Cookie Policy

This Cookie Policy (“Policy”) explains how ENS Creative Studios Ltd (“UGMail”, “we”, “our”, or “us”) uses cookies, tracking technologies, session technologies, analytics systems, and related technologies in connection with UGMail websites, applications, administrative portals, billing systems, support systems, and related services (collectively, the “Services”).

By accessing or using the Services, you acknowledge and agree to the use of cookies and related technologies as described in this Policy.

1. Definitions

1.1 Cookies

“Cookies” are small text files, identifiers, or data elements stored on a device or browser when visiting websites or using online services. They can help websites recognize your device, remember your preferences, and understand how you interact with the Services.

1.2 Services

“Services” means UGMail websites, applications, systems, platforms, portals, communication systems, and related technologies operated by ENS Creative Studios Ltd.

1.3 User

“User” means any individual, organization, institution, or entity accessing or using the Services.

1.4 Device

“Device” means any computer, smartphone, tablet, browser, workstation, or related system used to access the Services.

2. Purpose of Cookies

UGMail uses cookies and related technologies to support the secure and efficient operation of the Services. These technologies help us provide, protect, and improve what we offer.

2.1 Why we use cookies

We use cookies and similar technologies for purposes including:

• Authentication and login management
  To recognize you when you sign in and keep you logged in as you navigate through the Services.

• Security and fraud prevention
  To help detect and prevent unauthorized access, abuse, or malicious activity.

• Session management
  To maintain your active session, remember actions you take, and ensure continuity as you move between pages or features.

• Performance optimization
  To help our systems run efficiently, balance load across servers, and reduce latency.

• User preferences and settings
  To remember your language, display options, and other preferences so you don’t have to set them every time.

• Infrastructure monitoring
  To monitor system health, uptime, and performance of our infrastructure.

• Analytics and usage reporting
  To understand how the Services are used, which features are most helpful, and where improvements are needed.

• Operational functionality
  To support core features such as billing, support tools, and administrative portals.

• Service improvement
  To analyze aggregated usage and performance data to enhance reliability, security, and user experience.

3. Types of Cookies Used

We use different categories of cookies depending on their function and importance to the Services.

3.1 Essential Cookies

What they do:
Essential cookies are required for the basic operation of the Services. Without them, core features may not function properly.

Examples include:

• Authentication cookies
  Used to verify your identity after login and maintain your authenticated session.

• Security cookies
  Used to protect your account and data, for example by detecting repeated failed login attempts.

• Session identifiers
  Temporary identifiers that link your actions during a single browsing session.

• Administrative access tokens
  Used to securely manage access to administrative or restricted areas of the Services.

• Load balancing or infrastructure management cookies
  Used to distribute traffic across servers and maintain service availability.

These cookies are generally set in response to actions you take, such as logging in or requesting specific features.

3.2 Functional Cookies

What they do:
Functional cookies enhance how the Services operate and make your experience more convenient, but are not strictly required for basic functionality.

They may store:

• Language preferences
  For example, remembering your preferred language for the interface.

• Interface settings
  Such as layout choices, theme preferences, or display options.

• Session continuity
  To help you pick up where you left off, such as remembering open tabs or filters.

• User-specific configurations
  Custom settings or preferences tied to your account or Device.

Disabling these cookies may reduce convenience or personalization but typically will not prevent basic use of the Services.

3.3 Analytics and Performance Cookies

What they do:
Analytics and performance cookies help us understand how the Services are used and how they perform.

They may be used to:

• Measure platform performance
  For example, tracking page load times or error rates.

• Analyze usage trends
  Understanding which features are used most often and how Users navigate the Services.

• Monitor infrastructure reliability
  Identifying outages, slowdowns, or other technical issues.

• Improve user experience
  Using aggregated data to refine workflows, interfaces, and features.

• Identify operational issues
  Detecting bugs, configuration problems, or bottlenecks.

Data collected through these cookies is typically aggregated and used for statistical and operational purposes rather than to identify individual Users directly.

3.4 Security Cookies

What they do:
Security cookies support the protection of Users, data, and systems.

They may assist with:

• Fraud prevention
  Identifying unusual patterns that may indicate fraudulent activity.

• Abuse detection
  Detecting behaviors that violate terms of use or threaten system integrity.

• Security monitoring
  Monitoring login attempts, access patterns, and other security-relevant events.

• Suspicious activity analysis
  Helping to investigate and respond to potential security incidents.

• Authentication protection
  Supporting features such as additional verification steps or session validation.

These cookies are important for maintaining the safety and integrity of the Services.

4. Third-Party Cookies

Some parts of the Services may rely on third-party providers. These third parties may place their own cookies or similar technologies on your Device.

4.1 Use of third-party technologies

Certain Services may utilize third-party systems or integrations that set cookies or related technologies when you interact with them.

4.2 Types of third parties

Third parties that may set cookies include:

• Analytics providers
  For measuring usage, performance, and engagement.

• Payment processors
  For handling secure payments, billing, and transaction verification.

• Cloud infrastructure providers
  For hosting, content delivery, and related infrastructure services.

• Embedded service providers
  For embedded content or tools, such as widgets, media, or integrated applications.

• Authentication systems
  For single sign-on (SSO) or identity verification services.

• Security providers
  For threat detection, anti-abuse tools, and related security services.

4.3 Control over third-party cookies

UGMail does not directly control how third-party cookies operate once they are set. Their use is governed by the respective third party’s privacy or cookie policies. Where relevant, Users should review those third-party policies to understand how their data is collected, used, and managed.

5. Cookie Management

You have options to control how cookies are used on your Device. However, some cookies are essential for the Services to function correctly.

5.1 How to control cookies

You may manage or disable certain cookies through:

• Browser settings
  Most browsers allow you to block or delete cookies, or to receive alerts before cookies are stored.

• Operating system controls
  Some operating systems provide additional privacy or tracking controls.

• Device configurations
  Device-level settings or security tools may allow you to manage cookie and tracking preferences.

Instructions for managing cookies vary by browser and Device. Refer to your browser or Device help documentation for specific steps.

5.2 Impact of disabling cookies

If you disable or block certain cookies, some parts of the Services may not function as intended. This may affect:

• Login functionality
  You may not be able to sign in or stay signed in.

• Security features
  Security checks and protections may be limited or unavailable.

• Session continuity
  Your session may end unexpectedly, or you may need to re-enter information more frequently.

• Administrative access
  Access to administrative or restricted areas may be disrupted.

• Operational capabilities
  Some features, tools, or integrations may not work properly.

5.3 Essential cookies

UGMail does not guarantee full functionality of the Services where essential cookies are disabled. Essential cookies are required for secure and reliable operation of core features.

6. Data Collected Through Cookies

Cookies and related technologies may collect or process certain types of information when you use the Services.

6.1 Types of information collected

Depending on the cookie and its purpose, information may include:

• IP addresses
  Used for security, localization, and network diagnostics.

• Browser information
  Such as browser type, version, and settings.

• Device information
  Such as Device type, operating system, and technical identifiers.

• Session activity
  Pages visited, actions taken, and time spent within the Services.

• Login timestamps
  Times and dates of sign-in and sign-out events.

• Usage patterns
  Aggregated information about how features are used.

• Security events
  Such as failed login attempts, access anomalies, or flagged activities.

• Performance metrics
  Load times, error codes, and other technical performance data.

6.2 How this information is used

Information collected through cookies may be processed for:

• Operational purposes
  Ensuring the Services function correctly and efficiently.

• Security purposes
  Protecting Users, data, and systems from threats and abuse.

• Analytical purposes
  Understanding usage trends and improving features and interfaces.

• Infrastructure management
  Monitoring and maintaining the reliability and performance of our systems.

Where possible, data is aggregated or pseudonymized to reduce the likelihood of identifying individual Users directly, consistent with applicable laws and our broader privacy practices.

7. Security and Protection

7.1 Our safeguards

UGMail implements commercially reasonable technical and organizational safeguards designed to protect cookie-related information and operational session data. These measures may include:

• Access controls and authentication mechanisms

• Encryption in transit where appropriate

• System monitoring and logging

• Regular security reviews and updates

7.2 Your responsibilities

Users remain responsible for:

• Securing their Devices and browsers

• Protecting account credentials (such as passwords and authentication tokens)

• Managing access to their Devices and accounts

• Using up-to-date software and security tools where possible

Compromised Devices or credentials can undermine the protections we put in place.

8. Retention of Cookie Data

8.1 Session vs. persistent cookies

• Session cookies
  Some cookies remain active only for the duration of your active browsing session and are deleted when you close your browser or log out.

• Persistent cookies
  Other cookies may remain on your Device for a defined period to support operational, security, preference, or analytical purposes.

8.2 Factors affecting retention

Retention periods for cookies and related data may vary based on:

• Operational requirements
  How long data is needed to support core functionality.

• Infrastructure systems
  Technical constraints or configurations of our systems and providers.

• Authentication requirements
  How long tokens or identifiers must remain valid for secure access.

• Security considerations
  How long data is needed to detect, investigate, or prevent security incidents.

• Applicable legal obligations
  Any laws or regulations that require specific retention or deletion timelines.

Where feasible, data is retained only for as long as necessary to fulfill the purposes described in this Policy or as required by law.

9. Modifications to This Policy

9.1 Right to update

UGMail reserves the right to revise, update, modify, or replace this Cookie Policy at any time to reflect changes in our practices, technologies, legal requirements, or the Services.

9.2 How updates are communicated

Updated versions of this Policy may be published through:

• Official UGMail websites

• UGMail applications and portals

• Other related communication channels

The “last updated” date may be adjusted to reflect the most recent changes.

9.3 Acceptance of changes

By continuing to access or use the Services after a revised Cookie Policy has been published, you acknowledge and accept the updated terms. If you do not agree with the changes, you should adjust your cookie settings and discontinue use of the Services as appropriate.

10. Contact Information

If you have questions or concerns about this Cookie Policy or our use of cookies and related technologies, you may contact us at:

ENS Creative Studios Ltd
UGMail — Business Email Beyond Boundaries

Address:
Namasuba Central, Entebbe Road,
P.O Box 980620,
Kajjansi UG.

General Contact:
contact.ug@ugmail.co