Privacy Policy

1. Scope

This policy applies to information collected through the MailTeek website, application, support channels, and related operational services.

It does not govern how third-party mailbox providers, payment processors, analytics vendors, or recipient inbox providers process data under their own policies.

2. Information We Collect

• Account information such as name, email address, company details, workspace identifiers, and login activity.
• Mailbox connection data such as SMTP settings, IMAP settings, OAuth tokens, mailbox usernames, sender identities, and connection health metadata.
• Campaign and operational data such as contacts, custom fields, templates, email content, schedules, suppression entries, replies, bounces, logs, and analytics.
• Billing data such as subscription plan, invoices, transaction references, billing country, tax information, and payment status metadata.
• Security and diagnostic data such as IP address, browser metadata, device information, audit logs, worker events, and abuse-prevention signals.

3. How We Use Information

• To provide campaign automation, mailbox connectivity, reply tracking, bounce tracking, suppression management, reporting, and account administration.
• To secure the platform, investigate incidents, enforce rate limits, prevent abuse, detect fraud, and maintain service reliability.
• To operate subscriptions, issue invoices, process payments through authorized processors, and manage collections or failed renewals.
• To communicate account notices, product updates, security notices, support responses, and policy changes.
• To improve the product through diagnostics, performance analysis, and service planning.

4. Legal Bases And Customer Responsibility

Customers are responsible for establishing an appropriate legal basis for collecting, importing, storing, and contacting leads or recipients through the platform.

If you are subject to GDPR, UK GDPR, CCPA, or similar frameworks, you are responsible for providing required notices, honoring recipient rights, and documenting your lawful basis where required.

5. Payment And Billing Data

MailTeek may use third-party payment processors to handle subscription charges, renewals, fraud screening, invoice settlement, and tax-related workflows. We do not intentionally store full raw card numbers unless our payment processor and implementation explicitly require tokenized storage.

We may retain transaction metadata, invoice status, billing address details, and processor reference IDs for accounting, fraud prevention, dispute handling, refunds, and compliance.

6. Sharing Of Information

• With infrastructure and hosting vendors that help us run the service.
• With mailbox and API providers such as Google, Microsoft, SMTP vendors, or IMAP providers when needed to perform customer-requested actions.
• With payment processors, tax vendors, auditors, legal advisers, or regulators when reasonably required.
• In connection with a merger, financing, acquisition, reorganization, asset sale, or insolvency process, subject to appropriate confidentiality safeguards where feasible.

7. Data Retention

We retain data for as long as needed to provide the service, maintain business records, resolve disputes, enforce agreements, comply with law, and protect the platform.

After account cancellation, some data may remain in backups, invoices, audit trails, suppression records, or security logs for a limited period where justified by legal, security, or operational needs.

8. Security

We use administrative, technical, and organizational measures intended to protect data, including credential encryption, access controls, service isolation, logging, and operational monitoring.

No system can be guaranteed to be completely secure, and customers should use strong authentication, control workspace access carefully, and notify us promptly of suspected compromise.

9. International Transfers

Customer data may be processed in jurisdictions other than the country where it was originally collected. Where required, customers remain responsible for assessing whether additional transfer safeguards are needed for their use case.

10. Your Rights

• You may request access to, correction of, or deletion of certain personal information we hold about you, subject to legal and operational limits.
• You may request export of certain account data where technically feasible.
• You may object to some processing or request restriction where applicable law provides those rights.

11. Children

MailTeek is intended for business use and is not directed to children under 18.

12. Changes To This Policy

We may update this Privacy Policy from time to time. The updated version will apply from the time it is published unless stated otherwise.

13. Contact

For privacy questions, support requests, or data-rights inquiries, contact support@mailteek.com.