1. Who we are
Oneemail is the Android app for Oneewaee Mail, the business email and collaboration service at oneewaee.email. Both are provided by Oneewaee Tech Pvt. Ltd. ("Oneewaee", "we", "us"), a company incorporated in Nepal (OCR registration 389001/82/83, PAN 623583162, D-U-N-S 557779858), with its registered office at Nirdana, Kalyanpur-5, Siraha, Nepal and an office in Kathmandu, Nepal.
Privacy contact: info@oneewaee.com. Phone: +977 9769685662.
This policy explains what personal data the app and the service handle, why, who can see it, how long it is kept and what choices you have.
2. Your organization and us
You sign in to Oneemail with a mailbox (for example name@yourcompany.com) that your organization (your employer or the owner of your email domain) created for you in Oneewaee Mail. You cannot create an account in the app.
- Your organization decides who gets a mailbox, which features are on, and when a mailbox is closed. For the content of your mailbox (your email, contacts, calendars, files, chats, meetings) your organization is the data controller, and we process that data on its behalf as its service provider (processor), under our agreement with it.
- We are the controller for the data we need to run, secure and support the service ourselves: sign-in and security records, push notification registrations, abuse prevention, and our communications with you.
If your organization has its own privacy notice for staff, it also applies. Questions about how your organization uses your mailbox should go to your organization's administrator first. We will help where we can.
3. What data we handle and why
3.1 Account and profile
| Data | Why |
|---|---|
| Your name, mailbox address and internal account identifier | To sign you in, show who you are and route your mail and messages. |
| Optional profile details you or your administrator add: profile photo, job title, department, phone and mobile numbers, office location, time zone, language, pronouns, a short bio and a website | To show you in your organization's directory and on your messages. You control whether you appear in the directory ("Show in directory"). |
| Recovery email address and recovery phone number (optional) | To help you regain access and to send security alerts. |
| Your password and, if you turn it on, your 2-step verification code | To check it is you at sign-in. The app sends them only to our sign-in service over an encrypted connection. It does not store your password. |
3.2 Security and sign-in records
| Data | Why |
|---|---|
| Sign-in attempts: time, result, the protocol or app used and the network (IP) address | To protect your account (for example new-address and repeated-failure alerts), and to show you your recent activity in Account → Security. We do not use these addresses to find your location. |
| App passwords you create, active sessions and devices | So you can see and revoke them, including Sign out of all devices. |
| Spam and phishing reports you make | To protect you and other users. A reported message is reviewed by our security processes. |
| Chat reports you make (Report message or Report conversation in chat) | To review abuse and keep users safe. A report is sent to Oneewaee with the reason you choose, any details you write, and which conversation or message it is about. Because chat is end-to-end encrypted, the message text is included only if you turn on "Include the message text". Reports are read by Oneewaee staff only, not by your organization's administrators. |
3.3 Email
| Data | Why |
|---|---|
| Email messages, attachments, drafts, folders, labels, filters and sender rules, signatures, templates, snoozes, follow-up reminders and vacation replies | To store, send, receive, search and organize your mail. |
| Delivery status of mail you send (delivered, bounced) | To show you whether your mail arrived (Tracking). We do not insert tracking pixels into your mail. |
| Attachments in your mail | Stored in your mailbox's attachment library and checked for risky content (for example executable files or known malware) to protect you. |
| Voice mail you record in the app | Sent as an audio attachment of an email. |
| OpenPGP encryption keys (optional feature) | If you turn on encrypted email, your private key stays on your device. If you choose to back it up, the backup is locked with a passphrase you choose before it leaves your device. |
Remote images in email are not loaded until you allow them, and email is displayed without running scripts.
3.4 Contacts, calendar, reminders and files
| Data | Why |
|---|---|
| Your address book (contacts you save or import) and your organization's directory of colleagues | To address mail, start chats and invite people. The app does not read the contacts stored on your phone. |
| Calendar events, invitations and replies | To show and manage your calendar and meeting invitations. |
| Reminders | To remind you at the time you choose. |
| Files you upload to Drive, their versions, sharing settings and links | To store and share files as you choose (with a person, with your organization, or by public link). New files are checked for malware. |
| Searches you run in the app, and your list of recent searches | To find mail and files. You can clear recent searches in the app. |
3.5 Chat (end-to-end encrypted)
- Message content is end-to-end encrypted. Text, photos, files, voice notes, reactions and the names, pictures and descriptions of group chats are encrypted on your device and can only be decrypted by the devices of the people in the conversation. We store only the encrypted form and cannot read it.
- To deliver messages we handle, unencrypted: who is in each conversation, who sent each message and when, the size of messages and attachments, read positions (read receipts), typing indicators and which of your devices are registered for chat.
- Link previews: when you type a web link in the chat composer, the app asks our server to fetch a preview of that page. The link address is therefore sent to our server (the message itself remains encrypted).
- Blocking: you can block a colleague in chat. Your block list (who you blocked and when) is kept on our server so the block works on all your devices and in both directions: neither of you can start a direct chat, send direct messages or call the other, notifications between you are not delivered, and each of you sees the other as offline. In groups you share, messages still flow but are collapsed on your phone. We do not tell the blocked person; they only notice that they cannot message or call you. A copy of the identifiers of people you blocked is kept on your phone so their calls are declined even when the app is closed.
- Chat key backup: so a new device can read your older messages, your chat keys can be backed up to our server. The backup is encrypted on your device before upload, with a key derived from your account password and/or a recovery key that only you hold. We store only the encrypted backup. If your password is reset and you do not have your recovery key or another signed-in device, older messages cannot be recovered.
3.6 Calls and Conference (video meetings)
- Voice and video calls between users of the service, and Conference meetings, run through our own media servers in Kathmandu, Nepal (with a backup in Mumbai, India), and through our relay servers there when a direct connection is not possible.
- Call and meeting media are end-to-end encrypted. The encryption keys are created and shared between participants' devices; our servers pass the encrypted audio and video along and cannot see or hear them. We do not record calls or meetings on our servers.
- We handle, unencrypted: who called whom, when, how long the call lasted and its outcome (your call history, which you can clear from your own view), meeting titles, descriptions, schedules and repeat rules, the people invited and their replies, who is a host or co-host, raised hands, lock and mute actions.
- Meeting links: a meeting link contains the meeting's encryption key after the
#sign. Browsers do not send that part of a link to any server, so we never receive the key. Anyone who has the full link can join and decrypt the meeting, so share it only with people you want to invite. A host's copy of the key can be stored on our server encrypted with the host's chat backup key, which we cannot read. - Guests (people without a mailbox in your organization) join from a web browser with their name and email address; if the host requires it, we email them a 6-digit code to confirm the address (we keep only a scrambled form of the code). We also use the network address of guest join attempts to limit abuse. Only the host and co-hosts see a guest's email address.
- Attendance: for every meeting we record who was admitted, when they joined and left, and their total time. Hosts and co-hosts can view and download this record; email addresses in it are shown to the host only.
- Recording: a host or co-host can record a meeting, in the webmail or in the Android app. The recording is made on their own device (in the browser, or on the phone); our media servers cannot see the media. Everyone in the meeting is shown a visible "Recording" indicator until it stops.
- On Android, Android asks the host for permission to capture the screen every time they start a recording, and a "Recording the conference" notification is shown while it runs. The video is the meeting room as it appears on the host's screen, including chat and menus they open; while the host is outside the app, the video keeps the last picture of the meeting, so other apps are not recorded. The sound is what the host hears in the meeting, plus the host's own microphone while it is not muted.
- The recording is saved as a video file in the recorder's own Drive, in the folder "Conference recordings". Until it is uploaded it waits in the app's private storage on the phone, and it is deleted from the phone if they sign out first.
- We keep a short record that the recording exists (who recorded, start and end time, length, size and the Drive file), so it can be listed with the meeting.
- A recording in Drive is protected like other Drive files (encrypted in transit and at rest), but it is not end-to-end encrypted. The recorder controls it like any of their files: they can share or delete it.
- The person who records is responsible for having any consent the law requires.
- Presence: colleagues in your organization can see whether you are online, away or offline, and whether you are busy in a call or in a meeting, while you use chat, calls or meetings. Presence is worked out from your app's connection to our server.
3.7 Notifications
| Data | Why |
|---|---|
| A push notification token for your phone, issued by Google Firebase Cloud Messaging, and a device label (the phone's maker and model, for example "Samsung SM-S721B") | To deliver notifications to this phone and to let you see and remove registered devices. |
| The notification itself (for example the sender's name and the subject or preview of a new email, a reminder title, or "incoming call") | To show the alert. It passes through Google's delivery service. Chat notifications do not contain message text, because we cannot read it. |
| Your notification preferences, and your in-app notification history | To send only the alerts you want. In-app notifications are deleted after 90 days. |
When someone calls you, or rings you into a meeting, your phone rings like a phone call, also when the app is closed or the phone is locked: a full-screen call screen with Answer and Decline. Only call and meeting-ring alerts do this. While a call rings or is in progress, the call screen can show over the lock screen; afterwards the app is hidden behind the lock screen again. During a video call, leaving the app shows the call in a small floating window (picture-in-picture) on your phone; this uses no extra data.
3.8 Data we do not collect
- No location: the app does not ask for or collect your location.
- No phone contacts, SMS or call log from your device.
- No advertising and no advertising ID. The app contains no ads.
- No analytics or crash-reporting tools of our own. The app has no third-party analytics, tracking or crash-reporting software, and error details are not sent to us. One Google component does send limited technical data to Google: ML Kit, which the app uses on your phone to blur or replace your background in video calls, reports device model, Android version, app version, how fast the feature ran, and error codes, with a per-installation identifier, for Google's diagnostics. Your camera images are processed on the phone and are not sent to Google.
- We do not sell personal data and do not use it for advertising or to build marketing profiles.
4. Permissions the app asks for
Each permission is asked for only when you use the feature. You can refuse, or change your choice later in Android Settings, and still use the rest of the app.
| Permission | Used for |
|---|---|
| Notifications | Alerts for new mail, chat, calls, meetings and reminders. |
| Full-screen notifications | To show an incoming call or meeting ring over the lock screen so you can answer it. If you turn this off, calls still ring as a normal notification. |
| Microphone | Calls, meetings, voice notes and voice mail, only while you use them. |
| Camera | Video calls and meetings, and taking a photo to attach. |
| Screen capture (asked by Android each time) | Only when you, as a meeting host or co-host, choose to record a meeting on your phone. |
| Foreground service (an ongoing notification) | Keeps your microphone and camera working during a call or meeting when you switch apps, and keeps a meeting recording running. The notification is shown the whole time and disappears when the call or recording ends. |
| Nearby devices (Bluetooth) | To route call audio to a Bluetooth headset. |
| Network access and network state | To connect to the service and to know when you are offline. |
The app reads only the files and photos you pick with Android's file or photo picker. It does not scan your storage or photo library.
5. What is stored on your phone
- Sign-in tokens are kept in Android's encrypted secure storage.
- Offline mail: the newest messages of folders you open and the messages you read are saved in the app's private storage so they open without a connection. Changes you make offline (for example marking mail as read, moving it, or a message you send) wait there until you are online. This copy is deleted when you sign out, and you can delete it at any time in Account → Settings → Your data → Clear offline data.
- Chat: your chat encryption keys and a copy of your chat block list are kept in Android's encrypted secure storage. A local copy of your chats, used to open them quickly and offline, is itself encrypted with a key held in that secure storage. A copy of the identifiers of people you blocked is kept in the app's private storage, so their calls are declined even when the app is closed. When you sign out you can choose "Remove chat keys from this phone" (for a shared or old phone): this deletes your chat keys and block list from the phone; with chat key backup on, your history comes back when you sign in again. If you don't choose it, your chat keys stay on the phone so your history is readable when you sign back in; they are also removed when you uninstall the app or clear its storage.
- Meeting recordings that are not yet uploaded to your Drive wait in the app's private storage and are deleted if you sign out first.
- Settings such as theme and mail display options.
The app turns off Android cloud backup and device-to-device transfer, so none of this is copied to Google Drive or to another phone.
6. Legal bases (EEA, UK and similar laws)
Where data protection laws such as the GDPR or UK GDPR apply, we rely on:
| Purpose | Legal basis |
|---|---|
| Providing the service you or your organization signed up for (mail, chat, calls, meetings, calendar, contacts, files, notifications) | Performance of a contract. Where your organization is the controller, its own legal basis applies and we act on its instructions. |
| Account security, fraud and abuse prevention, sign-in records, malware checks, rate limits, spam and phishing protection | Our legitimate interests (and your organization's) in keeping the service and its users safe. |
| Keeping records the law requires, responding to lawful requests | Legal obligation. |
| Optional features you choose to use (profile details, recovery phone, chat key backup, notifications) | Your choice to use them, and where required your consent, which you can withdraw by removing the data or turning the feature off. |
In Nepal we process personal data in line with the Individual Privacy Act, 2075 (2018).
7. Who can see your data
- People you communicate with. Recipients of your mail, members of your chats, people in your calls and meetings, and people you share files or events with see what you send them.
- Colleagues in your organization can see your directory profile (unless you hide it), your presence, and meetings and files you share with them.
- Your organization's administrators can create, suspend and delete your mailbox, reset your password, manage aliases and groups, and see administrative information about your mailbox such as its storage use, sign-in activity and a log of messages sent and received. Organization owners and administrators can also review the attachment library of mailboxes in their organization; that access is recorded in an audit log. Administrators cannot read your end-to-end encrypted chat messages, calls or meetings.
- Our service providers, who process data only on our instructions and under contract:
- Amazon Web Services (AWS): stores Drive files and the mail attachment library (encrypted at rest), and sends your outgoing email to the internet (Amazon SES).
- Google (Firebase Cloud Messaging): delivers push notifications to your phone.
- Hosting and network providers for our mail, database, application and media servers in Nepal and India.
- Authorities, when the law requires it, or to protect people from serious harm. We review such requests and disclose only what is required.
- A successor, if our business is merged or sold, bound by this policy.
We do not sell personal data or share it with third parties for their own advertising or marketing.
8. Where data is stored (international transfers)
Mailbox data (mail, contacts, calendars) is hosted in Nepal. Drive files and mail attachments are stored on AWS (Amazon Web Services). Call and meeting media pass through our servers in Kathmandu, Nepal and Mumbai, India. Push notifications pass through Google's global infrastructure, which may include the United States.
If you use the service from another country, your data is transferred to and processed in these countries. Where the law requires it, we use appropriate safeguards for these transfers, such as contractual commitments from our providers.
9. How we protect data
- All traffic between the app and our servers is encrypted (HTTPS and secure WebSockets). The app refuses unencrypted connections.
- Chat, calls and meetings are end-to-end encrypted.
- Files and attachments are encrypted at rest on AWS.
- Sign-in supports 2-step verification, app passwords, session review and sign-out of all devices.
- Access by our staff is limited to what is needed to run and support the service.
No system is perfectly secure. If we become aware of a breach affecting your personal data, we will inform your organization and, where the law requires, you and the authorities.
10. How long we keep data
| Data | Kept |
|---|---|
| Mailbox content (mail, contacts, calendars, files, chats, call history, meetings) | While your mailbox exists, until you or your organization delete it. Deleted mail goes to Trash and is then removed according to your mailbox's settings. |
| In-app notification history | 90 days. |
| Sign-in and security records | As long as needed to protect your account and investigate security problems, then deleted. |
| Meeting guests' name and email, and attendance records | Until the meeting is deleted. |
| Push notification registrations | Until you sign out, remove the device, or Google reports the token is no longer valid. |
| A deleted mailbox | Held for 7 days after your administrator deletes it, so a mistake can be undone, then permanently deleted. |
| Backups | Overwritten on our regular backup cycle. |
| Records the law requires (for example billing and audit records) | As long as the law requires. |
11. Your rights and choices
Depending on where you live, you may have the right to access, correct, export or delete your personal data, to object to or restrict some processing, to withdraw consent and to complain to a data protection authority.
- In the app you can edit your profile, hide yourself from the directory, delete mail, files, contacts, events and chat messages, clear chats, recent searches and call history, export your contacts, remove registered devices, sign out of all devices, and clear the offline copy on your phone.
- To delete your account see oneewaee.email/app/policy/account-deletion (also in the app: Account → Settings → Your data → Delete my account).
- For any other request, write to info@oneewaee.com from your mailbox address. We may need to confirm it is you. Because your organization controls your mailbox, we may pass requests about mailbox content to your organization's administrator, or ask you to contact them. We will reply within one month, or sooner if the law requires.
12. Children
Oneemail is a work tool for members of organizations. It is not directed at children and is intended for people aged 18 or over. We do not knowingly collect data from children. If you believe a child is using the service, contact info@oneewaee.com. Our standards against child sexual abuse and exploitation are at oneewaee.email/app/policy/child-safety.
13. Changes to this policy
We will publish any change on this page and update the date above. If a change is significant, we will tell you in the app or by email before it takes effect.
14. Contact
Oneewaee Tech Pvt. Ltd., Nirdana, Kalyanpur-5, Siraha, Nepal (registered office) · Office: Kathmandu, Nepal
Privacy and support: info@oneewaee.com · Phone: +977 9769685662