We value your privacy and are committed to protecting your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard personal data when you access or use the Mail Ward service (the “Service”).

Definitions

“Service” means the Mail Ward platform, website, application, and related services.
“Personal Data” means any information relating to an identified or identifiable individual.
“Processing” refers to any operation performed on Personal Data, including collection, use, storage, or disclosure.
“User” means any individual accessing or using the Service.

Data Controller

CRM Marketeers Ltd. acts as the Data Controller for Personal Data processed through the Service where required under UK and EU data protection laws.

Information We Collect

We collect the following Personal Data directly from users:

Account Information: Name, email address, hashed password.
Authentication Data: OAuth tokens required to enable integrations.
Usage Information: Account usage metrics such as credit consumption.
Cookie Data: Session cookies for authentication and Klaviyo cookies for marketing analytics.

We do not:

Store IP addresses in logs.
Store email addresses imported for validation. These are processed temporarily and discarded after results are delivered.

How We Use Personal Data

We process Personal Data to:

Provide, operate, and maintain the Service.
Authenticate user accounts.
Validate email lists and return deliverability results.
Process payments and manage credits.
Send transactional notifications such as reports, receipts, and account updates.
Improve platform reliability, performance, and security.
Deliver marketing analytics via Klaviyo cookies (optional).

Legal Bases for Processing

We rely on the following legal bases under GDPR:

Contractual Necessity: Creating and maintaining an account and providing core platform functionality.
Legitimate Interests: Securing the platform, fraud prevention, service improvement, and usage analytics.
Consent: For optional marketing communications and marketing cookies, which can be withdrawn at any time.

Cookies and Tracking Technologies

We use:

Strictly Necessary Cookies (session authentication and platform functionality)
Preference Cookies (save login state)
Marketing/Analytics Cookies via Klaviyo (optional; opt-out available via cookie banner)

Users may:

Reject non-essential cookies
Withdraw consent at any time via the cookie banner settings

Sharing of Personal Data

We may share data with the following subprocessors to enable core functionality:

Stripe (payment processing)
Klaviyo (analytics and integration capabilities)
Emailable (email validation screening)
Google (OAuth authentication)
Hosting Provider (infrastructure and secure data storage)

All subprocessors are required to implement appropriate technical and organizational security measures.

We do not sell personal data.

Data Security

We apply industry-standard security measures, including:

Hashed passwords (bcrypt or equivalent)
TLS encryption for data in transit
Access controls and token-scoped permissions
Server-side security hardening

Data Retention

We retain:

Account data for as long as your account remains active.
Usage analytics and billing records as required for compliance.
Temporarily processed email addresses only until screening results are returned; they are then deleted.

You may request deletion of your account and associated Personal Data by contacting us.

International Data Transfers

Personal Data may be processed outside the UK/EU/EEA. Where this occurs, we rely on lawful transfer mechanisms such as:

Adequacy decisions, or
UK/EU Standard Contractual Clauses (SCCs)

Appropriate safeguards are applied to protect Personal Data.

Your GDPR Rights (EU/UK Users)

Users located in the UK/EU/EEA have the right to:

Access personal data
Rectify inaccurate data
Request erasure (“right to be forgotten”)
Restrict processing under certain conditions
Object to processing based on legitimate interests
Request data portability to another provider

Requests will be responded to within one month.

To exercise your rights, contact [email protected].

CCPA/CPRA Privacy Rights (California Residents)

California residents have the right to:

Know what categories of personal information we collect
Request deletion of personal information
Request correction of inaccurate personal information
Opt-out of the sale or sharing of personal information

We do not sell personal information.

Upon request, we will disclose:

Categories of personal information collected
Sources of information
Business purpose for collection
Categories of third parties with whom personal information is shared

Requests will be responded to within 45 days.

To exercise CCPA/CPRA rights, contact [email protected].

Automated Decision-Making and Profiling

Mail Ward does not engage in automated decision-making or profiling that produces legal or significant effects on users.

Data Subject Requests

We may verify your identity before fulfilling access, deletion, or portability requests.

We may decline requests where legally permitted (e.g., fraudulent, abusive, or technically unreasonable).

Changes to This Privacy Policy

We may update this Privacy Policy from time to time.

When changes occur, we will:

Update the effective date
Post the revised version within the Service

Continued use of the Service constitutes acceptance of changes.

Contact

For privacy inquiries, data requests, or rights exercises, contact:

[email protected]

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