sell or rent personal data.
However, we may share information with trusted service providers necessary to operate the Service, including:

• datacenter and cloud infrastructure providers
• upstream email hosting platform providers
• payment processors
• domain registrars
• anti-spam and security vendors

These parties process data only for service operation and are required to maintain confidentiality and security safeguards.

We may also disclose information if required by law, subpoena, court order, or lawful government request.

6. International Data Transfer

Our email hosting infrastructure and upstream providers may be located outside the Philippines.
By using the Service, you acknowledge that your data may be transferred to and processed in other jurisdictions where data protection laws may differ.

We take reasonable steps to ensure that service providers apply appropriate security and confidentiality protections.

7. Data Retention

We retain personal data only as long as necessary:

• Active accounts: retained for the duration of the subscription
• Suspended accounts: retained temporarily pending payment
• Terminated accounts: deleted according to our service agreement and system retention processes
• Billing records: retained as required by tax and accounting regulations

Deleted email data may not be recoverable.

8. Security Measures

We implement reasonable organizational, physical, and technical security measures, including:

• access controls and authentication logging
• encrypted connections (TLS/SSL)
• firewall and network monitoring
• anti-spam and malware filtering
• restricted administrative access

However, no internet transmission or storage system is completely secure. We cannot guarantee absolute security of transmitted data.

9. Your Rights Under the Data Privacy Act

You have the right to:

• be informed about data processing
• access your personal data
• correct inaccurate data
• object to processing where applicable
• request deletion when legally permitted
• request a copy of your personal data
• file a complaint with the National Privacy Commission

Requests may be sent to our Data Protection contact below.

10. Responsibilities of Clients

Clients are responsible for:

• managing their users’ mailbox contents
• maintaining backups of important emails
• securing passwords and user devices
• informing their own employees or users about email monitoring policies (if applicable)

We act as a data processor for email contents, while the client is the personal information controller for its users.

11. Cookies and Website Usage

Our website may use cookies and basic analytics for:

• login sessions
• security protection
• service functionality

We do not use cookies for advertising tracking.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time.
The latest version will always be posted on our website. Continued use of the Service after updates constitutes acceptance of the revised policy.

13. Contact Information

For privacy inquiries, requests, or complaints, contact:
Email: privacy[at]ehostasia.com