Privacy Policy

Last updated: 12 October 2026

ProEmails is operated by Pro Image Emails Pty Ltd (ABN 36 688 958 965), trading as ProEmails (we, us, our).

We respect your privacy and are committed to handling personal information responsibly and transparently.

This Privacy Policy explains the personal information we collect, how we use and protect it, when information may be disclosed, and how individuals may request access, correction or raise privacy concerns.

This Policy should be read together with our:

Terms and Conditions: https://my.proemails.com.au/terms

Acceptable Use Policy: https://my.proemails.com.au/acceptable-use-policy

1. Personal Information We Collect

Depending on your interaction with ProEmails, we may collect and hold:

Identity and contact information

Your name, contact email address, telephone number, billing information and other details reasonably necessary to administer your account.

Account and subscription information

Customer Portal information, subscribed services, allocated personalised email addresses, account preferences and service settings.

Billing and transaction information

Invoices, transaction references, payment status, subscription details and billing history. Payment-card processing may be handled by approved third-party payment providers.

Support information

Support requests, enquiries, correspondence, technical information and attachments voluntarily provided when requesting assistance.

Migration information

Where you request migration assistance, we may collect information about your existing email provider, source email address, destination ProEmails address, relevant devices, applications and agreed migration requirements.

Technical and usage information

IP addresses, browser and device information, connection logs, authentication activity, website and Customer Portal activity, cookies and analytics information where applicable.

Communications preferences

Marketing preferences, consent records and unsubscribe status where relevant.

We may also collect other information voluntarily provided where reasonably necessary to deliver or support our services.

2. Sensitive Credentials and Migration Security

Customers must not submit passwords, multi-factor authentication codes, security codes or other sensitive credentials through ordinary email, website forms, support tickets or initial migration request forms.

Where temporary access to an existing email account is genuinely required for an approved migration, credentials must be handled through an approved secure process.

Temporary credentials will be used only for the authorised migration purpose and securely removed when no longer required.

Where an appropriate provider-authorisation method is available, ProEmails may use that method instead of requesting account passwords.

3. How We Collect Personal Information

We generally collect personal information directly from customers when they:

• Visit our website.
• Search for or purchase an email service.
• Create or manage a Customer Portal account.
• Submit a support request.
• Request migration assistance.
• Complete an online form.
• Contact our team.
• Use our email hosting services.

We may also receive relevant information from third-party providers involved in payment processing, hosting, support, security, analytics or service delivery.

4. Why We Collect and Use Personal Information

We collect, hold, use and disclose personal information where reasonably necessary to:

• Provide and administer ProEmails services.
• Provision personalised email addresses.
• Manage Customer Portal accounts.
• Process subscriptions, payments and renewals.
• Provide customer support.
• Perform approved email migrations.
• Communicate important service information.
• Maintain account and infrastructure security.
• Prevent fraud, spam and service misuse.
• Investigate security incidents and abuse reports.
• Improve website and service functionality.
• Meet legal, regulatory and accounting obligations.
• Send marketing communications where permitted by law.

We will not use personal information for unrelated purposes unless permitted or required by applicable law or authorised by the individual.

5. Account Contact Email and Service Communications

ProEmails maintains an Account Contact Email separately from the personalised email address allocated under a subscription.

We may use the Account Contact Email to communicate important information about:

• Billing and renewals.
• Account security.
• Password recovery.
• Service changes.
• Technical support.
• Migration assistance.
• Cancellation.
• Account administration.

Essential service communications are separate from optional marketing communications.

Unsubscribing from marketing does not prevent ProEmails from sending communications reasonably necessary to administer, secure or support an account.

6. Marketing Communications

Where ProEmails sends commercial electronic messages, we will comply with applicable Australian spam laws.

Marketing communications will include appropriate sender identification and an unsubscribe mechanism where required.

Valid unsubscribe requests will be processed within the period required by law.

Customers may update their marketing preferences through available account settings or by using the unsubscribe mechanism provided.

7. Cookies and Analytics

Our website and Customer Portal may use cookies and similar technologies to support:

• Website functionality.
• Account authentication.
• Session management.
• Security monitoring.
• Service performance.
• Website analytics.
• User experience improvements.

Some cookies may be necessary for the website or Customer Portal to function correctly.

Where analytics or optional tracking technologies are used, additional information or choices may be provided where required by applicable law.

Customers may manage certain cookie preferences through their browser settings.

Disabling essential cookies may affect website or Customer Portal functionality.

8. Disclosure to Service Providers

ProEmails may disclose personal information to trusted third-party providers where reasonably necessary to operate our services.

These providers may assist with:

• Email hosting infrastructure.
• Server and network operations.
• Payment processing.
• Billing and subscription management.
• Customer support.
• Email migration.
• Security monitoring.
• Spam and abuse prevention.
• Website analytics.
• Operational support.

We seek to limit information disclosed to what is reasonably necessary for the relevant purpose.

Service providers are expected to handle information appropriately and consistently with applicable contractual and legal requirements.

We may also disclose information where required or permitted by law.

9. Overseas Disclosure

ProEmails uses third-party technology and infrastructure providers to deliver parts of its services.

Depending on the services involved, personal information may be processed, accessed or stored using systems operated by providers located outside Australia.

This may include information handled in connection with hosting, payment processing, support, security monitoring and other operational services.

The location of processing or access may vary according to the relevant provider and service configuration.

Where overseas disclosures occur, ProEmails will take steps required by applicable Australian privacy law.

We do not represent that all customer information is stored or processed exclusively within Australia.

10. How We Protect Personal Information

ProEmails takes reasonable administrative, technical and operational measures to protect personal information against misuse, interference, loss and unauthorised access, modification or disclosure.

Depending on the information and service, safeguards may include:

• Access controls.
• Authentication mechanisms.
• Secure infrastructure.
• Security monitoring.
• Network protection.
• Backup and recovery arrangements.
• Administrative security procedures.

No internet-based service can be guaranteed to be completely secure.

Customers should use strong, unique passwords and maintain appropriate security measures on their own devices.

Suspected account compromise should be reported promptly.

11. Email Content and Mailbox Information

ProEmails provides hosted email services that involve the storage, transmission and processing of customer email communications.

Email messages may contain personal, confidential or sensitive information relating to customers or third parties.

ProEmails processes mailbox information as reasonably necessary to provide the email service, maintain security, troubleshoot technical issues, respond to authorised support requests and comply with applicable legal obligations.

We do not claim ownership of customer email content merely because it is stored using our infrastructure.

Access to mailbox information for operational or investigative purposes should be limited to authorised activities and handled consistently with applicable law and internal security procedures.

Customers remain responsible for the lawful content and use of their communications.

12. Retention and Deletion

ProEmails retains personal information for as long as reasonably necessary to provide services, administer customer accounts, meet legal obligations, maintain security and resolve disputes.

Retention periods may vary depending on the type of information and the purpose for which it is held.

Following cancellation or termination, mailbox access and stored information may be subject to applicable service retention and deletion procedures.

Certain information may remain in operational records or backups for a limited period where reasonably necessary.

Temporary migration credentials must not form part of permanent migration records and will be securely removed when no longer required.

ProEmails will take reasonable steps to delete or de-identify personal information when it is no longer required, subject to applicable legal and operational requirements.

13. Access and Correction

Individuals may request access to personal information held about them or ask ProEmails to correct information that is inaccurate, incomplete, out of date, irrelevant or misleading.

We may require reasonable identity verification before processing a request.

Requests will be considered and handled in accordance with applicable law.

Contact details are provided at the end of this Policy.

14. Privacy Complaints

If you believe ProEmails has mishandled your personal information, you may contact us using the postal contact details below.

Please provide sufficient information for us to understand and investigate the concern.

We will review privacy complaints and respond within a reasonable period.

If you are dissatisfied with our response, you may be entitled to contact the Office of the Australian Information Commissioner or another appropriate regulator.

15. Children and Family Accounts

ProEmails services are administered through a primary Customer Portal account holder.

The primary account holder is responsible for managing their account and any authorised use of services associated with it.

Where services are used by children or family members, the account holder should ensure that appropriate consent, supervision and account security arrangements are in place.

ProEmails does not currently describe separate child or guardian Customer Portal permissions as a standard feature.

16. Automated Systems and Security Decisions

ProEmails may use automated technical systems to support email delivery, spam filtering, malware detection, account security, fraud prevention and service monitoring.

These systems may analyse technical information, message characteristics, authentication activity and other relevant service data.

Automated security controls may identify suspicious activity or temporarily restrict particular communications or account functions.

Where applicable law requires additional transparency about automated decisions that significantly affect an individual's rights or interests, ProEmails will provide the required information.

Customers may contact ProEmails if they believe an automated security measure has incorrectly affected their service.

17. Changes to This Privacy Policy

ProEmails may update this Privacy Policy to reflect changes in:

• Applicable laws.
• Service infrastructure.
• Security practices.
• Information-handling procedures.
• Third-party service arrangements.
• Website and Customer Portal functionality.

The current version will be published at:

https://my.proemails.com.au/privacy

The last-updated date will identify the current published version.

18. Contact Information

Pro Image Emails Pty Ltd

Trading as ProEmails

ABN: 36 688 958 965

Postal Address:

PO Box 90

Pimpama QLD 4209

Australia

Privacy enquiries, access requests, correction requests and complaints may be submitted in writing to the postal address above.

Abuse and Security Reports: abuse@proemails.com.au

Related Policies:

Terms and Conditions: https://my.proemails.com.au/terms

Acceptable Use Policy: https://my.proemails.com.au/acceptable-use-policy

© 2026 Pro Image Emails Pty Ltd trading as ProEmails. All rights reserved.