Step 1
Protect the client contact
The real contact, such as john.smith@client.com, remains in the company's authorized system. ProxiedMail creates a controlled identity such as client-10452@relay.company.com.
Client Contact Protection ✨
Let employees communicate with clients without exposing the underlying contact database
Keep real client email addresses in an authorized system while employees work with controlled identities. ProxiedMail routes messages transparently and lets administrators revoke access when roles, ownership, or employment change.
The client keeps using email as usual. Authorized employees can keep using their normal company email workflow.
CRM / protected system
Authorized source of truth
Real client email
Restricted contact data
ProxiedMail identity
client-10452@relay.company.com
Authorized employee
Uses the protected identity
Return path
Employee email
Normal email client
ProxiedMail
Authorization and routing
Real client
No workflow change
How client contact protection works
Separate routine communication access from unrestricted access to the underlying contact record.
Step 2
Give authorized employees controlled access
Employees who need to communicate use the protected identity. They do not need the underlying client address for routine email communication.
Step 3
Route messages and revoke access
ProxiedMail translates communication between the protected identity and the client. Authorization can be removed when a person or team should no longer communicate.
A practical B2B handoff
Keep downstream communication moving without copying the raw contact everywhere
Sales may need the real contact to establish a relationship. After the deal closes, an account or delivery team can work through a protected identity instead of receiving another unrestricted copy of the client address.
If account ownership changes, the company can reassign or revoke communication access while retaining the protected identity.
Sales
Deal closes
Account / delivery team
Protected identity
Client
Business benefits
Control client communication without replacing email
Least-privilege contact access
Give employees the contact access required for their role without automatically exposing the underlying client address.
Revocable communication access
Remove authorization when an employee changes role, leaves, or no longer owns the account.
Normal email workflow
Keep using existing email clients and company domains instead of moving staff into another messaging application.
CRM automation
Use REST API calls, webhooks, and CRM workflows when deal stages, owners, or accounts change.
Dedicated infrastructure
Enterprise deployments can use dedicated email infrastructure when workflow or operational requirements call for it.
Operational visibility
Use available routing and access events for administration and troubleshooting, based on the deployment configuration.
Who it is for
Teams with valuable client relationships and structured handoffs
Best suited to teams where employees need to communicate with a client but do not require unrestricted access to the underlying contact database.
B2B service companies
Separate relationship ownership from day-to-day delivery communication.
Agencies and demand-generation teams
Give campaign, account, and delivery teams controlled access after sales closes.
Professional and outsourced services
Support client work across internal teams without broadly distributing raw contact records.
Contractor and temporary teams
Grant communication access for a defined assignment, then revoke it when the work ends.
API and workflow automation
Connect protection to your existing workflow
A CRM or internal system can call the ProxiedMail API, receive a protected email identity, and make that identity available to an authorized employee. HubSpot, Salesforce, Dynamics, and custom CRMs are examples of systems that can orchestrate this through workflows or custom integration; this does not imply a native application.
- Keep the real address in an appropriately restricted system or property.
- Apply sender or team authorization rules in the deployment workflow.
- Update or revoke the protected route when ownership changes.
CRM / internal system
API / webhook
ProxiedMail
Protected email
Employee
Clear answers
Frequently asked questions
What is client contact protection?
It is a workflow that keeps the real client contact in an authorized system while employees use controlled identities for routine communication. ProxiedMail routes messages between those identities and the client.
Can employees communicate without knowing the real client email?
Yes, when the CRM, permissions, and mail-routing workflow are configured so the employee receives only the protected identity. The client continues using normal email.
What happens when an employee leaves?
An administrator or connected workflow can revoke that employee's authorization and reassign communication to another authorized user or team.
Can ProxiedMail integrate with our CRM?
Yes. REST API calls, webhooks, CRM automation, and custom integration can create and update protected identities. The exact workflow depends on your CRM and permission model.
Does it work with Microsoft 365?
ProxiedMail can be deployed alongside Outlook and Microsoft 365 using standard email routing, domain, DNS, and Exchange Online configuration. The exact setup is deployment-specific.
Does it work with Zoho Mail, Gmail, Google Workspace, and other email providers?
Yes. ProxiedMail can work alongside Zoho Mail, personal Gmail, Google Workspace, Proton Mail, and other providers or company mail servers that support the selected email-routing workflow. Custom-domain, sender-identity, DNS, and reply configuration depend on the provider and deployment.
Can we use our own domain?
Yes. Custom masking domains and dedicated subdomains can be used, subject to the DNS and mail-routing configuration selected for the deployment.
Can existing contacts be imported in bulk?
Yes. Existing records can be processed with API or import tooling. A migration should preserve CRM identifiers, ownership, and the authorization rules your workflow needs.
Does ProxiedMail prevent every possible form of customer-data leakage?
No. ProxiedMail reduces email-address exposure and controls communication access. It cannot protect data exposed elsewhere through CRM exports, spreadsheets, documents, historical messages, phone records, or other systems.
Protect client contact data without disrupting communication
Tell us how client ownership, handoffs, and email work today. We will help scope the routing, infrastructure, and integration required.
Book a call
Discuss your use case with ProxiedMail
Choose a convenient time for a 30-minute conversation about your workflow, integration, and infrastructure requirements.
Enterprise contact
Tell us about your client communication workflow
Enterprise deployments are scoped based on workflow, infrastructure, integration, and usage requirements.
- Which system stores the real client contact?
- Which teams need communication access?
- What should trigger assignment or revocation?
