1. Overview
This Privacy Policy explains what information OntraSpace™ ("we," "us," "our") collects, why we collect it, who we share it with, and what control you have over it. Because we are a Commercial Mail Receiving Agency registered with the United States Postal Service, we are legally required to collect and transmit certain identity information about our customers. Those requirements are described in Section 3 and are not optional for either of us.
2. Information We Collect
Information you give us:
Name, business or entity names, mailing address, home address, email address, and phone number.
Payment card or bank details, collected and stored by our payment processor. We do not store full card numbers on our systems.
The contents of messages, forms, and support requests you send us.
Identity documents required by USPS:
Your completed and signed USPS Form 1583.
Copies of two forms of identification: one primary photo identification and one bearing your address.
Where signature verification is done by live video, a record that the verification occurred.
Information generated by providing the Service:
Mail and package metadata: sender name and address, postmark, carrier, tracking number, dimensions, date received, and the action you requested.
Scanned images of envelopes and, where your plan includes it or you specifically request it, scanned contents of your mail.
Records of forwarding addresses, shredding requests, and account activity.
Information collected automatically:
IP address, browser and device type, pages viewed, referring URL, and time stamps.
Cookies and similar technologies, including analytics and advertising pixels. We use [Google Analytics / Google Ads / Meta Pixel — EDIT THIS LIST] to measure site performance and advertising effectiveness. These providers may set cookies that allow them to recognize your device across sites.
Call and SMS records where you contact us by phone or text, including message content, for service and quality purposes. Where we record a call, we will tell you at the start of that call. You consent to receive account and marketing messages at the number you provide when you opt in; message and data rates may apply, and you can stop marketing messages by replying STOP.
3. USPS Requirements — Read This Section
This is the part of our data handling that differs from an ordinary business, and you should understand it before signing up.
We must collect Form 1583 and your identification. We cannot legally accept mail on your behalf without them.
We upload your identification documents to USPS. Under the Domestic Mail Manual Section 508.1.8, clear and legible copies of your identification documents are uploaded to the USPS CMRA Customer Registration Database. Once an upload is confirmed successful, we are not required to retain the image copies, and our practice is to retain them securely for the life of your account.
We retain your Form 1583 and make it available for inspection. We keep a digital copy of your completed Form 1583 at our location. USPS may inspect these records at any time without notice to you.
We report account changes to USPS. We update the CMRA Customer Registration Database when your information changes, including the termination date when your box closes, and we certify our records quarterly as required.
We must disclose your information when legally compelled. We will provide your identity, Form 1583, identification, mail records, and account information in response to a subpoena, court order, search warrant, or lawful request from USPS, the United States Postal Inspection Service, or law enforcement. Where the law permits us to notify you, we will try to; where it does not, we cannot.
If you are not comfortable with these requirements, a private mailbox is not the right product for you.
4. How We Use Your Information
To provide the Services: receive, sort, notify, scan, forward, and dispose of your mail.
To verify your identity and satisfy our CMRA obligations.
To bill you, process payments, and collect unpaid balances.
To communicate with you about your account, including mail notifications, service updates, and changes to these policies.
To send marketing messages, where you have consented. You may opt out at any time using the unsubscribe link or by replying STOP to a text message. Opting out of marketing does not stop transactional and account messages, which you cannot unsubscribe from while you hold an account.
To improve our website and measure the effectiveness of our advertising.
To detect, prevent, and investigate fraud, abuse, and violations of our Terms of Service.
We do not sell your personal information, and we do not share your mail contents, sender information, or identity documents with advertisers or data brokers.
5. Who We Share Information With
Recipient. What they receive Why
USPS and the Postal Inspection Service Form 1583, identification documents, account status. Legally required (DMM 508.1.8)
Our mail management platform, GoHighLevel. Account details, mail metadata, scans To operate the Service and your portal
Our payment processor, Stripe. Name, email, billing details To process payments
Our CRM and messaging provider, GOHIGHLEVEL. Name, contact details, communication history To manage your account and send notifications
Law enforcement and courts As compelled Legal obligation
Service providers are permitted to use your information only to perform services for us.
6. How Long We Keep Information
Form 1583 and CMRA records: retained as required by USPS, including throughout the six-month post-termination remailing period, and for 2 years afterward.
Identification document images: as described in Section 3.
Mail metadata and scans: retained for 180 days after your account closes, then deleted.
Billing records: retained for [7] years for tax and accounting purposes.
Marketing and website data: retained for 12 months.
7. Security
We use [encryption in transit and at rest, access controls limited to staff who need it, and secure third-party platforms to protect your information. Physical mail and documents are kept in a secured area accessible only to authorized personnel.
No system is perfectly secure. We cannot guarantee absolute security, and you share information with us at your own risk. If a breach affects your personal information, we will notify you as required by applicable law.
8. Your Rights and Choices
Depending on where you live, you may have the right to request access to, correction of, a copy of, or deletion of your personal information, to opt out of the sale or sharing of personal information (we do neither), and to be free from discrimination for exercising these rights.
Important limit: we cannot delete your Form 1583 or our CMRA registration records on request while you are a customer, during the six-month post-termination period, or for any period USPS requires us to retain them. Records already uploaded to the USPS CMRA Customer Registration Database are held by USPS and are outside our control entirely. A deletion request that would put us in breach of our CMRA obligations will be declined as to those records, and we will tell you specifically which records we are declining to delete and why. Everything else — marketing data, website analytics, support history — we will delete on request.
To make a request, contact us at [email protected]. We will verify your identity before responding and will respond within the time your jurisdiction requires.
Cookies. You can block or delete cookies in your browser settings. Some site features may not work if you do.
Do Not Track. Our site does not currently respond to Do Not Track signals.
9. Children
The Services are not offered to anyone under 18. We do not knowingly collect information from children. If you believe a child has given us information, contact us at [email protected] and we will delete it.
10. Third-Party Sites
Our site may link to third-party websites. We are not responsible for their privacy practices, and this policy does not apply to them.
11. Changes
We may update this Policy. Material changes will be sent to the email address on your account at least thirty (30) days before taking effect, and the "Last updated" date above will change.
12. Contact
OntraSpace™ 3505 Camino Del Rio S. Ste 334 San Diego, CA 92108 [email protected]· 323-736-9603