Privacy Policy

1. Who is responsible

The controller of your personal data is [Company legal name], [Registered address], registration number [Company registration number]. Privacy questions and requests: privacy@woosool.com. Data protection officer: [Data protection officer: name and contact, or “not appointed”].

2. When you use Woosool through an organisation

If your account was created by an organisation on its own domain (a managed account), or for what you share with an organisation you joined, that organisation decides how the data is used and is its controller; Woosool processes it on the organisation’s behalf and following its instructions. Please send requests about that data to the organisation’s administrators — we will help them answer. The powers administrators get are listed in the Terms and shown on every invitation before you accept it. Your personal account, and the personal files, mail and contacts in it, stay under this policy.

3. What data we process

Account data. Your name, Woosool address, password (stored only as a salted, memory-hard hash that cannot be turned back into the password), recovery e-mail address (confirmed by code), language, time zone, profile picture, 2-Step Verification settings (the authenticator secret is encrypted), passkeys (public keys only), backup codes and app passwords (stored as hashes), organisation memberships and roles, notification preferences and plan.

Sign-in, device and security data. IP addresses, browser and operating system, the model, system version and app version of phones you use with the mobile apps, your sessions and devices, sign-in attempts, security events (such as a password change or a new device) and the apps and tokens you have authorised. In organisations, administrative actions are recorded in an audit log.

Your content, in each app:

• Barid — messages you send, receive and draft, attachments, folders, labels, filters, signatures, aliases, templates and automatic replies; your public encryption keys, and your private key only in passphrase-protected form; push subscriptions of your devices.
• Yoom and booking pages — events, invitations and replies, availability, booking pages, and the bookings made through them (the booker’s name, e-mail address, chosen time and answers).
• Nass — address books and contact cards, including any encryption keys you add to them.
• Wasla — meeting names, times and invitees, participants’ display names, chat, polls, questions and whiteboard during a meeting, and recordings if a host starts one. Audio and video are relayed in real time and are not stored unless the meeting is recorded; everyone sees a banner while recording is on.
• Lamma — messages, threads, reactions, files, channels and your status (you can appear invisible).
• Khazna, Qalam, Jadwal and Sard — files, folders, versions, comments, suggestions, sharing settings and links.
• Sual — the forms you build and the responses and files you receive. A form set to anonymous stores no identity of its respondents.
• Fikra — notes, checklists, reminders, attachments and who you share them with.
• Aman — your items are encrypted on your device before they reach us, so we hold only encrypted data. We see technical details such as the number of items, dates, who a shared vault is shared with and an activity log without item contents.
• Wajha — pages, media, domains and visitor statistics (daily page counts and referring sites only).
• Loon — designs, images and media you upload (location and other metadata are removed from images), connected social accounts (their access tokens are encrypted) and scheduled posts.
• Injaz — projects, issues, comments, attachments, work logs, automation rules, webhooks and API tokens (stored as hashes).

Data about people who are not Woosool users. Senders and recipients of mail exchanged with Woosool users (addresses and message content); people invited to events or meetings; people who book through a booking page; form respondents (their answers, and their identity only if the form requires sign-in); guests who join a meeting with the name they type; visitors of sites published with Woosool (no cookies, and no IP address or browser details are kept in the statistics); and people who contact us.

Correspondence. When you write to us or use the contact form on this website: your name, e-mail address, organisation if you give one, and your message.

Billing. If you subscribe to a paid plan once they are offered: the plan, invoices and payment status. Payment card details are handled by the payment provider shown at checkout.

4. Why we use it, and on what legal basis

• To provide the Services you ask for — storing and delivering your content, syncing your devices, sharing with the people you choose, notifications and search in your own data (performance of our contract with you).
• To keep the Services and their users safe — spam filtering, malware scanning of uploads and mail, sender authentication checks, rate limits, sign-in protection, new-device alerts, investigating abuse and keeping audit logs (our legitimate interest in security, and legal obligations).
• To communicate with you — security e-mails (which cannot be turned off), account updates (which you can turn off) and replies to your questions (contract and legitimate interest).
• To keep the Services reliable — aggregated technical measurements such as request counts and error rates, without content and without profiling (legitimate interest).
• To comply with the law — answering valid legal requests and keeping accounting records for paid plans (legal obligation).
• With your consent — optional choices such as loading remote images for a sender, an optional public key server lookup in Barid, or push notifications through a push service you choose. You can withdraw consent at any time in the app’s settings.

What we do not do: we do not sell or rent personal data, show advertising, build marketing profiles or use your content to train AI models. Spam filtering, malware scanning and inbox categories are automated and run on our servers; they never produce decisions with legal or similarly significant effects on you. Writing suggestions in Barid run on your device.

Our staff do not look at your content, except when you ask us to (for example to help with a support request, with your permission), when it is strictly necessary to investigate a serious abuse report or security incident, or when the law requires it. Access to production systems is limited to the people who operate them.

5. Encryption: what we can and cannot read

• In transit. Connections to Woosool are encrypted with TLS. Mail to other providers is encrypted whenever the receiving server supports it, and always to domains that publish DANE or an enforced MTA-STS policy.
• At rest. Raw mail messages and attachments, files uploaded to Khazna and Lamma attachments are encrypted with AES-256. Secrets such as authenticator seeds, signing keys, webhook secrets and the tokens of connected social accounts are encrypted too. Backups are encrypted before they leave the server, and the server itself cannot decrypt them.
• End to end. Aman is zero-knowledge: only you can decrypt it. Mail you encrypt with OpenPGP or S/MIME can be read only by its recipients; even then, the sender, recipients, date and size remain visible to mail servers (the subject is hidden by default), and encrypted messages cannot be searched by content or scanned for spam or malware. Meetings with end-to-end encryption turned on keep the key in the meeting link only, and cannot be recorded.
• Not end to end. Everything else — unencrypted mail, calendars, contacts, chat, documents, spreadsheets, presentations, notes, forms, projects, sites, designs and ordinary meetings — is stored on our servers in a form our systems can process, so that search, collaboration, previews and malware scanning work.

6. Who else processes data

Woosool’s apps, mail server, meetings, file storage and search run on Woosool’s own software, on infrastructure we operate. The apps load no third-party scripts, and fonts and writing-suggestion models are served by Woosool itself. Other parties are involved only in these cases:

• Hosting. Our servers are hosted by [Hosting provider and country of the data centre]. The provider supplies the data centre, hardware and network; it does not run our software.
• Backups. Copies of our databases and stored files are encrypted on our servers, then a copy is kept offsite by [Offsite backup storage provider and country]. That provider stores only encrypted data and cannot read it.
• Network protection. Traffic to our websites may pass through [Network protection (DDoS / firewall) provider, or “none”] to filter attacks.
• Certificates. To obtain TLS certificates for our domains, and for custom domains you connect to Barid or Wajha, the domain names are sent to a public certificate authority and appear in public certificate transparency logs.
• Push notifications. The mobile apps work without any vendor’s push service. If you use one — a push distributor you choose, or the phone platform’s push service where it is enabled — it receives a device token and a wake-up signal without content: never message text, subjects or senders.
• The people you communicate with. Mail you send leaves Woosool for the recipients’ providers. Invitations, shares, booking confirmations and form receipts go to the people concerned.
• Services you connect. Apps you authorise with Woosool sign-in, mail and calendar apps you connect, webhooks you configure, and social networks you connect in Loon (which receive the posts you schedule). Videos and maps embedded in a published site load from their provider only after the visitor clicks them.
• Lookups made for you. To encrypt mail, Woosool looks up recipients’ public keys in their domain’s key directory and checks certificate revocation with the certificate’s issuer, through our servers; an optional public key server lookup stays off unless you turn it on. To deliver mail and check senders, our servers query public DNS through our own validating resolver. If you choose to load remote images in a message, your browser fetches them from the sender’s servers, which can then see your IP address.
• Organisations. If you join an organisation, its administrators see what is described in section 2.
• Authorities, only as described in section 11.
• A successor, if Woosool is merged or acquired; this policy would continue to apply and we would tell you in advance.

7. Where data is stored

Your data is stored and processed on our servers at [Hosting provider and country of the data centre], and encrypted backups are kept by [Offsite backup storage provider and country]. If personal data is transferred to a country that does not offer an adequate level of protection under the law that applies to you, we use the safeguards that law requires, such as standard contractual clauses. Mail you send to other providers is processed wherever those providers operate.

8. How long we keep data

• Account data and content: as long as your account exists, or until you delete the item.
• Trash: items deleted in Khazna (and so Qalam, Jadwal, Sard and Sual), Fikra, Aman and Injaz are kept in the trash for 30 days, then permanently deleted. You can empty the trash sooner.
• Lamma: until deleted, or as set by a retention policy of your organisation or channel.
• Wasla: chat of a meeting for up to 7 days; recordings until the host deletes them.
• Password-protected mail sent to people without encryption: until it expires (at most 30 days) or you revoke it.
• Booking requests that were never confirmed: 30 days. Domain claims that were never verified: 7 days.
• Your data export: the download link works for 24 hours.
• Woosool Account’s records of the security and account e-mails it sends you: 30 days.
• Technical logs: rotated automatically and overwritten as new entries arrive; web logs leave out query strings, cookies and authorisation headers. Organisation audit logs: as long as the organisation’s administrators decide. The Aman activity log: 400 days. Developer usage statistics: 30 days hourly, 400 days daily.
• Messages to us: as long as needed to handle your request and any follow-up.
• After you delete your account: once the 14-day grace period ends, every Woosool app receives a signed deletion notice and erases your data from its active systems. Copies in encrypted backups expire within [Backup retention period]. Content that others shared with you stays theirs, and mail you sent remains in its recipients’ mailboxes.

9. Your rights

Depending on the law that applies to you, you have the right to access your personal data, receive a copy in a portable format, correct it, delete it, restrict or object to its processing, withdraw consent, and not be subject to decisions based solely on automated processing. Many of these you can exercise yourself:

• Access and export: download your account data; export mail with any IMAP app, contacts as vCard or CSV, calendars as .ics, and download your files and documents in standard formats.
• Correction: edit your profile at any time.
• Deletion: delete items in each app, or delete your account.
• Sessions, devices and connected apps: review and remove them in your account’s security settings.

For anything else, write to privacy@woosool.com. We answer within one month, which can be extended by two further months for complex requests (we will tell you if so). It is free, and we may ask you to confirm your identity first. If your account is managed by an organisation, contact its administrators first. You also have the right to complain to a data protection authority — [Lead data protection supervisory authority], or the authority where you live or work.

10. How we protect data

• Passkeys and 2-Step Verification for every account; passwords of at least 12 characters, checked against known breached passwords; sign-in limits and lockouts.
• Mail, calendar and contacts apps connect with app passwords only; each one can be revoked on its own.
• A new phone must be approved from a device you already trust; mobile apps hold keys that cannot leave the phone’s secure hardware, and can be signed out or wiped remotely.
• Every upload to Khazna, Qalam, Jadwal, Sard, Fikra, Sual, Lamma, Injaz and Loon, and all incoming mail, is scanned for malware; if scanning is unavailable, the file is refused or the mail waits rather than getting through unscanned.
• Woosool’s services verify each other’s messages, so account changes and sign-outs cannot be forged between them, and each service can reach only the stored files it needs.
• Encrypted backups, copied offsite and checked with regular restore tests.

No system is perfectly secure. The Security page describes these measures in more detail, including what is not end-to-end encrypted.

11. Requests from authorities

We disclose user data to public authorities only when a valid, binding legal order under applicable law requires it. We check every request, refuse those that are not lawful, and push back on requests that are too broad. Where possible, we redirect requests about an organisation’s data to that organisation. We tell the affected user before disclosing, unless the law forbids it or there is an emergency involving a risk of death or serious harm; in that case we tell them once the restriction ends. We can only hand over what we hold: content that is end-to-end encrypted cannot be decrypted by us.

12. If something goes wrong

If a personal data breach is likely to put your rights at risk, we notify the competent data protection authority without undue delay and, where feasible, within 72 hours of becoming aware of it. If the risk to you is high, we also tell you directly and without undue delay, with what happened and what you can do. When we process data for an organisation, we inform that organisation without undue delay so it can meet its own obligations.

13. Children

Woosool is not directed to children under 16 (or the higher age of digital consent where they live). Schools and other organisations that provide accounts to younger people must obtain any parental consent the law requires. If you believe a child has given us personal data without the required consent, write to privacy@woosool.com and we will delete it.

14. Mobile apps

The Woosool mobile apps ask for permissions only when a feature needs them: camera and microphone for Wasla, biometrics or your device lock for the app lock, notifications, and Aman autofill. Data the apps keep on the phone is stored in the system’s encrypted storage and excluded from phone backups. The apps contain no advertising, analytics or crash-reporting libraries from other companies. Your phone’s model, system version and app version appear in your device list so you can recognise it.

15. This website

woosool.com sets no cookies and loads no analytics or third-party scripts; your theme choice stays in your browser’s local storage. Our servers keep the technical logs needed to run and protect the site. The contact form asks your browser to solve a small computation instead of a third-party CAPTCHA, limits how many messages one address can send, and delivers your message by e-mail to our team; the website itself stores nothing. See the Cookie & local storage notice.

16. Changes to this policy

We update this policy when our Services or the law change. Each version has a number and an effective date, listed at the end of this page. We tell you about material changes by e-mail or in Woosool before they take effect.

17. Contact

Privacy questions and requests: privacy@woosool.com. Postal address: [Company legal name], [Registered address]. Data protection officer: [Data protection officer: name and contact, or “not appointed”].

Version history

• 1.1 — 12 October 2026. Product names updated: Barid (mail), Yoom (calendar), Nass (contacts), Wasla (meetings), Lamma (chat), Khazna (files), Qalam (documents), Jadwal (spreadsheets), Sard (presentations), Sual (forms), Fikra (notes), Aman (passwords), Wajha (websites), Loon (design) and Injaz (projects). Nothing else in these documents changed.
• 1.0 — 12 October 2026. First unified version. One set of Terms, Privacy Policy, Acceptable Use Policy and Cookie notice now covers every Woosool product, the mobile apps and this website, and replaces the separate Woosool Account documents.