Privacy and data transparency
Understand your data.
Private technology on your terms means explaining what we use, why we need it, who can receive it and where our protections have limits.
Last reviewed:
The essentials
- Brenwy is operated by OUTBREAK LTD. Contact support@team.brenwy.com about your information.
- Our current website has no advertising or behavioural analytics trackers. The signed-in services use necessary authentication and security storage.
- Calendar display preferences stay in this tab unless you choose to remember them. Search stays anonymous until you choose Sign in.
- Our application hosting is in a Vultr UK data centre. Stripe processes payments. UK hosting does not mean every supplier activity happens only in the UK.
- Confirmed closure ends access immediately, cancels affected subscriptions and starts deletion of service content and backup copies within 30 days. Save your data before confirming. Necessary legal records are handled separately.
Who is responsible for your information?
Brenwy is operated by OUTBREAK LTD, company number 10977129, at 241 Tixall Road, Stafford, England, ST16 3XS. For privacy questions, rights requests or complaints, email support@team.brenwy.com or write to that address.
We are responsible as controller for the purposes we determine, including account administration, billing, security and public Search. When an organisation uses Brenwy to handle workplace messages, calendars and other content on its instructions, that organisation is responsible for its own use of that content and we may act as its processor under the applicable service agreement. The exact role depends on the processing, not simply the product name.
If you use a business workspace, your employer or organisation may set access and retention rules and authorise administrators or mailbox delegates. Ask it for its own privacy information as well. You can still contact us about processing for which we are responsible.
What information do we use, and where does it come from?
We receive information from you, your browser, people who communicate or share resources with you, your organisation, payment providers and public websites. Different services use different data.
| Area | Information | What it is used for |
|---|---|---|
| Account and recovery | Name, username, Brenwy address, optional recovery address, profile photo, password hash, MFA and recovery information, and the terms version and time accepted at registration. | Create and secure your identity, recover access, and operate the services you request. Passwords are checked using an authentication library; they are not stored as readable account passwords. |
| Sessions and trusted devices | Session identifiers, sign-in times, IP addresses and browser/device information where recorded, public device keys, trust state and security activity. | Authenticate requests, prevent abuse, manage sessions and authorise access. Private device keys are held in your browser. |
| Organisations and domains | Organisation names, member identities and roles, invitations, domain names, verification records, permissions, package and seat assignments, and administrative activity. | Operate personal and business workspaces, verify domain control, and enforce access permissions. |
| Sender and recipient addresses, message headers, content, attachments, folders, drafts, delivery status and mailbox settings. | Deliver, organise and display messages, support shared mailboxes, and operate delivery, spam and abuse controls. Communication metadata is needed even where content is encrypted. | |
| Calendar | Event titles, descriptions, dates, locations, participants, responses, reminders, tasks, calendar permissions, and external subscription details you provide. | Organise schedules, send invitations and reminders, handle responses, and provide the sharing or imported calendars you request. |
| Search and public websites | Search terms and filters; publicly accessible page content, URLs, titles, links and index/ranking or safety information; verified webmaster domains and submissions. | Answer searches and build and maintain the public web index. Public pages may contain personal information. Public indexing is separate from private mailbox and calendar data. |
| Payments | Package, subscription, billing/contact and transaction information; Stripe customer, checkout and subscription references; payment status and tax information where relevant. | Take payments and manage subscriptions, invoices, refunds and accounting. Stripe collects payment credentials on its hosted pages; Brenwy checkout does not collect card numbers in its own forms. |
| Support and operations | Enquiries and information you send us, technical failures, operational measurements, security/abuse records and relevant administrative audit events. | Answer requests, investigate problems and abuse, keep the service working and meet applicable obligations. Do not send passwords, recovery codes or private keys to support. |
Account identifiers, credentials and the information needed to deliver a requested feature are required for that feature to work. You can leave optional profile and recovery information unset, but a feature that depends on missing information may be unavailable. You do not need an account to use public web search.
Website owners and people mentioned on public pages can contact us about indexed personal information, correction or removal. A public search listing is not permission to ignore someone’s data protection rights.
Why are we allowed to use it?
UK GDPR requires an appropriate lawful basis for each purpose. The basis depends on the service and our relationship with you. The following table explains the bases we rely on for each purpose. Where we rely on legitimate interests, we assess necessity and balance those interests against your rights.
| Purpose | Basis and explanation |
|---|---|
| Delivering a personal account and requested services | Contract, including steps you ask us to take before a contract. Optional information is used only for the feature you choose. |
| Business membership and administration | Legitimate interests in providing and securing organisational services where you are not personally party to the business contract. The organisation may have its own lawful basis for its use of your information. |
| Security, fraud prevention and technical reliability | Legitimate interests in protecting users, preventing misuse and maintaining dependable services; legal obligation where a specific duty applies. These interests must be necessary and balanced against your rights. |
| Independent public web search and webmaster services | Legitimate interests in discovering public information, providing relevant search results and helping publishers manage discovery. Public availability does not remove privacy rights. |
| Billing and accounting | Contract for payment and subscription administration; legal obligation for required company and tax records. |
| Optional browser display storage | Your explicit choice to remember display preferences. You can withdraw this choice in Calendar. Necessary sign-in and storage-choice records serve different purposes. |
| Rights requests, complaints and legal matters | Legal obligation where required by data protection or other law; legitimate interests for necessary dispute handling and legal claims. |
We do not sell your personal information or use private mail and calendar content to build advertising profiles. Our services do not use advertising trackers or use your private content for general-purpose AI training. Planned products and concept images are not a statement that additional processing already happens.
Search ranking, content assessments, spam controls and access rules involve automated processing. They can affect which results appear, how mail is handled or whether an action is permitted. Contact us if you think a result or restriction is wrong, want to challenge a decision or need human consideration. We do not describe these systems as infallible.
UK hosting and international processing
Our application servers are hosted in a Vultr UK data centre. We distinguish the location of those servers from supplier ownership, support access, payment processing and communication to recipients outside the UK.
Stripe operates internationally and describes international transfers in its privacy notice and data processing agreement. Vultr’s published legal information also describes an international provider group. We therefore do not make a blanket promise that every item of personal information is processed only in the UK.
International processing can arise from supplier support, payment services or communicating with recipients outside the UK. A restricted transfer requires a lawful UK transfer route, such as applicable adequacy regulations or appropriate safeguards including the UK International Data Transfer Agreement or UK Addendum, together with any required assessment and additional protections. A supplier’s UK server location alone does not establish those safeguards.
Contact support@team.brenwy.com for the applicable supplier and transfer information. You can ask about relevant countries, recipients and safeguards, including how to obtain a copy where applicable. We explain any lawful limits on disclosure.
How long do we keep data, and what happens on closure?
While an account remains open
There is no fixed expiry for account content while the account remains open and the service is in use. We retain stored messages, calendar content and account information to provide that service unless you delete the relevant content or another retention rule applies. This is not a reason to retain every technical or security record forever.
Account and organisation closure
Start personal-account closure from Account security or organisation closure from the organisation settings. Review the affected businesses, download the data you need and confirm with your current password. If self-service closure is temporarily unavailable or you cannot sign in, contact support@team.brenwy.com. We verify your authority before taking action.
Confirmed closure ends access immediately, even partway through a paid month or year, and instructs cancellation of the affected subscriptions. We delete the affected service content and remove or expire backup copies within 30 days of confirmed closure. This is one overall deadline. A receipt confirms closure and the deletion instruction, rather than completed erasure. Failures are retried without reopening the account.
Closure has permanent consequences
- Closing a personal account removes that person’s access to associated businesses.
- If another active owner remains, the business continues with its own data and billing. If you are the last active owner, that business also closes and its organisation-owned data is deleted.
- Only an authorised active owner can close an organisation. Its members immediately lose access, but their independent personal accounts are not automatically closed.
- The Brenwy organisation cannot be closed or deleted and must retain at least one active owner. Its last active owner must appoint another active owner before closing their personal account.
- Save and check the separate app ZIPs before closure. Mail exports readable messages and attachments on your authorised, unlocked device. Organisation ownership does not grant access to another member’s private mailbox or calendar.
- After closure you cannot sign in to retrieve the affected mailbox. Brenwy does not hold the usable private keys needed to decrypt your protected mailbox archive for you, even if asked. The 30-day deletion period is not a recovery window.
Deleting your account cannot recall messages already delivered, remove other people’s independent copies, erase content controlled by an organisation that remains active, or wipe data already stored on someone’s device.
Records that may need longer retention
Required accounting and tax records normally need to be retained for at least six years from the end of the financial year they relate to. This is separate from keeping private email and calendar content. Necessary records for a specific legal claim, fraud investigation or legal hold may also need longer retention. Any exception must be limited to the required records and purpose, with restricted access and an appropriate review.
Support correspondence, security events and operational records need purpose-specific retention decisions. We consider the time needed to resolve the matter, the security risk, legal duties and whether identifiable information is still necessary. We restrict access and delete or anonymise information when it is no longer needed for the relevant purpose. Minimal closure and address-reservation records remain to prevent reactivation, reassignment and restoration of closed data. Stripe can retain records for its own legal duties independently of account closure at Brenwy.
Cookies, local storage and device keys
The public marketing site does not use advertising or behavioural analytics cookies. Signing in and using the products involves essential authentication and security storage. The purpose matters: being first-party or being called a session cookie does not by itself make storage exempt from consent.
| Use | Cookie names | Purpose | Duration |
|---|---|---|---|
| Account session | brenwy.session_token | Keeps you signed in to Account. | Up to 24 hours under the configured session policy; a non-remembered session may end with the browser session. |
| MFA and sign-in continuation | brenwy.two_factor; brenwy_oidc_query | Completes a requested security challenge or sign-in to another Brenwy app. | Up to 10 minutes. |
| Optional trusted MFA recognition | brenwy.trust_device | Recognises a trusted browser if this option is requested in the authentication flow. | Up to 30 days if issued. This is distinct from locally stored encryption keys. |
| Non-remembered sign-in and logout confirmation | brenwy.dont_remember; brenwy.session_token.oauth_logout_confirmation | Handles a non-remembered session or confirms an account logout when that flow is used. | Browser session for the first; up to 5 minutes for logout confirmation. |
| Product sign-in transactions | brenwy_admin_login; brenwy_mail_login; brenwy_search_login; brenwy_search_ops_login; brenwy_webmaster_login; brenwy_mail_calendar_login | Protects a requested sign-in transaction and links its response to your browser. | Up to 10 minutes; cleared when the transaction completes. |
| Product sessions | brenwy_admin_session; brenwy_mail_session; brenwy_search_session; brenwy_search_ops_session; brenwy_webmaster_session | Authorises use of the signed-in product. | The access-token lifetime, capped at 10 minutes. |
Secure deployments add a security prefix such as __Secure- or __Host-. Cookies are scoped to the relevant host, use HttpOnly and SameSite protections and use Secure on production HTTPS. Not every conditional cookie is issued on every visit.
Your display-storage choice
Calendar keeps overview visibility and world-clock zones in tab memory by default. Selecting Remember display preferences in this browser allows those settings to be saved in localStorage. You can switch it off or use Remove saved display preferences at any time. That removes the stored settings and stops further display-setting reads and writes while keeping the current tab usable.
A separate localStorage choice record remembers allow or deny for this purpose. It is not a tracking identifier. Neither the choice record nor opted-in display settings have a fixed automatic expiry. They remain until changed or removed through the controls or browser site-data settings. If browser storage is unavailable, the controls explain that earlier saved settings may remain.
Storage needed for keys and drafts
IndexedDB holds browser Identity keys, the encrypted Mail device handoff/cache and any local encrypted drafts you save. Device-key storage supports trusted-device access. Local draft storage supports the local-draft feature, with an explicit delete action and a limit of 50 drafts per mailbox. These stores have no automatic expiry.
Signing out does not delete all browser keys or local drafts. Locking Mail removes cached handoff material but retains the browser key. Clearing browser site data can permanently lose that device’s identity and locally saved drafts. Remote revocation cannot erase information already copied to a device.
Search sign-in and other services
Search does not automatically sign anonymous visitors in. Authentication starts when you select Sign in. A previous short-lived Search checked marker is no longer created and is cleared during callback or sign-out handling. Calendar may use a hidden frame to Brenwy Mail to deliver the calendar messages you request; it is not an advertising frame.
Stripe’s hosted payment pages and websites you choose to visit have their own storage practices. Ordinary browser caching of site assets is separate from the product storage described here.
What protection is provided, and what are its limits?
We use server-managed authentication, access checks, MFA support, scoped permissions and browser device-key mechanisms. Encrypted local drafts and device handoffs do not mean that every part of every service is end-to-end encrypted.
For protected Mail content, mailbox keys are generated in your browser and linked to your account. They are not calculated from your name, email address or account identifier. Our servers hold public keys and private-key packages encrypted for authorised devices; they do not hold the usable mailbox private key needed to independently decrypt that stored content. Your authorised device unlocks the relevant key package and decrypts the message.
Ordinary email delivery involves message handling by sending and receiving servers. Routing, spam checks and delivery metadata are distinct from protecting stored content. Organisational access, external recipients and their providers also affect who can see information.
Ordinary incoming mail can be processed in readable form before storage encryption. Ordinary outgoing mail uses a separate delivery process with a transport key controlled by the service, so it can be decrypted for delivery. That transport key does not unlock the protected mailbox archive. Calendar records, account details and some mail headers or delivery metadata are also available to the server; they do not all use the mailbox encryption design.
We do not claim that the whole platform is anonymous, that no provider can ever access data, or that all information is protected by the same encryption design. No system can promise absolute security. Contact us about suspected exposure; never include a password, recovery code or private key in a report.
Your privacy rights and choices
Depending on the circumstances, you can ask for access to your personal data, correction, erasure, restriction, portability and information about its use. You can object to processing based on legitimate interests and withdraw consent where consent is the basis. Withdrawal does not undo processing that was lawful before it.
Email support@team.brenwy.com with enough information to identify your account or the data involved. We may need proportionate identity checks to protect your information. Do not send unnecessary identification documents or credentials.
We normally respond to rights requests without undue delay and within one month, subject to the applicable legal rules for verification, permitted clarification, extensions and exemptions. If a lawful extension is needed, we explain it. Requests are normally free; any permitted exception must be explained. An Account setting is not the only way to exercise a right.
Where an organisation controls the data, we may need to direct your request to it or assist it under the relevant agreement. We will explain which role applies. You can also contact us about public Search information without having a Brenwy account.
Subject access requests and encrypted content
You can make a subject access request (SAR) for your personal information. Encryption does not remove your rights or automatically exclude app content from a request. We will assess the information covered, provide the personal information and explanatory details we are required to supply, and explain any specific limitation or lawful exemption.
Where stored Mail content can only be decrypted using your authorised device or user-held recovery material, Brenwy cannot independently turn it into readable emails without that key. We will explain which content is affected and discuss a secure way to provide access, including encrypted copies for your device to decrypt where appropriate and technically available. We will explain the actual options if you no longer have a working device or recovery material; we cannot promise recovery of content we cannot decrypt.
We will still handle the rest of your request, including relevant account, billing, Calendar, support and available mail metadata, subject to applicable rights and exemptions. We will not reject a whole request merely because some content is encrypted, assume that encrypted files alone always provide an adequate response, or ask you to send us your private keys or recovery secrets. Where another organisation controls the information, we will explain its role and provide the assistance required of us.
How to raise a privacy complaint
You can complain by emailing support@team.brenwy.com or writing to 241 Tixall Road, Stafford, England, ST16 3XS. Tell us what happened and what you would like us to investigate. You do not need to use legal language or complete a special form.
We acknowledge privacy complaints within 30 days of receipt, investigate without undue delay, keep you appropriately informed and communicate the outcome. This acknowledgement period does not replace the separate deadline for a rights request.
You can complain to the UK Information Commissioner’s Office at ico.org.uk/make-a-complaint. You do not lose that right by contacting us, using a paid service or closing an account.
Children and sensitive information
Messages, calendar events and public search results may contain personal information about children, including when an account is used by an adult. They may also include sensitive information, such as health details or religious beliefs. This information can require additional legal protections. Information being public or included in a message does not give us permission to use it for unrelated purposes.
Contact support@team.brenwy.com if you have a concern about a child’s information or sensitive content handled by Brenwy. We will consider the relevant service, our role and the protections that apply. Account eligibility is explained in our terms and conditions.
Changes, further detail and contact
We will keep this notice aligned with the services and explain material changes before new processing starts where required. A future product announcement does not change the purposes for which we use your current private data.
Ask us for clarification about data flows, suppliers, retention or the protections applying to a feature. Where details cannot be disclosed because of another person’s rights, security or a legal restriction, we will explain the relevant limit.
Privacy contact: support@team.brenwy.com. You can also review Account security and the product roadmap.