Security & Privacy
The facts a buyer checks before trusting an archive: hosting, isolation, encryption, backups, access control and the companies involved.
Hosting in Germany
- The service runs in a WITT AG data centre in Germany. Archived mail, metadata and backups stay there.
- Public traffic passes through Cloudflare for DNS, TLS and DDoS protection. The web app and the APIs are reachable over TLS only.
- Website analytics run on our own Umami instance in Germany: no cookies, no third party, Do-Not-Track honoured.
- Error tracking and uptime monitoring are self-hosted as well. No application data leaves the data centre for diagnostics.
- Current availability and incidents: status.easymailarchive.com
One tenant, one database, one key
- Every customer gets its own database and its own storage area. There is no shared table that holds two customers' mail.
- Mail and attachments are encrypted at rest with AES-256. Each tenant has its own key, held in a separate key management service, never next to the data.
- Duplicates are detected with SHA-256 digests of message, body and attachments, so a mail is stored once and its integrity can be verified.
- A tenant is deleted with its database, storage area and key. Nothing stays behind in a shared store.
Backups and recovery
- A full backup runs every night, and database changes are archived continuously in between. Backups are kept for 30 days.
- Every night an encrypted copy of the backups and the mail store goes to a second location. Contents and file names are encrypted before they leave the data centre.
- Restores are tested against a separate instance and compared to production, so the procedure is known to work before it is needed.
- Archived mail cannot be deleted one message at a time. It leaves the archive only when its retention period ends or a tenant is deleted.
Access control
- Login with password and TOTP two-factor authentication, or with a one-time code by mail. Recovery codes and session management are built in.
- Single sign-on via OIDC with Microsoft Entra ID, Google or Okta, so access follows your directory.
- Three roles: admin, auditor and user. Users see the mailboxes assigned to them; auditors get read access for reviews.
- Every action in the archive is written to an audit log that administrators can export as CSV.
GoBD and GDPR
- EasyMailArchive covers the technical side of GoBD archiving: complete capture via journaling or BCC, unchangeable storage, retention rules per organisation, domain or mailbox, legal hold, audit trail and export as EML or PDF with SHA-256 checksums.
- There is no official GoBD certification for software, and we claim none. Compliance is a property of your whole process; we supply the technical part and the facts for your Verfahrensdokumentation.
- We hold no ISO 27001 or similar certificate and do not claim one. Ask us for the threat model and the controls behind this page instead.
- We process customer data under a data processing agreement (AVV) pursuant to Art. 28 GDPR. Exclusion rules keep private mailboxes out of the archive, and retention rules delete mail when the retention period ends.
Subprocessors
These companies process data on our behalf. The list matches Annex 3 of the data processing agreement.
| Provider | Purpose | Location |
|---|---|---|
| WITT AG | Server infrastructure, hosting | Germany |
| Stripe, Inc. | Payment processing, invoicing | USA (EU-US Data Privacy Framework) |
| Cloudflare, Inc. | CDN, DNS, DDoS protection | USA (EU-US Data Privacy Framework) |
| mail.kdcp.de | Sending login codes, invitations and notifications |
Analytics (Umami), error tracking and uptime monitoring are self-hosted and are not subprocessors.
Reporting a security issue
Found a vulnerability? Write to us with the steps to reproduce it. We confirm receipt and keep you informed until it is fixed.