Privacy Policy

DirHubMail operates communications, notification and support infrastructure for a network of specialised local business directories across the United States. This Privacy Policy explains what information we collect, how we use it, who we share it with, and what rights you have in relation to it. It applies to information collected through this website (dirhubmail.com) and through any communications sent via our infrastructure.

We take your privacy seriously. We do not sell personal information, we do not operate advertising platforms, and we collect only what is necessary to deliver our infrastructure services and respond to enquiries directed at us.

By using this website or receiving communications from a platform within our network, you acknowledge that you have read and understood this Privacy Policy.

1. Who We Are

DirHubMail is a communications infrastructure provider. We are not a directory operator, an email marketing company, or a data broker. Our role is to provide the technical backbone — including transactional email delivery, notification systems, and support routing — that powers a network of independently operated local business directory platforms across the United States.

When you receive an email from an @dirhubmail.com address, that email was sent on behalf of one of the directory platforms within our network — for example, in connection with a business listing, a verification notice, an account update, or a support response. DirHubMail acts as the infrastructure layer; the platform through which you listed or registered your business is the operator responsible for that relationship.

References to "DirHubMail", "we", "us" or "our" throughout this policy refer to the DirHubMail infrastructure service.

2. Information We Collect

2.1 Information you provide directly

When you submit our contact form, we collect the information you choose to provide, which may include:

• Your full name
• Your email address
• Your company or organisation name (optional)
• The nature of your enquiry (selected from a dropdown)
• The content of your message

We use this information solely to respond to your enquiry. We do not add you to any mailing list, pass your details to third parties for marketing purposes, or use your contact details for any purpose beyond responding to what you wrote to us about.

2.2 Information collected automatically

When you visit this website, our web server and hosting infrastructure may automatically record certain technical information, including:

• Your IP address
• The type and version of browser you are using
• Your operating system
• The pages you visit on this site and the time of your visit
• The URL of the page that referred you to this site (if applicable)

This information is collected for operational and security purposes — such as diagnosing technical errors, detecting abuse, and monitoring uptime. It is not linked to your identity unless you have also submitted the contact form.

2.3 Information processed through our infrastructure

In the course of delivering email and notification services for platforms within our network, our systems necessarily process data on behalf of those platforms. This may include email addresses, delivery status records, and bounce or engagement metadata associated with transactional communications. DirHubMail processes this data as a service provider on behalf of the relevant platform operator, and the platform operator's own privacy policy governs that relationship with end users.

2.4 Spam protection

Our contact form uses hCaptcha to protect against automated spam submissions. When you complete the hCaptcha challenge, hCaptcha's own systems process signals from your browser to determine whether you are a human. hCaptcha's data processing is governed by hCaptcha's privacy policy, available at hcaptcha.com/privacy. We do not receive or store the raw signals collected by hCaptcha.

3. How We Use Your Information

We use the information we collect for the following purposes:

• Responding to contact form submissions. When you write to us, we use your name, email address, and message content to reply to your enquiry. We retain this record for a reasonable period for follow-up and record-keeping.
• Operating and maintaining our infrastructure. Technical data collected automatically is used to keep our systems running correctly, diagnose errors, and detect and prevent abuse or security threats.
• Delivering transactional communications on behalf of network platforms. Our systems route emails and notifications to recipients on behalf of the directory platforms we serve. We process only what is necessary to successfully deliver those communications.
• Legal compliance. We may process and retain information where required to comply with applicable laws, regulations, or lawful requests from competent authorities.
• Improving our service. Aggregated, non-identifiable technical data may be used internally to understand how our infrastructure performs and where improvements can be made.

We do not use your personal information for profiling, automated decision-making, behavioural advertising, or any purpose not described in this policy.

4. Legal Basis for Processing

Where applicable data protection laws require us to identify a legal basis for processing personal information, we rely on the following:

• Legitimate interests — for operating our infrastructure, responding to enquiries, maintaining server logs for security and operational integrity, and delivering transactional communications on behalf of network platforms.
• Contractual necessity — where we process information in connection with a service agreement with a platform operator.
• Legal obligation — where we are required to process or retain information by applicable law.

5. Information Sharing and Disclosure

We do not sell, rent, trade, or otherwise transfer personal information to third parties for their own commercial purposes.

We may share information in the following limited circumstances:

• Service providers. We work with a small number of third-party providers who help us operate this website and deliver our infrastructure services — including our email delivery provider (Resend) and our hosting provider. These providers access only the information necessary to perform their function and are contractually required to handle it securely and not use it for other purposes.
• Platform operators. Where a communication relates to a specific directory platform within our network, we may share relevant details with the operator of that platform in order to resolve the matter. Platform operators are themselves responsible for handling personal data in accordance with their own privacy policies and applicable law.
• Legal requirements. We may disclose information if required to do so by law, court order, regulatory authority, or other legal process, or where we believe in good faith that disclosure is necessary to protect the rights, property, or safety of DirHubMail, its users, or the public.
• Business transfers. In the event of a merger, acquisition, or sale of all or part of our business, personal information held by us may be transferred as part of that transaction. We will notify affected individuals where required by applicable law.

6. Data Retention

We retain personal information only for as long as necessary for the purposes described in this policy or as required by applicable law:

• Contact form submissions are retained for up to 24 months from the date of submission, or longer if the matter is ongoing or legally relevant.
• Server and access logs are retained for up to 90 days, after which they are automatically purged.
• Email delivery records processed through our infrastructure are retained for up to 12 months for operational and troubleshooting purposes.

When information is no longer needed, we delete or anonymise it in a secure manner.

7. Cookies and Tracking

This website uses a minimal number of cookies and does not employ any third-party tracking, advertising, or analytics services.

• Session cookie (CSRF token). Django sets a session cookie that contains a CSRF token used to protect form submissions from cross-site request forgery attacks. This cookie is strictly necessary for the security of our contact form and does not track you across websites or sessions.
• hCaptcha. When you interact with our contact form, hCaptcha may set cookies in your browser as part of its challenge mechanism. These are governed by hCaptcha's own privacy policy.

We do not use Google Analytics, Meta Pixel, or any other behavioural tracking or advertising technology on this website.

8. Your Rights

Depending on where you are located, you may have certain rights regarding your personal information. These may include the right to:

• Access the personal information we hold about you and receive a copy of it.
• Correct inaccurate or incomplete personal information we hold about you.
• Delete personal information we hold about you, subject to certain legal exceptions.
• Restrict or object to certain types of processing of your personal information.
• Data portability — receive your information in a structured, machine-readable format where technically feasible.
• Withdraw consent where processing is based on your consent, without affecting the lawfulness of processing carried out before withdrawal.

To exercise any of these rights, please contact us using our contact form. We will respond within a reasonable timeframe and in accordance with applicable law. We may need to verify your identity before processing certain requests.

If you are located in a jurisdiction with a supervisory authority for data protection (such as a state privacy regulator or a national data protection authority), you also have the right to lodge a complaint with that authority if you believe your rights have been infringed.

9. Data Security

We implement appropriate technical and organisational measures to protect personal information against unauthorised access, disclosure, alteration, and destruction. These measures include:

• Encrypted HTTPS connections for all data transmitted to and from this website
• Cloudflare-managed network security and DDoS protection
• Server-side CSRF protection on all form submissions
• Access controls limiting who within our team can access stored enquiry data
• Regular review of our security posture and third-party service providers

No system is completely secure. In the unlikely event of a data breach affecting your rights or freedoms, we will notify affected individuals and relevant authorities as required by applicable law.

10. International Data Transfers

DirHubMail operates infrastructure serving businesses across the United States. Our website and services are hosted on servers located in the United States. If you are accessing this website from outside the United States, please be aware that your information may be transferred to, stored, and processed in the United States or other jurisdictions where our service providers operate.

Where such transfers occur and applicable law requires appropriate safeguards, we take steps to ensure that your information is handled with equivalent protections to those available in your jurisdiction.

11. Children's Privacy

This website and our services are not directed at or intended for use by individuals under the age of 18. We do not knowingly collect personal information from children. If you believe we have inadvertently collected information from a minor, please contact us and we will take appropriate steps to delete it.

12. Third-Party Websites and Platforms

This website does not link to individual directory platforms within our network or to other third-party websites. However, emails sent through our infrastructure on behalf of network platforms may contain links to those platforms. DirHubMail is not responsible for the privacy practices of independently operated directory platforms or any other third parties. We encourage you to review the privacy policy of any platform you interact with directly.

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, our services, or applicable law. When we make material changes, we will update the "Last updated" date at the top of this page. We encourage you to review this policy periodically.

Your continued use of this website after changes are posted constitutes your acknowledgement of the updated policy. Where required by applicable law, we will provide more prominent notice of significant changes.

14. Contact Us

If you have questions, concerns, or requests relating to this Privacy Policy or the handling of your personal information, please reach out using our contact form. Select "General Inquiry" from the inquiry type dropdown and describe your request. We aim to respond to all privacy-related enquiries within 5 business days.