Last updated: February 2026

This Privacy Policy sets out how NetBridge ("we," "us," or "our") collects, uses, stores, shares, and safeguards your personal information when you access or use our domain email services, website, and associated platforms (collectively, the "Services"). By accessing or using any part of the Services, you acknowledge that you have read and understood this Policy and consent to the practices described herein. Our processing is aligned with the UK GDPR and applicable data protection law. Should you disagree with any provision, you must discontinue use of the Services immediately.

1. Overview and Purpose

NetBridge is committed to protecting your privacy and handling your personal data with the utmost care and transparency. This Policy is designed to comply with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and other applicable data protection legislation. It explains what data we collect, why we collect it, how we process and store it, and the rights you hold in relation to your personal information.

We act as the data controller for the personal data described in this Policy. Our appointed Data Protection Officer (DPO) can be reached at privacy@netbridge.com for any enquiries regarding this Policy or your data rights.

2. Data Collection and Usage

We collect only the data necessary to provide the Services, verify your identity, and comply with legal obligations. The categories of data we collect are set out below.

2.1 Account and Identity Information

When you submit an application or register an account, we collect your full name, email address, company or organisation name, country of operation, website URL, telephone number, and any verification documents you furnish during our membership review process. This data is essential to verify your identity, establish your account, and provide the Services.

2.2 Usage and Technical Data

We automatically collect certain technical information to operate, maintain, and improve the Services. This includes your IP address, browser type and version, operating system, device identifiers, pages visited, referring URLs, action timestamps, session duration, and interaction patterns within the platform. This data helps us understand how the Services are used, diagnose technical issues, and enhance the user experience.

2.3 Communications Data

To route and deliver email messages, we process email metadata including sender and recipient addresses, subject lines, timestamps, message size, and delivery status. The content of emails stored in your mailbox is encrypted at rest using AES-256 encryption and is accessible only to you and those individuals you expressly authorise. We do not access, read, or analyse the content of your emails for advertising or any purpose unrelated to service delivery.

2.4 Billing and Financial Information

Payment details are processed by our PCI-DSS Level 1 compliant third-party payment processors. We retain only the minimum billing information required for account management — namely, the last four digits of your payment card, billing address, and transaction history. We never store complete payment card numbers, CVV codes, or sensitive authentication data on our systems.

2.5 Correspondence and Support Data

When you contact our support team, submit feedback, or participate in surveys, we collect the content of your communications together with associated metadata. This information is used to address your enquiry, improve our Services, and maintain quality records.

3. User Consent and Rights

3.1 Lawful Basis for Processing

We process your personal data on the following legal grounds as defined under UK GDPR:

• Consent: Where you have given clear, affirmative consent to the processing of your personal data for one or more specific purposes — for example, agreeing to receive marketing communications.
• Contractual Necessity: Processing that is necessary for the performance of the contract between you and NetBridge, including the provision of email services, account management, and billing.
• Legal Obligation: Processing required to comply with legal and regulatory obligations, including financial reporting requirements and responses to lawful requests from authorities.
• Legitimate Interests: Processing that is necessary for the purposes of our legitimate interests — such as fraud prevention, platform security, and service improvement — provided those interests are not overridden by your fundamental rights and freedoms.

3.2 Your Data Rights

Under the UK GDPR and applicable data protection legislation, you possess the following rights with respect to your personal data:

• Right of Access (Subject Access Request): You may request a copy of the personal data we hold about you, together with information about how it is processed.
• Right to Rectification: You may request correction of any inaccurate or incomplete personal data.
• Right to Erasure ("Right to be Forgotten"): You may request the deletion of your personal data where there is no compelling reason for its continued processing.
• Right to Restriction of Processing: You may request that we restrict the processing of your data in certain circumstances — for example, whilst we verify the accuracy of data you have contested.
• Right to Data Portability: You may request that we provide your personal data in a structured, commonly used, machine-readable format, or transmit it directly to another data controller.
• Right to Object: You may object to processing based on legitimate interests or for direct marketing purposes at any time.
• Right to Withdraw Consent: Where processing is based on consent, you may withdraw that consent at any time without affecting the lawfulness of processing carried out prior to withdrawal.
• Rights Related to Automated Decision-Making: You have the right not to be subject to a decision based solely on automated processing, including profiling, which produces legal effects concerning you or similarly significant effects.

To exercise any of these rights, please contact our Data Protection Officer at privacy@netbridge.com. We shall respond to all legitimate requests within 30 calendar days. In complex cases, we may extend this period by a further 60 days, but we shall inform you of such an extension and the reasons for it within the initial 30-day window.

4. Data Storage and Protection

4.1 Data Retention

Account data is retained for the duration of your active membership. Upon account closure, your data is maintained for a further 90 calendar days to allow for potential recovery, after which it is permanently and irreversibly deleted from all active systems. Billing and financial records are retained for seven years in accordance with HMRC requirements and applicable financial regulations. Anonymised or aggregated data that cannot be used to identify you may be retained indefinitely for statistical and analytical purposes.

4.2 Technical Security Measures

We implement a comprehensive suite of industry-leading security measures to protect your personal data from unauthorised access, alteration, disclosure, or destruction:

• AES-256 encryption for all data at rest
• TLS 1.3 encryption for all data in transit
• Role-based access controls (RBAC) limiting internal data access
• Multi-factor authentication for all administrative accounts
• Regular independent security audits and penetration testing
• Automated threat detection and real-time monitoring systems
• Geographically distributed backups with redundancy
• Physical security controls at data centre facilities, including biometric access

4.3 Data Breach Response

In the event of a confirmed personal data breach, we shall notify the Information Commissioner's Office (ICO) within 72 hours of becoming aware of the breach, in accordance with UK GDPR requirements. Where the breach is likely to result in a high risk to the rights and freedoms of affected individuals, we shall notify those individuals without undue delay, providing clear information about the nature of the breach and the steps we are taking to address it.

5. Verification Processes

NetBridge operates a verification process for all account applicants. During this process, we may collect and review the following information:

• Government-issued photographic identification (passport, driving licence)
• Business registration documents or certificates of incorporation
• Domain ownership verification via DNS TXT record insertion
• Professional references or publicly available professional profiles

Verification documents are processed solely for the purpose of confirming your identity and eligibility. Documents are stored in encrypted form and are retained only for the duration of the verification process plus a further 30 days, after which they are securely destroyed. We do not share verification documents with third parties unless compelled by law.

6. Third-Party Services

We engage a limited number of trusted third-party service providers ("sub-processors") to assist in delivering the Services. These sub-processors are bound by contractual obligations that require them to process personal data solely in accordance with our instructions and applicable data protection legislation. Our sub-processors include:

• Payment Processing: PCI-DSS Level 1 compliant payment gateway providers for handling subscription billing and transaction processing.
• Infrastructure Providers: Data centre and cloud hosting providers for the secure storage and processing of data, operating under strict data processing agreements.
• Analytics Services: Anonymised usage analytics to understand service performance and user behaviour — no personally identifiable information is shared for analytics purposes.
• Support Tools: Customer support and ticketing platforms used to manage and respond to your enquiries efficiently.

We do not sell, rent, trade, or otherwise disclose your personal data to third parties for marketing or advertising purposes under any circumstances. Personal data may be disclosed to legal authorities only where we are compelled to do so by a valid court order, statutory obligation, or lawful request from a competent governmental or regulatory body.

7. Cookies and Tracking Technologies

We employ strictly necessary cookies to operate the Services and maintain session integrity. With your explicit consent, we may also deploy analytics cookies to help us understand usage patterns and improve the platform. We do not use advertising, retargeting, or cross-site tracking cookies. You may manage your cookie preferences at any time through your browser settings or our cookie consent tool.

8. International Data Transfers

Where personal data is transferred outside the United Kingdom, we ensure that appropriate safeguards are in place in accordance with UK GDPR. These safeguards may include Standard Contractual Clauses approved by the ICO, adequacy decisions by the Secretary of State, or other legally recognised transfer mechanisms that guarantee an equivalent level of data protection.

9. Children's Privacy

NetBridge Services are intended exclusively for individuals aged 18 years and over. We do not knowingly collect or process personal data from any person under the age of 18. If we become aware that a minor has provided personal data to us, we shall take prompt steps to delete such information. If you believe a minor has submitted data to NetBridge, please contact us immediately at privacy@netbridge.com.

10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, the Services, or legal requirements. Where changes are material, we shall notify you via email or through an in-product notification at least 14 calendar days before the updated Policy takes effect. Your continued use of the Services following such notification constitutes acceptance of the revised Policy. We encourage you to review this page periodically.

11. Complaints and Regulatory Contact

If you are dissatisfied with how we have handled your personal data, you have the right to lodge a complaint with the Information Commissioner's Office (ICO), the UK's independent supervisory authority for data protection:

Information Commissioner's Office
Wycliffe House, Water Lane
Wilmslow, Cheshire SK9 5AF
Website: ico.org.uk
Helpline: 0303 123 1113

12. Contact Us

NetBridge — Data Protection Officer
Privacy Enquiries: privacy@netbridge.com
General Support: support@netbridge.com
Postal Address: NetBridge Ltd, London, United Kingdom

Last updated: February 2026

These Terms and Conditions ("Terms") constitute a legally binding agreement between you ("you," "your," or "Member") and NetBridge ("we," "us," or "our") governing your access to and use of all services provided by NetBridge (collectively, the "Services"). By creating an account, accessing, or using any NetBridge Service, you confirm that you have read, understood, and agree to these Terms and our Privacy policy. If you do not agree, you must not access or use the Services.

1. Definitions and Interpretation

Throughout these Terms, the following definitions apply unless the context requires otherwise:

• "Services" refers to all products, features, and platforms provided by NetBridge, including but not limited to domain-based email accounts, administration tools, verification processes, APIs, mobile applications, and related infrastructure.
• "Member" refers to any individual, sole trader, partnership, company, or organisation that has been approved for and holds an active NetBridge account.
• "Account" refers to the registered membership profile created upon successful completion of the NetBridge application and verification process.
• "Content" refers to any data, text, files, images, emails, or other materials transmitted, stored, or processed through the Services.
• "Confidential Information" refers to any non-public information disclosed by either party, whether in written, oral, electronic, or visual form.

2. Account Eligibility and Verification

2.1 Eligibility Criteria

To be eligible for a NetBridge Account, you must be at least 18 years of age and possess the legal capacity to enter into a binding agreement under the laws of your jurisdiction. If you are registering on behalf of a business or organisation, you confirm and warrant that you have the authority to bind that entity to these Terms, and references to "you" shall include that entity.

2.2 The Verification Process

All account applications are subject to our verification process, which may include review of identity documents, domain ownership confirmation via DNS records, business registration verification, and assessment of the intended use of the Services. We reserve the absolute right to approve, decline, or request further information in respect of any application without obligation to provide specific reasons for a decision, particularly where our review identifies potential misuse, non-compliance, or inconsistency with our platform standards.

2.3 Account Security and Credentials

You are solely responsible for maintaining the confidentiality of your login credentials — including your password, two-factor authentication tokens, and any API keys associated with your Account. You must notify us immediately at support@netbridge.com if you suspect any unauthorised access to or use of your Account. You acknowledge and agree that you are liable for all activity that occurs under your Account, whether or not you have authorised such activity.

2.4 Accuracy of Information

You warrant that all information provided during the application and verification process is accurate, complete, and up to date. You agree to promptly update your Account information should any material changes occur. Providing false, misleading, or fraudulent information constitutes a material breach of these Terms and may result in immediate suspension or termination of your Account.

3. Service Usage Terms

3.1 Acceptable Use

You agree to utilise the Services solely for lawful purposes and in compliance with all applicable laws, regulations, and industry standards. Without limitation, you shall not use the Services to:

• Send unsolicited bulk email (spam) or engage in any form of email abuse
• Transmit phishing emails, fraudulent communications, or deceptive content
• Distribute malware, viruses, ransomware, or other malicious software
• Infringe upon the intellectual property rights, privacy, or other legal rights of any third party
• Harass, threaten, defame, or discriminate against any individual or group
• Store or transmit content that is unlawful, obscene, or harmful
• Attempt to gain unauthorised access to any system, network, or account
• Interfere with the integrity, performance, or availability of the Services
• Use the Services for any activity that violates applicable UK, EU, or international law

3.2 Service Availability and Uptime

We target a service availability of 99.9% as measured on a calendar-month basis, excluding scheduled maintenance windows. Scheduled maintenance shall be communicated at least 48 hours in advance via email notification. We are not liable for any interruptions or downtime arising from factors beyond our reasonable control, including but not limited to natural disasters, acts of government, telecommunications failures, third-party service disruptions, or cyber-attacks.

3.3 Fair Usage

Certain plan features, such as storage and email volume, are subject to fair usage policies. We reserve the right to restrict or throttle service access where usage significantly exceeds the norms for your plan tier. We shall provide reasonable notice and an opportunity to upgrade before any restrictions take effect.

4. User Responsibilities

4.1 Content Responsibility

You retain full ownership of and responsibility for all Content transmitted, stored, or processed through the Services. NetBridge does not claim ownership of your Content and shall not access, review, or modify it except as required to provide the Services, comply with legal obligations, or enforce these Terms.

4.2 Compliance Obligations

You are responsible for ensuring that your use of the Services complies with all applicable laws and regulations, including but not limited to the UK GDPR, the Data Protection Act 2018, the Privacy and Electronic Communications Regulations (PECR), and any industry-specific regulatory requirements pertaining to your business or sector.

4.3 Cooperation

You agree to cooperate with NetBridge in good faith to resolve any issues relating to your Account or use of the Services, including providing information reasonably requested during investigations into potential breaches of these Terms.

5. Billing and Subscriptions

5.1 Subscription Plans

Services are provided on a subscription basis at the rates published on our pricing page or as agreed in a bespoke Enterprise agreement. All prices are quoted in British Pounds Sterling (GBP) and are exclusive of Value Added Tax (VAT) and other applicable taxes, which shall be added at the prevailing rate.

5.2 Payment and Recurring Charges

By subscribing to a paid plan, you authorise NetBridge to charge recurring fees to your nominated payment method at the applicable billing interval (monthly or annually). Fees are payable in advance at the start of each billing cycle. If a payment fails, we shall make reasonable attempts to notify you and re-process the charge. Continued payment failure may result in service restriction or suspension.

5.3 Price Adjustments

We reserve the right to modify our pricing with no fewer than 30 calendar days' written notice. Price changes shall take effect at the start of your next billing cycle following the notice period. If you do not agree with a price change, you may cancel your subscription before the new pricing takes effect.

5.4 Refund Policy

All subscription payments are generally non-refundable. Where NetBridge fails to deliver the Services due to a fault attributable to us, we may, at our sole discretion, offer a pro-rata credit or refund for the affected period. To request a credit or refund, please contact support@netbridge.com within 14 calendar days of the relevant billing event, providing a clear description of the issue.

5.5 Free Trials and Promotional Offers

Any free trial or promotional period shall be subject to additional terms communicated at the point of enrolment. Unless you cancel before the end of a trial period, your subscription will automatically convert to a paid plan at the applicable rate.

6. Data, Storage and Backup

6.1 Storage Limits

Storage allocations are defined by your subscription plan. Should your usage exceed the allocated limits, we may restrict your ability to send or receive emails, or apply additional charges, until you either reduce your stored data or upgrade to a higher-tier plan. We shall provide reasonable advance notice before any such restriction is applied.

6.2 Operational Backups

We perform regular operational backups of the platform to ensure service continuity and disaster recovery. However, these backups are intended for our operational purposes and should not be relied upon as a substitute for your own data management practices. You are responsible for maintaining independent copies of any data that is critical to your business or operations.

6.3 Data Upon Termination

Upon closure of your Account — whether initiated by you or by us — your data shall be retained for a grace period of up to 90 calendar days to facilitate potential account recovery. Following this period, all data shall be permanently and irreversibly deleted from our active systems. You may request an export of your data at any time during the grace period by contacting support@netbridge.com.

7. Suspension and Termination

7.1 Suspension by NetBridge

We may suspend access to your Account immediately and without prior notice where we have reasonable grounds to believe that you have breached these Terms, our Acceptable Use Policy, or applicable law. Suspension may also occur in response to a court order, regulatory direction, or where continued operation of your Account poses a risk to the security or integrity of the platform or other Members.

7.2 Termination by You

You may close your Account at any time by submitting a closure request through your Account settings or by contacting support@netbridge.com. Closure shall take effect at the end of your current billing period. No refund is provided for any unexpired portion of a prepaid subscription term.

7.3 Termination by NetBridge

We may terminate your Account with no fewer than 30 calendar days' written notice for any reason, or immediately and without notice in cases of serious breach, fraud, illegal activity, or where continued operation of your Account would expose NetBridge to material legal or operational risk. Upon termination, we shall provide you with a reasonable opportunity to export your data, subject to the data retention provisions set out in Section 6.3.

7.4 Consequences of Termination

Upon termination or expiration of your Account: (a) your right to access and use the Services shall cease immediately; (b) any outstanding fees shall become due and payable; (c) provisions of these Terms that by their nature should survive termination — including intellectual property, limitation of liability, indemnification, and dispute resolution — shall continue in full force and effect.

8. Intellectual Property

All rights, title, and interest in and to the Services, including the website, branding (including the "NetBridge" name and logo), software, proprietary technology, documentation, and all related intellectual property, remain the exclusive property of NetBridge or our licensors. You are granted a limited, non-exclusive, non-transferable, revocable licence to access and use the Services strictly in accordance with these Terms. Nothing in these Terms transfers any intellectual property rights to you.

9. Liability and Limitations

9.1 Limitation of Liability

To the fullest extent permitted by applicable law, NetBridge and its officers, directors, employees, agents, and affiliates shall not be liable for any indirect, incidental, special, consequential, or punitive damages, including but not limited to loss of profits, loss of data, loss of business opportunity, business interruption, or damage to reputation, howsoever arising, even if we have been advised of the possibility of such damages.

9.2 Aggregate Liability Cap

Our total aggregate liability to you for all claims arising out of or in connection with these Terms or the Services shall not exceed the total fees actually paid by you to NetBridge during the twelve (12) month period immediately preceding the event giving rise to the claim.

9.3 Exclusions

Nothing in these Terms seeks to exclude or limit our liability for death or personal injury resulting from our negligence, fraud or fraudulent misrepresentation, or any other liability that cannot lawfully be excluded or limited under the laws of England and Wales.

10. Indemnification

You agree to indemnify, defend, and hold harmless NetBridge and its officers, directors, employees, agents, and affiliates from and against any and all claims, demands, losses, liabilities, damages, costs, and expenses (including reasonable legal fees) arising out of or in connection with: (a) your use of the Services; (b) your Content; (c) your breach of these Terms; (d) your violation of any applicable law or regulation; or (e) your infringement of the rights of any third party.

11. Governing Law and Dispute Resolution

11.1 Governing Law

These Terms and any dispute or claim arising out of or in connection with them (including non-contractual disputes or claims) shall be governed by and construed in accordance with the laws of England and Wales.

11.2 Dispute Resolution

In the event of a dispute, the parties shall first attempt to resolve the matter in good faith through informal negotiation within 30 calendar days. Should the dispute remain unresolved, either party may submit the matter to mediation administered by the Centre for Effective Dispute Resolution (CEDR) in London. If mediation does not produce a resolution within 60 calendar days, either party may commence proceedings before the courts of England and Wales, which shall have exclusive jurisdiction.

12. General Provisions

12.1 Entire Agreement

These Terms, together with our Privacy Policy and any plan-specific documentation or Enterprise agreements, constitute the entire agreement between you and NetBridge and supersede all prior negotiations, representations, and understandings relating to the subject matter hereof.

12.2 Severability

If any provision of these Terms is found to be invalid, unlawful, or unenforceable by a court of competent jurisdiction, such provision shall be modified to the minimum extent necessary to render it valid and enforceable, and the remaining provisions shall continue in full force and effect.

12.3 Waiver

No failure or delay by NetBridge in exercising any right or remedy under these Terms shall constitute a waiver thereof, nor shall any single or partial exercise of any right or remedy preclude any other or further exercise of that or any other right or remedy.

12.4 Assignment

You may not assign or transfer your rights or obligations under these Terms without our prior written consent. NetBridge may assign or transfer its rights and obligations under these Terms to an affiliate or in connection with a merger, acquisition, or sale of assets, provided that the assignee agrees to be bound by these Terms.

12.5 Force Majeure

NetBridge shall not be liable for any failure or delay in performing its obligations under these Terms where such failure or delay results from circumstances beyond our reasonable control, including but not limited to natural disasters, pandemic, war, terrorism, civil unrest, governmental action, power failure, telecommunications failure, or cyber-attacks.

12.6 Notices

All notices under these Terms shall be in writing and shall be deemed duly given when sent by email to the address associated with your Account (for notices to you) or to legal@netbridge.com (for notices to NetBridge).

13. Contact Information

NetBridge
Legal Enquiries: legal@netbridge.com
General Support: support@netbridge.com
Postal Address: NetBridge Ltd, London, United Kingdom