Effective date: August 8, 2026
Updated: September 6, 2026
The USOM operator ("the operator") handles user information in USOM Mail ("this Service") as described below.
1. Role of This Service
USOM Mail receives, stores and displays mail delivered to issued addresses. General-purpose sending, replies, forwarding and relaying are not currently provided.
The service supports invited shared viewing and access by authorized AI agents. It does not completely anonymize mail content or delivery routes.
2. Information Collected
The operator collects the following information to the extent necessary to provide this Service.
- External authentication identifiers, email addresses and verification information needed for authentication
- Issued addresses, and received message senders, recipients, subjects, bodies, HTML and attachments
- Shared-viewing invitations and approvals, Agent authentication, permissions and payment information
- Logs such as timestamps, IP addresses, and device/browser information associated with login, API use, or mail receipt
- Information a user provides when making an inquiry
- Payment and contract information where paid features are provided
3. Purposes of Use
- Authentication, address issuance, receipt, storage and display of mail
- Shared viewing and AI Agent integration authorized by users
- Responding to incidents, ensuring security, and preventing improper use, spam, phishing, and similar issues
- Responding to inquiries and sending important notices
- Analyzing usage, improving features, and maintaining quality
- Responding to laws, courts, administrative agencies, and other legitimately authorized bodies
For quality improvement, our own metrics endpoint receives page-view counts, inbox preparation success, failure and duration, and performance measurements. Metrics exclude message content, email addresses, user IDs and URL query strings and use no analytics cookies. The hosting provider may record requests in ordinary access logs. Quality metrics are not sent when Do Not Track or Global Privacy Control is enabled.
4. Handling of Mail and Shared Information
After receiving mail, and after determining the recipient and performing any necessary mail analysis, the operator encrypts the body, subject, sender information, and other mail content to be stored before saving it to the database. The information necessary to decrypt the mail is kept split across multiple locations, and no single piece of split information is sufficient to decrypt the mail on its own.
Encrypted mail is temporarily decrypted for necessary display, abuse prevention, incident response or legal compliance. Management information such as recipient addresses, message IDs and receipt times may be stored without encryption.
Mail passes through sending services, networks and USOM's receiving infrastructure. Encryption at rest is not end-to-end encryption. Content is processed during receipt and may be processed or stored by each mail provider.
Mail content is not used for advertising or for AI training for purposes not disclosed to users.
People approved for shared viewing and AI agents authorized by the user can obtain permitted messages and related information. Data already obtained cannot be recalled. Manage sharing permissions and Agent tokens carefully.
5. Retention Period and Deletion
Received messages are retained according to the plan: 30 days on the free plan and no more than 360 days on any plan. Other information is retained as necessary for the stated purposes or legal obligations.
Collected information is retained for the period necessary to achieve the purposes of use, or for the period required by law. Information deleted by a user, accounts that have withdrawn, and unused email addresses or mail are deleted within a reasonable period, except to the extent necessary for backups, legally required retention, or investigation of improper use.
When an account is deactivated, the association between the email address and its owner is retained to prevent the address from being reused. Mail arriving at that address while it is deactivated is not forwarded, displayed, or stored in the usual manner, and is discarded without the body or attachments being saved. To the extent necessary for operations, the operator may retain minimal records such as the recipient, a hash identifying the sender, the Message-ID, the receipt time, and the reason for discarding.
If a user requests account deletion, the account is suspended immediately and mail to its addresses is discarded from then on. Thirty days after the request (this period may change for operational reasons), a scheduled process physically deletes the user record, external login links, and received mail. Signing in with the same account within this grace period cancels the deletion request. Even after deletion, the address strings that were issued are retained permanently, detached from any owner, as non-reissuable, and mail to them is discarded.
6. External Services and Third-Party Disclosure
The operator will not provide personal data, logs, mail, or other user information to third parties without the individual's consent, except in the following cases:
- Where required by law
- Where necessary to protect a person's life, body, or property, and it is difficult to obtain the individual's consent
- Where an external service needed to operate this Service processes information as part of providing that service
- Where necessary to respond to improper use, rights infringement, or an attack on the Service
USOM Mail currently has no separately appointed operating or support contractor. It uses external services for hosting, databases, authentication and email delivery; those providers may process information as part of providing their services, including outside Japan.
USOM Mail does not set cookies for advertising or usage tracking. It uses necessary cookies to maintain login state. If advertising is displayed, an advertising provider or the user's browser may use cookies or similar technologies.
7. Security Measures and Non-Warranty of the Service
The operator implements reasonable security measures, including access control, encryption, restriction of administrator privileges, audit logging, and vulnerability response. However, the operator does not warrant complete security, continuity, or the delivery, storage, or recovery of mail for any internet-based service. The scope of liability regarding use of the Service is set out separately in the Terms of Service.
8. Review by Administrators
The operator does not ordinarily use mail content for advertising to users or for analysis unrelated to operating the Service. However, the operator may review mail content and related data to the minimum extent necessary to respond to spam, phishing, fraud, malware, rights infringement, attacks on the Service, incidents, or other issues. Information reviewed is not used beyond what is necessary to respond to the issue and to comply with law.
9. User Rights
Users may, in accordance with applicable law, request disclosure, correction, suspension of use, or deletion of their retained personal data. The operator may request information necessary to verify identity when handling such a request.
10. Revisions
The operator may revise this Policy in response to changes in law or to the content of the Service. Material changes will be announced on this Service.
11. Governing Law and Jurisdiction
This Policy is governed by the laws of Japan.
For any dispute arising between a user and the operator in connection with this Service or this Policy, the Tokyo District Court, as designated by the operator, shall have exclusive agreed jurisdiction as the court of first instance.
The Japanese-language version of this Policy is the authoritative text, and versions translated into languages other than Japanese are provided for reference only. If there is any discrepancy between the Japanese version and a translated version, the Japanese version shall prevail. The provisions of this section regarding governing law and jurisdiction apply equally to every language version made available.
12. Contact
For inquiries about this Policy, contact:
Operator: USOM Mail Development Team
Email: boq4thqk82@kwonwe.com