Kimai support emails are now handled by Mailbox.org

Kimai’s incoming support emails are now handled through Mailbox.org, a German email provider.

We also migrated our calendar management to Mailbox.org, including video meetings.

Previously, both were running through Google Workspace — and yes, in the meantime, we deleted all related data from Google.

Here is why we made the switch.

Your data stays in the EU

Mailbox.org operates its servers in Germany.

That means support email data is stored and processed under German and EU law, rather than under the jurisdiction of a US provider. For privacy-conscious businesses, that distinction matters.

Kimai’s cloud infrastructure already runs on servers in Germany. Moving support email to Mailbox.org brings another important part of our customer communication in line with the same standard.

Support emails often contain sensitive business information

Support conversations are rarely trivial. They often include account details, billing questions, employee data, and operational context.

That kind of information should not pass through systems whose business model is built around broad data processing. Even when such platforms are widely used, they are not necessarily the right fit for privacy-focused business communication.

Mailbox.org has no advertising business model. Email content is handled for communication and delivery purely.

Privacy compliance means rethinking the tools we use

GDPR compliance is not something you achieve once and then forget. It requires reviewing the tools and providers involved in processing personal data, questioning existing decisions, and improving them where better options exist.

That applies not only to the product itself, but also to the surrounding systems — including email, calendars, and support workflows.

For us, this move is part of that process. We regularly re-evaluate existing solutions and replace them when we believe there is a better fit for privacy, transparency, and long-term trust. Moving to Mailbox.org is one of those decisions that rarely become visible.

EU businesses deserve real alternatives

Many Kimai users choose the product specifically because it’s a GDPR-compliant alternative to US-based time tracking tools. Applying the same logic internally (choosing European providers where European equivalents exist) is consistent with that position.

Mailbox.org is one of several established German and EU-based alternatives to the dominant US email platforms. It handles email for businesses, organisations, and individuals who treat data protection as a baseline requirement, not a premium feature.