Effective Date: 20 January, 2025

MailOptimal (“we”, “our”, “us”) respects your privacy and is committed to protecting your personal data.

This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our website and services (the “Service”).

By using MailOptimal, you agree to the terms of this Privacy Policy.

1. Information We Collect

We collect the following types of information:

a) Information You Provide

  • Name, email address, phone number
  • Company details
  • Account login credentials
  • Billing and payment details
  • Communication preferences

b) Data from Connected Accounts

When you connect third-party services (e.g., LinkedIn, email accounts), we may collect:

  • Profile information
  • Contact lists and prospect data
  • Messages, replies, and engagement data

c) Usage Data

  • IP address, browser type, device info
  • Pages visited and actions taken within the platform
  • Log data and diagnostics

d) Cookies & Tracking Technologies

We use cookies and similar technologies to:

  • Improve user experience
  • Analyze usage
  • Enable core functionality

2. How We Use Your Information

We use your data to:

  • Provide, operate, and improve the Service
  • Enable outreach campaigns and automation features
  • Manage your account and subscriptions
  • Process payments
  • Communicate with you (product updates, support, marketing)
  • Ensure platform security and prevent abuse
  • Comply with legal obligations

3. How We Use Prospect Data

MailOptimal processes data about your prospects (contacts you upload or access via integrations).

  • You are the data controller
  • MailOptimal acts as a data processor

You are responsible for:

  • Having a lawful basis for processing (e.g., consent or legitimate interest)
  • Complying with applicable laws (e.g., GDPR, CAN-SPAM, local regulations)

We do not sell prospect data.

4. Sharing of Information

We may share your data with:

a) Service Providers

  • Payment processors
  • Cloud hosting providers
  • Analytics tools
  • Customer support tools

b) Third-Party Integrations

When you connect services like LinkedIn or email providers, data is shared as required to enable functionality.

c) Legal Requirements

We may disclose data if required to:

  • Comply with legal obligations
  • Enforce our Terms
  • Protect rights, safety, or prevent fraud

We do not sell your personal data.

5. Data Retention

We retain your data:

  • As long as your account is active
  • As necessary to provide the Service
  • To comply with legal obligations

After termination:

  • Data may be deleted within a reasonable timeframe
  • Some data may be retained for legal or security purposes

6. Data Security

We implement appropriate technical and organisational measures to protect your data, including:

  • Encryption (in transit and at rest, where applicable)
  • Access controls
  • Secure infrastructure

However, no system is completely secure, and we cannot guarantee absolute security.

7. International Data Transfers

Your data may be stored and processed in servers located outside your country.

We take steps to ensure appropriate safeguards are in place for cross-border data transfers.

8. Your Rights

Depending on your jurisdiction, you may have the right to:

  • Access your personal data
  • Correct inaccurate data
  • Request the deletion of your data
  • Object to or restrict processing
  • Data portability

To exercise these rights, contact us at [Insert Email].

9. Cookies Policy

We use cookies to:

  • Authenticate users
  • Remember preferences
  • Analyze performance

You can control cookies through your browser settings.

10. Third-Party Services

MailOptimal integrates with third-party platforms.

We are not responsible for:

  • Their privacy practices
  • Data handling policies

We encourage you to review their policies before connecting accounts.

11. Children’s Privacy

MailOptimal is not intended for individuals under 18.

We do not knowingly collect data from children.

12. Changes to This Policy

We may update this Privacy Policy from time to time.

We will notify users of significant changes. Continued use of the Service constitutes acceptance of the updated policy.

13. Contact Us

If you have questions about this Privacy Policy, contact:

Email: legal@mailoptimal.com
Company: Saaspire LLC