1. Who is responsible
Bina Mail is operated by BINA PATHWAYS LTD, company number 16667031. For account administration, security and service operation, we are the controller of the personal information described here. Contact admin@binapathways.co.uk, telephone 07400 427281, or write to Apartment 02, 101 Silvester Street, Liverpool, L5 8AB.
This notice covers Bina Mail accounts, workspaces and email. Recruitment, staffing and Academy services have separate notices. An organisation using Bina Mail remains responsible for the information it puts in its messages and for its own employee privacy arrangements. Where we handle message content on an organisation’s instructions, the applicable processing arrangements must also be agreed.
2. Information we collect and where it comes from
You provide your name, login address, password and personal or organisation workspace choice. Existing-email signup also uses that address for verification and recovery. New Bina-address signup uses an authenticator and single-use recovery codes without requiring another inbox. We store a protected password hash, encrypted authenticator secrets and hashed recovery codes, together with policy versions and acceptance times.
When you use the service, it holds message content, sender and recipient details, attachments, drafts, folders, contacts or calendar information you choose to add. Information also arrives from people emailing your mailbox, organisation invitations and delivery or security reports.
Necessary operational information includes session identifiers, browser or device descriptions, sign-in times, access and security events, delivery outcomes, storage use and limited network information used to control misuse. Do not send unnecessary confidential information through a public support enquiry.
If you connect an existing mailbox, we process the confirmed provider address, server settings, connection status and the access or refresh tokens or provider app password needed to operate that connection. Connection secrets are encrypted in private service storage. Voice recordings become message attachments when you choose to attach them; unsent recordings initially remain in the browser.
Passkey sign-in uses public-key credentials and device or session metadata. Face and fingerprint checks take place in your device authenticator. Optional remembered-device features extend sign-in recognition for up to 30 days when selected and remain subject to revocation and account security checks.
3. Why we use information and our lawful bases
We use only the information needed for the relevant purpose. Agreeing to the account terms is not blanket data-protection consent and does not subscribe you to marketing.
| Purpose | Information used | Lawful basis |
|---|---|---|
| Set up and provide your account | Contact details, account and workspace records, messages and features you request | Contract or steps you request before a contract |
| Verify and recover access | Contact email, one-time challenges and security notices | Contract; legitimate interests in preventing account takeover |
| Protect the service | Access events, limited network information, malware checks and delivery outcomes | Legitimate interests in preventing abuse, fraud and disruption |
| Manage organisation access | Invitations, memberships, roles and mailbox permissions | Contract; legitimate interests in authorised workplace administration |
| Record agreements and resolve issues | Policy versions, support correspondence and necessary audit evidence | Contract; legitimate interests in explaining decisions and establishing or defending claims |
| Meet a specific legal duty | Information necessary for the applicable requirement | Legal obligation, where that duty applies |
5. International processing
Namecheap is US based. Its hosting, email and support operations may involve the United States or other service locations; do not assume UK-only storage. Recipients you email may also use providers in other countries.
Where a restricted transfer is made, the applicable transfer arrangement needs to be identified, such as an adequacy decision or an appropriate contractual safeguard and assessment. This notice does not itself create those safeguards. Contact admin@binapathways.co.uk for the relevant provider locations, available transfer documentation and safeguards applicable to your information. This reflects the international-processing disclosure in our company privacy notice.
6. Retention, closure and backups
Account and mailbox information is retained while needed to provide the active service. You control ordinary messages and folders within the available tools. A deleted application item, a provider original and a recovery copy can have different lifecycles.
Closing or suspending an account is not an immediate erasure of every record. A deletion request is reviewed for identity, ownership, other people’s rights, legal duties, unresolved security issues and necessary claims evidence. We will explain any justified retention when dealing with a request.
Security and support records are kept for the period needed to investigate the relevant event, maintain protection or resolve the issue. We assess necessity using the type and seriousness of the event, outstanding disputes and any applicable legal hold. We do not claim that every record is automatically purged on a fixed day.
Protected backups are kept for recovery and rotate separately from live storage. Information removed from the active service may remain in a recovery copy until that copy is replaced. Backup access is restricted; a recovery process must take account of applicable deletion requests. Ask us for the retention arrangements relevant to your record.
Disconnecting a mailbox removes its active connection credentials from the Bina connection store. The provider mailbox, the Bina message copy and protected recovery copies have separate lifecycles. You can also review or remove the provider-side application permission in your provider account.
7. Your information rights
Depending on the circumstances, you can request access, correction, erasure, restriction or portability of personal information. You can also ask about its source, recipients and the basis for its use. Rights can be subject to lawful exceptions and appropriate identity checks.
Email admin@binapathways.co.uk, call 07400 427281 or write to the address above. A particular form is not required. If a genuinely optional use relies on consent, you can withdraw that consent through the relevant setting or by contacting us; this does not change the lawfulness of earlier use.
8. Your right to object
You have a right to object, on grounds relating to your situation, when we rely on legitimate interests. Tell us which use you object to and why. We will consider the objection and explain the outcome. You may object to direct marketing at any time; the account agreement checkbox is not a marketing opt-in.
10. Security and automated controls
We use access permissions, protected credentials, encrypted application storage, malware screening and security checks. Email also passes through providers’ delivery systems. No system can promise absolute security, so keep your password and recovery codes private and report suspected misuse promptly.
Automated limits can pause registration, mailbox creation, imports or sending to protect capacity and prevent abuse. You can contact us to ask for review of an access restriction or an apparent error. We do not use this account signup to make an employment, credit or similar significant decision about you.
11. Questions, complaints and updates
Contact admin@binapathways.co.uk with a Bina Mail privacy question or complaint. Include enough account information for us to investigate, but never send your password or recovery code. You may also complain to the Information Commissioner’s Office (ICO).
We publish a version identifier with this notice. A new registration records the version presented with the agreement links. A material new purpose or sharing arrangement requires appropriate updated information before the new use; publishing a new page does not rewrite an earlier acceptance record.