Privacy Policy

1. About Us

V Mailbox is a Commercial Mail Receiving Agency (CMRA) operated by its sole owner. Our office is located at 2160 Highway 7, Unit 6, Vaughan, Ontario, L4K 2S9, Canada. We provide virtual mailbox, mail scanning, forwarding, and related services to individuals and businesses across Canada and internationally.

Questions or requests regarding your personal information may be directed to our Privacy Officer at privacy@vmailbox.ca.

2. Scope of This Policy

This Privacy Policy applies to all personal information collected by V Mailbox through:

• Our website at vmailbox.ca and any associated subdomains;
• Your Account and use of the V Mailbox platform;
• Our physical facility in Vaughan, Ontario;
• Communications with us by email, phone, or in person; and
• Identity verification and onboarding processes.

This policy does not apply to third-party websites, applications, or services that may be linked to from our platform. We encourage you to review the privacy policies of any third parties you interact with.

3. Personal Information We Collect

We collect only the personal information necessary to provide our services and comply with legal obligations. The categories of information we collect include:

3.1 Identity & Contact Information

• Full legal name
• Date of birth (for age verification)
• Residential or business address
• Email address and telephone number
• Government-issued photo identification (e.g., passport, driver's licence) — collected for KYC compliance

3.2 Account & Service Information

• Username, hashed password, and authentication credentials
• Subscription plan and billing cycle
• Service usage history (scan requests, forwarding instructions, cheque deposits, etc.)
• Wallet and transaction history
• Communications you send through your Account dashboard

3.3 Mail Content

• Exterior photographs of Mail Items received on your behalf
• Scanned digital copies of the contents of Mail Items, if you request Open & Scan
• Sender and recipient information appearing on Mail Items

3.4 Payment Information

• Credit or debit card details — processed and tokenized by our third-party payment processor; we do not store full card numbers on our systems
• Bank account information (if you use our cheque deposit service)
• Billing address and HST/tax information

3.5 Technical & Usage Data

• IP address and approximate geographic location
• Browser type and version, operating system
• Pages visited, time spent, and actions taken on our website
• Device identifiers
• Cookie and tracking data (see Section 11)

4. How We Collect Personal Information

We collect personal information:

• Directly from you when you register an Account, complete our identity verification process, contact us, or use our services;
• Automatically through cookies, server logs, and similar technologies when you visit our website or use our platform; and
• From third parties, such as identity verification providers, payment processors, and Canada Post or courier companies delivering Mail Items to our facility.

5. Purposes for Which We Use Your Information

We use your personal information for the following purposes:

We will not use your personal information for purposes other than those listed above without first obtaining your consent, unless otherwise permitted or required by law.

6. Consent

By creating an Account and using V Mailbox, you provide your express consent to the collection, use, and disclosure of your personal information as described in this Privacy Policy.

Where we rely on implied consent (for example, providing your email address when contacting us), we treat that as consent to use your information for the purpose for which it was provided.

You may withdraw your consent at any time by contacting our Privacy Officer at privacy@vmailbox.ca. Please note that withdrawal of consent may affect our ability to provide you with some or all of our services. We will advise you of the consequences before processing your withdrawal.

Some collection, use, or disclosure of personal information does not require your consent where it is permitted by law — for example, disclosures to law enforcement pursuant to a valid court order.

7. Disclosure of Personal Information

We do not sell your personal information. We may share your personal information only in the following circumstances:

7.1 Service Providers

We engage trusted third-party service providers to assist in operating our business, including:

• Payment processors (to securely handle credit card and bank transactions);
• Cloud hosting and IT infrastructure providers (to host our platform and store data);
• Email service providers (to send notifications and support communications);
• Identity verification services (to validate government-issued ID during KYC); and
• Courier and postal carriers (to arrange forwarding of Mail Items).

All service providers are contractually required to use your personal information only as necessary to provide their services to us and to maintain appropriate security safeguards.

7.2 Legal & Regulatory Disclosures

We may disclose your personal information without notice to you where required or permitted by law, including in response to a valid warrant, court order, subpoena, or request from a regulatory authority with jurisdiction over our operations. We may also disclose information to Canada Post as required under CMRA regulations.

7.3 Emergency Situations

We may disclose personal information without consent if we believe in good faith that disclosure is necessary to protect the safety of any person, or to prevent or investigate suspected illegal activity.

7.4 Business Transfers

In the event of a sale, merger, acquisition, or transfer of all or substantially all of the assets of V Mailbox, your personal information may be transferred to the successor entity. We will notify you by email and/or a prominent notice on our website before your information is transferred and becomes subject to a different privacy policy.

8. Data Storage & Cross-Border Transfers

V Mailbox stores personal information on servers located in Canada. Some of our third-party service providers (such as cloud infrastructure or payment processors) may store or process data in other countries, including the United States. When personal information is transferred outside Canada, it may be subject to the laws of the destination country, which may differ from Canadian privacy laws.

By using V Mailbox, you acknowledge and consent to the transfer of your personal information to service providers outside Canada, subject to contractual safeguards that require those providers to maintain appropriate protections.

9. Data Retention

We retain your personal information only as long as necessary to fulfill the purposes for which it was collected, or as required by law. Our retention guidelines are:

When personal information is no longer required, we securely delete or anonymize it in accordance with our data destruction procedures.

10. Security Safeguards

We implement technical, administrative, and physical safeguards appropriate to the sensitivity of the personal information we hold, including:

• Encryption at rest: Personal data and scanned documents are encrypted using AES-256 encryption on our servers;
• Encryption in transit: All data transmitted between your browser and our servers uses TLS (HTTPS);
• Access controls: Access to personal information is restricted to staff who need it to perform their job duties, governed by role-based permissions;
• Password security: Passwords are hashed using a strong one-way algorithm (bcrypt) and are never stored in plain text;
• Physical security: Our Vaughan, Ontario facility is secured with locked premises, and access to stored mail is restricted to authorized personnel; and
• Regular reviews: We periodically review our security practices and update them as appropriate.

No security system is impenetrable. While we take reasonable precautions to protect your information, we cannot guarantee absolute security. If you believe your Account has been compromised, please contact us immediately at support@vmailbox.ca.

11. Cookies & Tracking Technologies

Our website uses cookies and similar tracking technologies to improve your experience, analyze traffic, and maintain your session. We use the following categories of cookies:

You can control cookie preferences through your browser settings. Disabling non-essential cookies will not affect your core use of V Mailbox, but may limit some features.

12. Your Rights Under PIPEDA

Under PIPEDA and applicable Canadian privacy law, you have the following rights with respect to your personal information:

To exercise any of the above rights, please submit a written request to our Privacy Officer at privacy@vmailbox.ca. We may require you to verify your identity before processing your request.

13. Children's Privacy

V Mailbox is not directed to children under the age of 18. We do not knowingly collect personal information from anyone under 18. If you are a parent or guardian and believe that your child has provided us with personal information, please contact us immediately at privacy@vmailbox.ca and we will take steps to delete that information.

14. Data Breach Notification

In the event of a data breach that creates a real risk of significant harm to you, we will:

• Notify you as soon as feasible after we have determined that a breach has occurred;
• Report the breach to the Office of the Privacy Commissioner of Canada as required under PIPEDA's mandatory breach reporting requirements; and
• Maintain a record of all data breaches as required by law.

15. Links to Third-Party Sites

Our website may contain links to third-party websites or services. This Privacy Policy does not apply to those sites. We are not responsible for the privacy practices of third parties and encourage you to review their privacy policies before providing any personal information.

16. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. When we make material changes, we will:

• Post the revised policy on our website with a new effective date;
• Send you an email notification to your registered email address at least 14 days before the changes take effect; and
• Where required by law, obtain your renewed consent.

Your continued use of V Mailbox after the effective date of any changes constitutes your acceptance of the revised Privacy Policy. If you do not agree to the revised policy, please discontinue use of our services and contact us to close your Account.

17. Contact Our Privacy Officer

If you have any questions, concerns, or requests regarding this Privacy Policy or our handling of your personal information, please contact our Privacy Officer:

If you are not satisfied with our response, you may contact the Office of the Privacy Commissioner of Canada:
www.priv.gc.ca  |  Toll-free: 1-800-282-1376