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Communications

Mailbox.org : Datenschutz, & EU Alternatives

Mailbox.org is a GDPR-compliant email service by Heinlein Support GmbH in Berlin.

🇪🇺EUEU-Anbieter

Last checked:

Is Mailbox.org GDPR compliant?

Mailbox.org is EU/EEA-based: no third-country transfer at the primary vendor. Still check the subprocessor list.

Vendor Profile

Who is the contractual partner?

Jurisdiction
EU
Hosting
Berlin
Owner
Heinlein Support GmbH🇩🇪

Sovereignty Level: Level 3 of 4

EU-Anbieter mit US-Subprozessoren. Vertragspartner ist EU, aber ein einzelner US-Subprozessor reichert das Setup wieder mit Drittland-Risiko an.

  1. Level0
  2. Level1
  3. Level2
  4. Level3
  5. Level4

The five levels, from US-SaaS (Level 0) to fully sovereign (Level 4), we explain in detail here.

Contract & Subprocessor Chain

  1. 1.Heinlein Support GmbH (Berlin, Deutschland)

Even if the main provider is based in the EU, a US subprocessor in this chain can trigger a third-country transfer. This is the core pitfall of .

Data Categories

What data does Mailbox.org process?

In typical use, the following data categories arise. Which ones are relevant for you depends on your setup and scope of use.

  • Business email correspondence
  • Calendar entries and meeting content
  • Drive/file storage content (if enabled)
  • Directory of all employees

Data Subjects

Who is affected by the processing?

Under Art. 30 GDPR, you must document the categories of data subjects per processing activity. In typical use, these include:

  • All employees of your company
  • External communication partners (customers, suppliers)

Concrete Impact

What does this mean in practice?

Your entire business communications (email, calendar, files) are stored with a US corporation. Even the EU data location of M365 / Workspace does not change the CLOUD Act applicability.

Note: This is a risk description, not a specific incident. Whether access occurred in your case depends on many factors. What can be documented: the risk must be named in your TIA and mitigated with additional measures.

Migration Plan

How to migrate away from Mailbox.org

The following steps are the typical path for this tool category. Order and time required depend on your specific setup.

  1. 1

    Plan MX cutover with reduced TTL

  2. 2

    IMAP migration of existing mailboxes

  3. 3

    Run calendar and drive in parallel

  4. 4

    Gradual employee migration (pilot → departments → all)

We help with migration planning at no cost: 30 minutes with a data protection specialist to prioritise and define a migration sprint. Book appointment

Frequently Asked Questions

Mailbox.org & Privacy: FAQ

Is Mailbox.org GDPR-compliant?

Mailbox.org is an EU/EEA-based provider and generally well-suited for GDPR-compliant setups. The usual obligations still apply: DPA, check the subprocessor list, document technical and organisational measures.

Who is the contractual partner for Mailbox.org?

The contract chain includes: Heinlein Support GmbH (Berlin, Deutschland). The legal parent entity is decisive for data protection. Even if an EU subsidiary signs the DPA, a US subprocessor in the chain can trigger third-country transfer obligations.

What EU alternatives are there to Mailbox.org?

There are several GDPR-compliant EU alternatives. They are listed under "EU Alternatives" on this page. The selection is tailored to the feature set of Mailbox.org (E-Mail / Kommunikation). meetergo covers the core workflow and can fully replace Mailbox.org in many cases.

Where is Mailbox.org data stored?

According to provider information: Berlin. Note: even an EU data centre does not protect against the CLOUD Act when the parent company is in the US. This is the core finding of the Schrems II decision.

How much effort is involved in switching away from Mailbox.org?

Migration effort depends on your specific setup: typically between a few business days (booking, forms) and several weeks (CRM, hosting). The roadmap below shows the typical order.

Related Vendors

More tools in Communications

Next Step

Which tools are running on your website?

60 seconds, no login: the Sovereignty Scan shows all detected vendors with jurisdiction, risk, and matching EU alternatives.

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Note

Hinweis

Risiko-Indikator, keine Rechtsberatung.

Der Sovereignty Scan wertet öffentlich erreichbare Signale aus (HTML der Startseite und Rechtsseiten, DNS-, MX-, SPF- und ASN-Daten) und vergleicht sie mit unserer Datenbank von ca. 3.000 Anbietern. Die Zuordnung von Tool zu Eigentümer und Jurisdiktion basiert auf öffentlichen Quellen (Impressum, Datenschutzerklärung, Wappalyzer, RIPE/ARIN-Registrierungen) und ist als Erstindikation zum Stichtag der Auswertung gedacht, nicht als rechtsverbindliche Bewertung.

Die Note A–E ist ein Risiko-Indikator, kein DSGVO-Konformitätsurteil. Für eine konkrete DSGVO-Bewertung, insbesondere für Auftragsverarbeitungsverträge (AVV/DPA), Standardvertragsklauseln (SCC) und Transfer Impact Assessments (TIA), wenden Sie sich bitte an Ihren Datenschutzbeauftragten oder eine externe Rechtsberatung. meetergo trifft keine Aussage darüber, ob ein konkreter Anbieter in einem konkreten Anwendungsfall DSGVO-konform eingesetzt werden kann.

Korrektur & Stellungnahme: Wenn Sie Domain-Inhaber, Datenschutzbeauftragter oder Pressestelle der bewerteten Domain sind und die hier gezeigten Signale nicht Ihrer aktuellen Tool-Konfiguration entsprechen, nehmen wir Korrekturen auf und passen die Anzeige nach Prüfung umgehend an.

Methodik & GrenzenListing korrigieren / Stellungnahme einreichen