Where are my reports, and who can see them?
On every plan
Your reports, and everything else your organization keeps in Mailmoni, are stored on our server in Helsinki, Finland. The members of your organization can see them, and no other customer can. You decide what anyone outside the organization sees. This page answers where the data is and who sees it, and links the part of the security page or the privacy policy that says more. The privacy policy is the binding text.
Where the data is
The server is at Hetzner in Helsinki, Finland. Everything you see in Mailmoni lives on it: your account, your organization, its domains and its reports. Mailbox providers send their report mail directly to that server.
We take a backup every night. We encrypt it before it leaves the server, and keep it in the EU. The privacy policy states this under where the data is, and the security page has a section on backups.
How it is protected
The site and the app are served only over an encrypted connection. The tokens and secrets you give us, such as a Cloudflare API token or a Slack channel's webhook address, are encrypted before we store them. Every member can turn on two-step sign-in, on every plan. The security page's section on encryption says what else we encrypt.
Who can see it
Your data belongs to your organization, and the security page says who can reach it. In short:
- Members. Every member sees all of the organization's domains and reports. A viewer reads, and an admin also changes settings and members. Organizations, members and roles lists what each role can do.
- People you share a domain with. From Pro up, an admin can turn on a share link for one domain on its Sharing page. Anyone with the link sees that domain's overview, sources and DNS checks, and can change nothing. The link never shows reports, records, alerts, members or the reporting address.
- A second address for reports. From Teams up, an admin can forward a domain's aggregate and TLS reports to another address, once someone at that address confirms. Forensic reports are never forwarded.
- Programs you connect. Admins create API tokens from Pro up, and webhooks from Teams up, under Settings › Developer. From Teams up, any member can connect an assistant app, which reads what that member can read and changes nothing. An admin sees all of these on that page, and can revoke a token, delete a webhook or disconnect an app.
The terms limit our own use of your data to running Mailmoni for you.
Companies that handle it for us
These companies do part of the work. The privacy policy's list of who else handles the data is the binding one, with each company's full name and country.
- Hetzner provides the server.
- Cloudflare runs DNS and the connection between your browser and our server, and stores the backups, which are encrypted before they reach it.
- Zoho sends the email we send you, such as alerts and summaries, and hosts our support mailbox, in the EU.
- A payment company takes payments and keeps the billing records. The privacy policy names it.
For the companies in the United States, or owned from there, the privacy policy gives the legal basis on which data reaches them.
Forensic reports
A forensic report can contain email addresses and parts of a message. By default we keep only a redacted copy, and an admin can choose to keep reports in full or not at all. Report types explains the three choices.
What a download leaves out
An admin can download everything the organization holds as one file. The file names your API tokens, webhook endpoints, channels and share links, but leaves out their values: token values, endpoint and channel addresses, secrets and share link addresses.
How long it is kept
Reports are kept for your plan's history. The privacy policy lists what we hold and for how long, backups included. When an admin deletes the organization, every member loses access at that moment, and we purge its data within 30 days.
Published 27 October 2026 · Checked 27 October 2026