What we collect, what we don't, and how to reach us about it.

Who we are

P4 Mail is a premium business email setup and management service operated by P4 One LLC, a New Jersey limited liability company ("we," "our," "us"). We help businesses configure a custom-domain email identity, set up SPF/DKIM/DMARC records, migrate mailboxes, and keep email infrastructure stable.

What we collect

Website forms (Inbox Audit + contact)

• Name and email address — so we can reply.
• Your domain — so we can review your current DNS and email setup.
• Project details — mailbox count, current provider, migration needs, plan interest, and anything else you type into the form.

Form submissions are routed through Netlify Forms, which delivers the message to us by email.

When you become a customer

• Domain DNS access — we configure SPF, DKIM, DMARC, MX, and related records on your domain. We may receive registrar or DNS-host login credentials, or you may add records yourself with our guidance.
• Email provider account access — for setup and management work inside Google Workspace, Microsoft 365, Zoho, or another provider you choose, we may receive admin credentials or be added as a delegated admin.
• Mailbox migration data — for migration plans, we move existing messages, folders, and contacts from the source mailbox to the destination. We do not retain copies after the migration is verified.
• Billing details — handled by our payment processor. We never see or store your full card number.

Analytics (everyone)

• Standard Google Analytics 4 data — pageviews, country, browser, referrer. No personal identifiers.

What we don't do

• We don't sell your data.
• We don't read, scan, or archive the content of your inbox.
• We don't add you to a newsletter or marketing list because you submitted the audit form.
• We don't run profiling, retargeting, or behavioral advertising.
• We don't share your information with anyone outside the third parties listed below.

Third parties we use

P4 Mail is a setup and management layer. The actual mailbox lives with an email provider you choose. Each third party listed below has its own privacy policy that governs how it handles data.

• Netlify (Netlify, Inc.) — hosts this site and processes the contact and inbox-audit forms.
• Google Analytics 4 (Google LLC) — pageview analytics. You can block GA via your browser settings.
• Google Workspace (Google LLC) — downstream email provider used by many of our customers. If you choose Workspace, your mailbox data is governed by Google's terms.
• Microsoft 365 (Microsoft Corporation) — downstream email provider. If you choose Microsoft 365, your mailbox data is governed by Microsoft's terms.
• Zoho Mail (Zoho Corporation) — downstream email provider. If you choose Zoho, your mailbox data is governed by Zoho's terms.
• Domain registrars and DNS hosts — we work inside whichever registrar or DNS host you already use (e.g., GoDaddy, Namecheap, Cloudflare, Route 53). They control the DNS records we modify on your behalf.

DNS modifications

Setting up business email requires changes to your domain's DNS records — typically MX, SPF (TXT), DKIM (TXT or CNAME), and DMARC (TXT). When you engage us for setup or migration, you authorize us to add, modify, or remove the DNS records needed to deliver the service. We document the changes we make. We do not remove unrelated records without confirming with you first.

Provider licensing

P4 Mail is not an email provider. Mailbox licensing fees (Google Workspace, Microsoft 365, Zoho, etc.) are billed directly to you by the provider on the account you control. We do not resell licensing.

Cookies

Google Analytics 4 sets standard analytics cookies. You can block these via your browser settings without affecting any service we provide to you. We don't set marketing cookies.

Data retention

We retain customer setup notes, DNS change records, and project communications for as long as you are a customer, and for a reasonable period afterward for our records. Inbox-audit form submissions from people who do not become customers are retained for up to twelve months and then removed.

Your rights

You can request a copy of the information we hold about you, or ask us to delete it, at any time. We will respond within a reasonable timeframe (typically a few business days). For active customers, deletion may end the service.

Security

Credentials shared with us for setup and management work are stored using industry-standard practices. When a project ends or when you ask us to, we remove our administrative access from your provider account.

Do Not Track

Some browsers offer a “Do Not Track” (DNT) setting. Because there is no common industry standard for how DNT signals should be interpreted, we do not currently respond to them. Regardless of any DNT setting, we do not track you across third-party websites for advertising.

Children

P4 Mail is a business-to-business service. It is not directed to children under 13 and we don't knowingly collect data from them.

Updates

If we change this policy, we'll update the "Last updated" date at the top. Material changes will be communicated to active customers by email.

Contact us

P4 One LLC · New Jersey, USA · Reach us via p4one.com or the contact form at p4mail.com for anything related to this policy.