Privacy Policy
This policy explains what Reliance Pro, Inc. (“Orbix Mail”, “we”, “us”) collects when you use the Orbix Mail website, web app, and mobile app, how we use and share it, and the choices you have. Because Orbix Mail receives and digitizes physical mail on your behalf, it also covers the identity documents the United States Postal Service requires us to collect and what happens to your mail and its scans.
1. Who we are and what this covers
Orbix Mail is a virtual mailbox service operated by Reliance Pro, Inc., located at 3277 S White Rd, San Jose, CA 95148. We give you a real street address, receive your postal mail and packages there, photograph what arrives, and carry out the actions you choose: open and scan the contents, forward, schedule a pickup, return to sender, or shred.
This policy applies to the Orbix Mail website, the Orbix Mail web app, and the Orbix Mail mobile app (together, the “Services”). The website is currently a preview: sign-in and account creation on the web arrive in a future update. Until then, the website collects no personal information beyond the technical data described in section 7.
2. Information we collect
- Account information. Your name, email address, phone number, and password (stored only as a one-way hash). For business mailboxes, the business name and the names of the people you authorize to receive mail.
- Identity verification. The information and documents USPS requires on Form 1583, described in section 3.
- Mail information. For every item that arrives: images of the exterior, sender and recipient names, carrier and tracking details, the arrival date, and the actions you take. When you request an open-and-scan, images of the contents. Any forwarding addresses you provide.
- Payment information. Your plan, billing history, and the last four digits and expiry date of your card. Full card details go directly to our payment processor, Stripe, and are never stored on our servers.
- Usage and device information. IP address, browser or device type, operating system, app version, pages viewed, timestamps, and crash or diagnostic reports.
- Communications. Messages you send us, support requests, and anything you tell us in surveys or feedback.
3. USPS Form 1583 and identity verification
To receive mail on your behalf, Orbix Mail operates as a Commercial Mail Receiving Agency (CMRA). The United States Postal Service requires every customer to complete PS Form 1583, Application for Delivery of Mail Through Agent, and to present two forms of identification, at least one of which must include a photograph.
When you complete the guided Form 1583 flow we collect your legal name, your home or business address, the details printed on your identification documents, images of those documents, your signature, and, for business mailboxes, the business name and type and the names of members or minors who may receive mail at your address.
We use this information only to verify your identity, to submit the required form to USPS, and to keep the records USPS requires a CMRA to maintain. We do not use identity documents for any other purpose. USPS regulations require us to retain Form 1583 and the related records for a set period after your mailbox closes, so we cannot delete them on request before that period ends.
4. How we use information
- To provide the Services: issue your address, receive, photograph, and store your mail, carry out your instructions, and notify you when something arrives.
- To verify your identity and comply with USPS regulations and other legal requirements.
- To process payments and manage your subscription.
- To keep the Services secure: detect fraud, abuse, and unauthorized access, and make sure only you and the recipients you authorize can act on your mail.
- To support you and respond to your messages.
- To improve the Services, using aggregated or de-identified usage data.
- To send service messages about your account, your mail, and changes to our terms. We send marketing email only with your consent, and you can unsubscribe at any time.
We do not sell your personal information, and we never use the contents of your mail for advertising. Our staff handle and view your mail only as needed to receive it, photograph it, and carry out the actions you request.
6. Your mail, scans, and retention
- Physical mail is stored in access-controlled facilities until you act on it. Storage limits and what happens to unclaimed items are described in your plan and in our Terms of Service.
- Shredding is cross-cut, and a confirmation of destruction is recorded in your account.
- Scans and item history stay in your account while it is active so you can refer back to them. You can ask us to delete scans at any time.
- When you close your account we delete or de-identify your account data within a reasonable period, except for what we must keep: Form 1583 and CMRA records for the period USPS requires, billing records for tax and accounting purposes, and anything needed to resolve disputes or enforce our terms.
7. Cookies, storage, and fonts
The website does not use advertising cookies or third-party analytics. The web and mobile apps use essential local storage to keep you signed in and remember your preferences.
Our pages load typefaces from Google Fonts. When a page loads, Google receives your IP address and browser details to serve the font files; that request is governed by Google’s privacy policy.
8. Security
Scans are encrypted in transit (TLS) and at rest. Access to mail and to customer data is limited to staff who need it to do their jobs, and every request to your mailbox is authenticated with your personal token. Our handling areas are camera-monitored and our staff are background-checked.
No system is perfectly secure. Please use a strong, unique password, and tell us right away at [email protected] if you suspect unauthorized access to your account.
9. Your choices and rights
You can view and update your account information in the app, and you can close your account at any time. Depending on where you live, you may also have the right to request access to, correction of, or deletion of your personal information, to receive a copy of it, and to object to or restrict certain processing.
California residents have the rights described in the California Consumer Privacy Act, including the right to know what personal information we collect, to delete it, to correct it, and not to be discriminated against for exercising those rights. We do not sell personal information, and we do not share it for cross-context behavioral advertising.
To make a request, email [email protected] from the address on your account. We will verify your identity before responding and reply within the time the law allows. Some records, such as Form 1583, must be retained even after a deletion request (section 3).
10. Children
The Services are for adults. You must be at least 18 to open a mailbox, and we do not knowingly collect personal information from anyone under 18. Mail addressed to minors in your household can be received through your mailbox only if they are listed on your Form 1583.
11. Mobile app permissions
The Orbix Mail mobile app may ask for permission to use your camera (to photograph identification documents during verification), your photo library (to attach existing images), and notifications (to tell you when mail arrives or an action completes). Each permission is optional and can be changed in your device settings; some features will not work without it.
12. Changes to this policy
We may update this policy as the Services evolve. We will post the new version here with a new effective date and, for material changes, notify you by email or in the app before they take effect.
13. Contact us
Questions about privacy, or a request about your information, can be sent to:
Reliance Pro, Inc. (Orbix Mail)3277 S White Rd
San Jose, CA 95148
[email protected]