Application Privacy Policy

Last updated: July 15, 2025

Welcome to SendMail. We are committed to protecting your privacy and ensuring you have a positive experience with our services. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our email management application, websites, and related services (collectively, the "Services").

By accessing or using our Services, you agree to the terms of this Privacy Policy. If you do not agree with the practices described in this policy, please do not access or use our Services.

1. Information We Collect

We collect various types of information to provide, maintain, and improve our Services. The information we collect includes:

1.1 Personal Information

Personal information is data that can be used to identify or contact you. We may collect the following personal information:

• Account Information: When you create an account, we collect your name, email address, password, and other account credentials.
• Contact Information: We may collect your phone number and other contact details if you provide them.
• Profile Information: You may choose to provide additional profile information, such as a profile picture, job title, or company name.
• Payment Information: If you subscribe to a paid plan, we collect payment information (such as credit card details) through our third-party payment processors.

1.2 Email Content and Metadata

To provide our email management services, we access and process the content and metadata of your emails:

• Email Content: We may access the content of your emails to provide features such as search, organization, categorization, and spam filtering.
• Email Metadata: We collect metadata associated with your emails, including sender and recipient information, subject lines, timestamps, and email headers.
• Attachment Information: We may process information about attachments to provide features such as virus scanning and attachment organization.

1.3 Usage Information

We collect information about how you use our Services:

• Log Information: We collect log information when you use our Services, including your IP address, browser type, operating system, referral URLs, and other usage details.
• Device Information: We collect information about the devices you use to access our Services, including hardware models, device identifiers, and mobile network information.
• Analytics Information: We use analytics tools to collect information about your interaction with our Services, such as the features you use, the time you spend on our Services, and the pages you visit.

1.4 Cookies and Similar Technologies

We use cookies and similar tracking technologies to enhance your experience with our Services:

• Cookies: We use cookies to authenticate users, remember user preferences, and provide personalized content.
• Web Beacons: We may use web beacons to track the effectiveness of our marketing campaigns and to analyze usage patterns.
• Pixel Tags: We may use pixel tags to collect information about your interactions with our emails and website.

2. How We Use Your Information

We use the information we collect for various purposes, including:

2.1 Providing and Improving Our Services

• Deliver, maintain, and improve our Services
• Process your emails and provide email management features
• Develop new features and functionality
• Diagnose and fix technical issues
• Personalize your experience with our Services

2.2 Communication

• Send you service-related notifications and updates
• Respond to your inquiries and support requests
• Send you marketing communications (with your consent)
• Provide customer support and troubleshooting assistance

2.3 Security and Fraud Prevention

• Verify your identity and prevent unauthorized access
• Detect, prevent, and address security threats
• Protect against fraud and abuse
• Comply with legal obligations

2.4 Analytics and Research

• Analyze usage patterns and trends
• Conduct research and development
• Improve our algorithms and machine learning models
• Measure the effectiveness of our marketing campaigns

3. Data Storage and Security

We take the security of your information seriously and implement appropriate technical and organizational measures to protect your data:

3.1 Data Security Measures

• Encryption: We use industry-standard encryption to protect your data both in transit and at rest.
• Access Controls: We implement strict access controls to limit who can access your information.
• Authentication: We use multi-factor authentication and other security measures to verify user identity.
• Monitoring: We continuously monitor our systems for security threats and vulnerabilities.
• Regular Audits: We conduct regular security audits and assessments.

3.2 Data Storage

We store your data on secure servers located in data centers that meet industry standards for security and reliability. We take measures to ensure the physical security of these facilities, including access controls, surveillance, and environmental controls.

While we strive to protect your information, no method of transmission over the internet or electronic storage is completely secure. We cannot guarantee the absolute security of your data, but we are committed to using commercially reasonable means to protect it.

4. Third-Party Disclosure

We may share your information with third parties in the following circumstances:

4.1 Service Providers

We engage third-party service providers to perform functions on our behalf, such as:

• Cloud storage and hosting services
• Payment processing
• Email delivery and marketing
• Analytics and data processing
• Customer support and helpdesk services

These service providers have access to your information only to perform these tasks on our behalf and are obligated not to disclose or use it for any other purpose.

4.2 Business Transfers

If SendMail is involved in a merger, acquisition, or sale of all or a portion of its assets, your information may be transferred as part of that transaction. We will notify you via email and/or a prominent notice on our website before your information is transferred and becomes subject to a different privacy policy.

4.3 Legal Requirements

We may disclose your information if required to do so by law or in response to valid requests by public authorities (such as a court or government agency). We may also disclose your information:

• To comply with legal obligations
• To protect the rights, property, or safety of SendMail, our users, or others
• To prevent fraud or abuse
• To enforce our Terms of Service

4.4 Aggregated and Anonymized Information

We may share aggregated or anonymized information that does not identify you individually, such as statistical data about user behavior or demographic information.

5. Your Privacy Rights

Depending on your location, you may have certain rights regarding your personal information. We aim to make it easy for you to exercise these rights.

5.1 Access and Correction

You have the right to access the personal information we hold about you and to request corrections if that information is inaccurate or incomplete. You can access and update most of your personal information through your account settings.

5.2 Data Portability

You have the right to receive a copy of your personal information in a structured, commonly used, and machine-readable format. You may also have the right to request that we transfer this information to another data controller.

5.3 Deletion

In certain circumstances, you may have the right to request the deletion of your personal information. This is sometimes referred to as the "right to be forgotten." Please note that we may need to retain certain information for legal or legitimate business purposes.

5.4 Restriction of Processing

In certain circumstances, you may have the right to restrict the processing of your personal information, such as while we are verifying the accuracy of the information or investigating a complaint.

5.5 Objection to Processing

You may have the right to object to the processing of your personal information for certain purposes, including direct marketing.

5.6 How to Exercise Your Rights

To exercise any of these rights, please contact us using the information provided in the "Contact Us" section below. We will respond to your request within a reasonable timeframe, typically within one month.

If you are not satisfied with our response, you may have the right to lodge a complaint with your local data protection authority.

6. Data Retention

We retain your information for as long as necessary to provide our Services and fulfill the purposes described in this Privacy Policy. The retention period varies depending on the type of information and the purpose for which it is used.

6.1 Account Information

We retain your account information for as long as your account is active. If you delete your account, we may retain certain information for a reasonable period of time for legal, security, or operational purposes.

6.2 Email Content and Metadata

We retain your email content and metadata for as long as necessary to provide our email management services. The retention period may vary depending on your account type and settings.

6.3 Usage Information

We typically retain usage information for a shorter period, usually for analytics and operational purposes. However, some usage data may be retained for longer periods for security, legal, or regulatory reasons.

6.4 Data Minimization

We follow the principle of data minimization, which means we only collect and retain the information necessary for the purposes described in this Privacy Policy. When information is no longer needed, we take steps to delete or anonymize it.

7. Children's Privacy

Our Services are not intended for children under the age of 13. We do not knowingly collect personal information from children under 13. If we become aware that we have collected personal information from a child under 13 without verification of parental consent, we take steps to remove that information from our servers.

If you believe that we might have any information from or about a child under 13, please contact us using the information provided in the "Contact Us" section below.

8. International Data Transfers

SendMail operates globally, and your information may be transferred to, stored, or processed in countries other than your country of residence. These countries may have different data protection laws than your country.

8.1 Transfer Mechanisms

When we transfer your information across borders, we take steps to ensure that adequate protections are in place. These may include:

• Standard Contractual Clauses (SCCs) approved by data protection authorities
• Binding Corporate Rules (BCRs)
• Data Privacy Framework (DPF) certifications
• Other legally recognized transfer mechanisms

8.2 Your Rights Regarding International Transfers

You may have the right to obtain information about the safeguards we use for international data transfers. If you would like more information about these safeguards, please contact us using the information provided in the "Contact Us" section below.

9. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technologies, legal requirements, or other factors. When we make significant changes to this policy, we will notify you through our Services or by other means, such as email.

We encourage you to review this Privacy Policy periodically to stay informed about how we are protecting your information. Your continued use of our Services after any changes to this policy constitutes your acceptance of the updated Privacy Policy.

10. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or our privacy practices, please contact us: