Privacy Policy

1. Overview

MailSteady ("we," "us," "our," or "Company") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website and use our services.

Please read this Privacy Policy carefully. By accessing and using MailSteady, you acknowledge that you have read, understood, and agree to be bound by all the provisions of this Privacy Policy.

If you do not agree with our policies and practices, please do not use our services.

2. Information We Collect

2.1 Personal Information You Provide

We collect personal information that you voluntarily provide when:

• Creating or updating your account
• Placing an order for our services
• Contacting our support team
• Subscribing to our newsletter
• Providing feedback or participating in surveys

This may include:

• Name and contact information (email, phone number, mailing address)
• Business information (company name, industry, website)
• Payment information (billing address, payment method)
• Account credentials and authentication information

2.2 Information About Your Inbox Usage

When you use our services, we collect:

• Domain names you've registered through us
• Inbox deployment and configuration data
• Email sending volume and patterns (aggregated data)
• Deliverability metrics and performance data
• Integration information with third-party sequencers

2.3 Automatically Collected Information

When you access our website or services, we automatically collect:

• Device information (type, operating system, browser type)
• IP address and geographic location (country-level)
• Pages visited and actions taken on our website
• Referral source and traffic patterns
• Timestamps and duration of visits
• Device identifiers and unique cookies

2.4 Information from Third Parties

We may receive information about you from:

• Payment processors and financial institutions
• Third-party verification services
• Marketing and analytics partners
• Your referral source (if referred by a partner)

3. How We Use Your Information

3.1 Service Provision

We use your information to:

• Create and manage your account
• Provision and deliver inbox services
• Configure and authenticate your domains
• Process payments and handle billing
• Provide technical support and customer service
• Monitor service performance and uptime

3.2 Communications

We may use your contact information to:

• Send service-related announcements and updates
• Respond to your inquiries and support requests
• Send marketing communications (with your consent)
• Notify you of changes to our terms or policies
• Send important account and security notices

3.3 Improvement and Analytics

We use information to:

• Analyze usage trends and user behavior
• Improve our services, features, and website
• Troubleshoot technical issues
• Conduct research and develop new features
• Create anonymized, aggregated reports

3.4 Legal and Safety

We may use your information to:

• Comply with legal obligations and regulations
• Enforce our Terms of Service and other agreements
• Protect against fraud, security threats, or illegal activity
• Protect the rights, privacy, and safety of our users and company
• Respond to legal requests from authorities

3.5 Legitimate Business Interests

We may process your information for legitimate business purposes such as preventing abuse, maintaining and improving our platform, and understanding our customer base.

4. Data Security

We implement comprehensive technical, administrative, and physical security measures to protect your information, including:

• SSL/TLS encryption for data in transit
• Encryption at rest for sensitive data
• Regular security audits and penetration testing
• Access controls and authentication mechanisms
• Secure data storage and backup procedures
• Employee training on data protection and privacy
• Incident response procedures for data breaches

If we discover a data breach that compromises your personal information, we will notify affected users in compliance with applicable laws and our notification procedures.

5. Data Retention

We retain your information for as long as necessary to provide our services and fulfill the purposes outlined in this policy. Specifically:

• Account Data: Retained while your account is active and for 12 months after account termination
• Transaction Records: Retained for at least 7 years for tax and accounting purposes
• Support Communications: Retained for 3 years after resolution
• Marketing Data: Retained until you unsubscribe or request deletion
• Backup Data: Retained according to our backup retention policy (typically 90 days)
• Analytics Data: Retained in aggregated form indefinitely; individually identifiable data deleted after 24 months

You can request deletion of your information at any time, subject to legal retention requirements.

6. Your Rights

6.1 Access and Portability

You have the right to request access to the personal information we hold about you and to receive a copy in a portable format.

6.2 Correction and Deletion

You may request that we correct inaccurate information or delete your information, subject to certain legal and contractual exceptions.

6.3 Opt-Out

You can opt out of marketing communications at any time by clicking the "unsubscribe" link in our emails or by contacting us directly.

6.4 Marketing Preferences

You can manage your communication preferences in your account settings.

6.5 Data Processing Restrictions

In certain circumstances, you may request that we restrict how we process your information.

To exercise any of these rights, please contact us at support@mailsteady.com with details of your request.

7. Third-Party Services

7.1 Information Sharing

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

• Service Providers: Companies that help us operate our website and provide services (payment processors, hosting providers, analytics services)
• Integration Partners: Email sequencers and cold email platforms you connect to our services
• Legal Requirements: When required by law, court order, or government request
• Business Transfers: In case of merger, acquisition, or sale of assets
• Protection: When necessary to protect our rights, your safety, or the security of others

7.2 Data Processing Agreements

All third-party service providers who access your information are contractually bound to maintain confidentiality and use your information only for the purposes we specify.

7.3 Third-Party Links

Our website may contain links to third-party websites. We are not responsible for their privacy practices. We encourage you to review their privacy policies before providing information.

8. Cookies and Tracking

8.1 What Are Cookies?

Cookies are small files stored on your device that help us recognize you and improve your experience.

8.2 How We Use Cookies

We use cookies for:

• Authentication and session management
• Remembering your preferences
• Analytics and performance monitoring
• Marketing and advertising purposes

8.3 Managing Cookies

Most browsers allow you to control cookies through settings. You can block or delete cookies, but this may affect your ability to use certain features of our services.

8.4 Tracking Technologies

We may use web beacons, pixels, and similar tracking technologies to monitor interactions with our website and marketing emails.

9. GDPR Compliance

9.1 For EU Residents

If you are located in the European Union, United Kingdom, or other regions with similar privacy laws, the following applies:

9.2 Legal Basis for Processing

We process your information based on:

• Contract: Processing necessary to provide our services
• Consent: Your explicit consent for marketing and optional services
• Legal Obligation: Compliance with applicable laws
• Legitimate Interests: Our business interests in improving services and fraud prevention

9.3 Data Protection Rights

You have the right to:

• Access your personal data
• Rectify inaccurate data
• Erase your data (right to be forgotten)
• Restrict processing
• Data portability
• Object to processing
• Lodge a complaint with your supervisory authority

9.4 International Data Transfers

If you are in the EU/EEA and your data is transferred outside the region, we ensure adequate safeguards are in place through appropriate mechanisms such as Standard Contractual Clauses.

9.5 Data Protection Officer

For data protection inquiries, contact us at support@mailsteady.com

10. Contact Us

If you have questions about this Privacy Policy or our privacy practices, please contact us:

MailSteady Support Team
Support: support@mailsteady.com

We will respond to your inquiry within 30 days or as required by applicable law.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time. Changes will be posted on this page with an updated "Last Updated" date. Your continued use of our services after changes indicates your acceptance of the updated policy.

For significant changes, we will provide notice through email or a prominent notification on our website.