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Privacy Policy

Privacy Policy for Mailmine

Last Updated: 30/10/2024

1. Introduction

Mailmine ("we," "us," or "our") is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, store, and disclose your personal information when you use our website and services ("Services"). By accessing or using our Services, you agree to the collection and use of information in accordance with this policy.

2. Definitions

  • Personal Data: Any information relating to an identified or identifiable natural person.
  • Processing: Any operation performed on personal data, such as collection, storage, use, and disclosure.
  • User: Any individual who uses our Services.

3. Data Controller

Mailmine Ltd. is the data controller responsible for your personal data. Our contact details are:

  • Email: support@mailmine.co.uk

4. Information We Collect

We may collect and process the following types of information:

4.1 Personal Data Provided by You

  • Account Information: Name, email address, postal address, phone number, and company details when you register for an account.
  • Payment Information: Billing address and payment details when you purchase credits.
  • Communications: Any information you provide when you contact us for support or with inquiries.

4.2 Automatically Collected Data

  • Usage Data: Information about how you use our Services, including search queries, pages viewed, and actions taken.
  • Device Information: IP address, browser type, operating system, and device identifiers.

4.3 Cookies and Tracking Technologies

  • We use cookies and similar tracking technologies to collect information about your interaction with our Services. Please refer to our Cookie Policy for more details.

5. How We Use Your Information

We use your personal data for the following purposes:

  • To Provide Services: Facilitating account creation, processing transactions, and delivering requested Services.
  • To Improve Services: Analyzing usage patterns to enhance functionality and user experience.
  • Communication: Sending administrative information, responding to inquiries, and providing customer support.
  • Marketing: Sending promotional materials and updates if you have opted in to receive them.
  • Legal Compliance: Complying with legal obligations, resolving disputes, and enforcing our agreements.

6. Legal Basis for Processing

We process your personal data based on the following legal grounds:

  • Contractual Necessity: Processing is necessary to provide the Services you have requested.
  • Legitimate Interests: Processing is necessary for our legitimate interests, such as improving our Services and marketing.
  • Consent: Where you have provided consent, such as for receiving marketing communications.
  • Legal Obligations: Compliance with legal and regulatory requirements.

7. Cookies and Tracking Technologies

We use cookies and similar technologies for various purposes:

  • Essential Cookies: Necessary for the operation of our Services.
  • Analytical Cookies: To analyze user behavior and improve our Services using tools like Google Analytics and Microsoft Clarity.
  • Functional Cookies: To remember your preferences and enhance your experience.
  • Third-Party Cookies: Used by third-party services integrated into our Services.

For detailed information, please refer to our Cookie Policy.

8. Third-Party Services

We may share your information with third-party service providers:

8.1 Google Analytics

  • We use Google Analytics to collect information about how users interact with our Services. Google Analytics collects data such as IP address, browser type, pages visited, and time spent on pages.
  • Opt-Out: You can opt-out by installing the Google Analytics opt-out browser add-on.

8.2 Microsoft Clarity

  • We use Microsoft Clarity to understand user interactions through session replays and heatmaps.
  • Data Collected: Clarity may collect device information, usage data, and other analytical data.
  • Opt-Out: You can opt-out by visiting Microsoft's opt-out page.

8.3 Content Delivery Networks (CDNs)

  • We use CDNs like those provided by Alpine.js and Tailwind CSS to deliver content efficiently.
  • Data Collected: CDNs may collect your IP address and request data to deliver content.

8.4 Payment Processors

  • We use secure third-party payment processors to handle transactions. Your payment information is processed directly by these providers and is subject to their privacy policies.

9. Data Sharing and Disclosure

We may disclose your personal data:

  • Service Providers: To third parties who perform services on our behalf under confidentiality agreements.
  • Legal Requirements: If required by law or in response to valid requests by public authorities.
  • Business Transfers: In connection with a merger, sale, or transfer of assets.

10. Data Security

We implement appropriate technical and organizational measures to protect your personal data against unauthorized access, alteration, disclosure, or destruction. Measures include:

  • Encryption: Data encryption during transmission using SSL/TLS protocols.
  • Access Controls: Restricting access to personal data to authorized personnel.
  • Regular Audits: Conducting security assessments and audits.

11. Data Retention

We retain your personal data only for as long as necessary to fulfill the purposes for which it was collected, including legal, accounting, or reporting requirements.

  • Account Information: Retained until your account is deleted or as required by law.
  • Transaction Data: Retained for accounting and tax purposes.

12. International Data Transfers

Your personal data may be transferred to and processed in countries outside the UK that may have different data protection laws. We ensure appropriate safeguards are in place, such as:

  • Standard Contractual Clauses: Implemented for transfers to countries without an adequacy decision.
  • Privacy Shield Framework: For transfers to the U.S., where applicable.

13. Your Rights

Under the UK GDPR, you have the following rights:

  • Access: Request a copy of the personal data we hold about you.
  • Rectification: Request correction of inaccurate or incomplete data.
  • Erasure: Request deletion of your personal data under certain conditions.
  • Restriction: Request to restrict processing of your personal data.
  • Objection: Object to processing based on legitimate interests or direct marketing.
  • Data Portability: Request transfer of your data to another service provider.
  • Withdraw Consent: At any time where we rely on consent to process your data.

To exercise your rights, please contact us at support@mailmine.co.uk.

14. Children's Privacy

Our Services are not intended for individuals under the age of 18. We do not knowingly collect personal data from children.

15. Links to Other Websites

Our Services may contain links to third-party websites. We are not responsible for the privacy practices of these sites and encourage you to review their privacy policies.

16. 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 revision date. We encourage you to review this policy periodically.

17. Contact Us

If you have any questions or concerns about this Privacy Policy or our data practices, please contact us at:

  • Email: support@mailmine.co.uk

18. Complaints

If you believe we have infringed your data protection rights, you have the right to lodge a complaint with the Information Commissioner's Office (ICO):

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