Privacy Policy

“Mailmanny”, “we” and “us” mean the company that operates mailmanny.com and the Mailmanny service. This policy covers our website, the Mailmanny app, our API and SDKs, and the emails we send.

Controller for account data

When you visit our website, create an account, use the app or contact us, we decide why and how your personal data is processed. For that data we are the controller (in California terms, the business).

Processor for subscriber data

When our customers upload contacts, collect signups through Mailmanny forms or send campaigns, the people on those lists (“subscribers”) are the customer’s audience, not ours. For subscriber data we act as a processor (or service provider) and only process it on our customer’s instructions and under our Terms of Service. A Data Processing Addendum (DPA) is available on request at privacy@mailmanny.com.

Information you give us

• Account details: your name, email address and password (stored only as a salted hash), or your Google profile name, email and picture if you sign in with Google.
• Workspace details: your business name, website and the postal address that the law requires in your marketing emails.
• Onboarding answers: how you collected your list, roughly how many contacts you have and plan to email, and your industry. We use these to keep the platform safe (see Section 3).
• Content: emails, templates, images, signup forms and settings you create.
• Support conversations: what you send us when you ask for help, including attachments.
• Billing details: if you buy a paid plan, Stripe handles the payment. We receive the billing name, email address and address you give at checkout, your plan and invoices, and limited card information such as the brand, last four digits and expiry date. We never see or store your full card number.

Information collected automatically

• Usage and device data: IP address, browser and device type, pages and features used, and timestamps, recorded in server logs when you use the website, app or API.
• Security signals: sign-in events, API key usage and the IP addresses involved, used to protect accounts and detect abuse.
• Marketing attribution: on our marketing and sign-in pages, the campaign parameters and ad click identifiers in the address you arrived from, as described in Section 6.

Information from others

If you sign in with Google, Google tells us your name, email address and profile picture. If someone reports an email sent from your account as abuse, we receive their report and the details of the message they reported.

We use account data to:

• Provide the service: create and secure your account, send your campaigns and automations, show your reports, and answer support requests.
• Keep the platform safe: vet new accounts, scan content and imported lists for spam and phishing, watch bounce and complaint rates, and pause senders who put deliverability at risk. Shared sending reputation depends on it. Our reviews are automated: an AI model checks emails, imports and new accounts against our Acceptable Use Policy, a second AI model checks the same material independently, and our own rules then make the decision (see “Automated review” below).
• Send account email: verification links, password resets, sending alerts, security notices and important changes. You can’t opt out of these while you have an account.
• Improve Mailmanny: understand which features are used and fix what’s broken, mostly from aggregated data.
• Measure our own advertising: learn which ads lead to sign-ups and first campaigns, as described in Section 6.
• Meet legal obligations: respond to lawful requests, keep required records and enforce our Terms.

Where the GDPR or UK GDPR applies, our legal bases are: performing our contract with you (running your account); our legitimate interests (security, abuse prevention, product improvement and measuring our ads where consent isn’t required), balanced against your rights; your consent (where we ask for it, for example for ad measurement in the EEA, UK and Switzerland); and legal obligations.

Automated review

Some things are reviewed automatically before they’re used or sent: new accounts, imported lists that look risky, emails from newer accounts, and emails our checks flag. For this we send the material being reviewed to our AI provider, OpenAI: the email’s subject, sender, text, images and links; the titles and opening text of the pages those links lead to; your website and signup answers; and aggregate statistics about the audience and your sending, including recipient email domains shared by at least 5 recipients. Where an email uses custom fields, we may include values that at least 3 subscribers share, with email addresses and phone numbers removed. We never send your subscriber list or your subscribers’ email addresses. OpenAI processes this data only to return the review and doesn’t use it to train its models. To check where links lead, our systems visit the links in your emails and the website you give us, and look up public domain-registration data.

A quick automated screen looks at it first. When it’s clearly fine and your account has a good track record, it can be approved right away; anything else goes to two separate AI checks that look at the same material independently, and we also re-check a sample of quick approvals this way. Our own rules then make the decision, taking your account’s track record into account: approve, approve with limits (such as a smaller first batch or a slower pace), ask for changes, or decline. The screen never declines or holds anything on its own. If the review holds or blocks something, we tell you why, and you can edit and send again. If you think a decision is wrong, reply to our email and a person on our team will take another look.

For our customers, we store and process subscriber data such as:

• email address, name and any custom fields the customer adds (for example birthday or city);
• subscription status, tags and segment membership;
• consent records: where and when someone signed up, the IP address used and the form they saw;
• email activity: which emails were sent and delivered, opens, clicks, bounces, complaints and unsubscribes.

We use subscriber data only to provide the service to the customer who uploaded it: delivering their emails, showing them reports, processing unsubscribes and bounces, and protecting deliverability (for example, never sending to an address that has bounced or complained). We don’t sell it, don’t use it to market Mailmanny, don’t combine it across customers to build profiles, and don’t send it to advertising platforms. Our automated review sees only aggregate statistics about a customer’s audience, never the list itself (see Section 3).

The subscriber-facing pages we host for customers (unsubscribe, subscription confirmation, hosted signup forms and “view in browser”) set no advertising cookies and load no analytics.

Customers can see whether their emails were opened and which links were clicked. Here is exactly how that works:

• Opens: each email contains a tiny transparent image unique to the recipient. When an email app loads it, our email delivery provider records an open event, which we store against the message.
• Clicks: links are rewritten to pass briefly through a tracking address that records the click and then forwards the reader to the original destination.
• Delivery events: our email delivery provider tells us when a message is delivered, bounces or is marked as spam, so we can suppress those addresses automatically.

Some email apps load images automatically. Apple Mail Privacy Protection, for example, downloads images on the reader’s behalf, which can record an “open” the person never made. Our reports let customers filter out these machine opens.

Customers can switch open tracking and click tracking off for any campaign. Subscribers can block tracking by turning off automatic image loading in their email app, and can unsubscribe at any time with the link in every marketing email.

This section is about mailmanny.com itself, not our customers’ emails. We advertise Mailmanny on platforms such as Google, Meta and TikTok, and we measure which ads lead to sign-ups. We do this from our own servers rather than with tracking scripts from those platforms. Our customers’ subscribers are never measured: the pages we host for them set no advertising cookies and load no analytics.

What we collect

• The campaign that brought you: on our marketing and sign-in pages, our server notes the campaign parameters (UTM tags) and ad click identifiers in the address you arrived from (Google’s gclid, gbraid and wbraid, Meta’s fbclid, TikTok’s ttclid), the page that referred you (without its query string) and the page you landed on (the path only). We keep the first and the most recent of these, in first-party cookies that only our server can read.
• Platform identifiers: Meta’s browser and click identifiers and TikTok’s click identifier, set by our own server. No Meta or TikTok script runs on our site.
• At sign-up: we copy that information onto your account, together with the IP address and browser user agent you signed up with and your country.

We never record tokens, email addresses or redirect targets from page addresses. Inside the app, no advertising tags run and no advertising cookies are set; product analytics there is described under “Analytics” below.

Cookies we use

Analytics

We use Google Analytics 4 on our marketing and sign-in pages only, never inside the app or on subscriber-facing pages, where it is switched off entirely. Before page addresses reach Google, we strip everything except campaign parameters, so tokens, email addresses and redirect targets in URLs are never sent. We also count clicks on our main buttons, such as “Start free”. Your Analytics choice in Cookie preferences controls whether Google Analytics may store cookies in your browser.

We also use PostHog on our marketing site, the sign-in pages, onboarding and inside the app (never on the pages we host for our customers’ subscribers, and never in our staff tools) to understand how Mailmanny is used and to fix what gets in the way:

• Product analytics: pages viewed (addresses with tokens, email addresses and redirect targets removed), clicks, which home page version you saw, page speed, and your browser, device and approximate location (from your IP address). Inside the app we record that something was clicked, never the text or values on the screen, so your contacts and your emails never reach PostHog.
• Session replay: a recording of how a visit unfolds, used to find confusing screens and bugs. Everything you type is masked. Inside the app all text is masked and images are hidden too. Email previews are never recorded.
• Error reports: when something breaks in your browser or on our servers, the error and the page or step it happened on.
• Account events: our servers record steps such as signing up, finishing onboarding, verifying a domain, sending a campaign and plan changes or payments, with your user and workspace IDs, so we can see where people get stuck and what works. They contain counts in ranges, never your contacts, subject lines or email content.

When you’re signed in, PostHog knows your name, email address and account so these can be linked to you. If you decline Analytics in Cookie preferences (or, where we ask first, until you allow it), PostHog runs without cookies or local storage and only counts visits anonymously: no session replay, nothing linked to your account, and you always see our standard home page.

Conversion measurement

When someone creates an account, sends their first campaign or makes a first purchase, our servers may report that event to the ad platform that brought them:

• Meta (Conversions API) and TikTok (Events API): a SHA-256 hash of your email address and of our internal user ID, your IP address and browser user agent, and their click identifiers. Meta also receives a hash of your first name and your country.
• Google Ads: one Google click identifier and a hash of your email address, directly or through Google Analytics. Google doesn’t receive your IP address from us.
• Google Analytics: the sign-up or first-campaign event with our internal user ID (never your email address).

We never send campaign content, list sizes, contact data or anything about your subscribers to an ad platform. Each event is reported at most once per platform.

When we ask first

• Where the law requires your consent, such as in the EEA, the UK and Switzerland, and whenever we can’t tell where you are, we ask before measuring you. Until you choose, we set no advertising cookies and store no click identifiers, only a small flag that shows the cookie banner, and Google Analytics runs without cookies.
• “Reject all” is as easy as “Accept all”, and “Preferences” lets you allow Analytics and Advertising separately.
• Elsewhere, ad measurement is on by default, and you can turn it off at any time.
• Every conversion report is checked against your choice twice: when it is queued and again right before it is sent. If you opted out, or haven’t consented where consent is required, it isn’t sent.
• A choice you make before signing up carries over to your new account, but never replaces a choice you already made there.

How long we keep it

• Advertising cookies: 90 days, or until you opt out. A click identifier is replaced when you arrive from a new ad.
• Your cookie choices: 180 days, after which we may ask again where consent is required.
• The measurement record on your account: for as long as your account is open, and deleted with it. The identifiers in it (click IDs, Meta and TikTok identifiers, IP address and user agent) are cleared as soon as you opt out.
• Unsent conversion reports: expire if they can’t be delivered within the platform’s window: 7 days for Meta and TikTok, 89 days for Google.
• Google Analytics event data: 14 months.
• PostHog: session recordings for up to 90 days; product analytics events and error reports for as long as we need them to understand how Mailmanny is used, at most 7 years; deleted with your account on request.

How to opt out

• Use the “Cookie preferences” link in our website footer and switch off Advertising (and Analytics, if you like).
• Or email privacy@mailmanny.com and we’ll switch it off for your account.

Opting out is honored everywhere and stays in place for your account until you change it. We delete the advertising cookies from your browser and, if you’re signed in, clear the identifiers we stored for measurement and cancel any conversion reports that haven’t been sent yet. We keep only your country, because we need it to apply the consent rules above.

We use the following service providers to run Mailmanny. Each one processes personal data only to provide its service to us, under a contract that requires appropriate protection. We will update this list before adding a provider that processes subscriber data, and customers with a DPA can ask to be notified of changes.

Apart from the subprocessors above, we share personal data only:

• when a customer instructs us to (for example, exporting their contacts);
• when the law requires it, such as a valid court order, and then only what is required. Where allowed, we tell the customer concerned first;
• to protect people, the service or the public, for example when investigating phishing sent through Mailmanny;
• as part of a merger, acquisition or sale of assets, in which case this policy continues to apply to the data.

We don’t sell personal data for money. Under California law, reporting conversions to ad platforms can count as “sharing” for cross-context behavioral advertising. You can opt out of that sharing with the “Cookie preferences” link in our footer or by emailing privacy@mailmanny.com.

We protect data with measures appropriate to its sensitivity, including:

• encryption in transit (TLS) everywhere, and encryption at rest by our hosting and database providers;
• passwords stored only as salted hashes, and API keys shown once and stored in a form that can’t be read back;
• access to customer data limited to the staff who need it to run, support or secure the service;
• separated sending configuration for every workspace, so one customer’s sending can be paused without affecting others.

No system is perfectly secure. If a breach affects your personal data, we will notify you and the relevant authorities as the law requires.

Mailmanny is operated from, and stores data in, the United States. If you are in the EEA, the UK or Switzerland, your data is transferred to the United States under the European Commission’s Standard Contractual Clauses (and the UK and Swiss equivalents), with additional safeguards where needed. Contact us for a copy of the relevant clauses.

Depending on where you live, you may have the right to:

• access the personal data we hold about you and get a copy in a portable format;
• correct inaccurate data;
• delete your data;
• object to or restrict certain processing, including processing based on legitimate interests;
• withdraw consent at any time, without affecting processing that happened before;
• opt out of the “sharing” of personal data for cross-context behavioral advertising (California);
• not be discriminated against for exercising these rights;
• complain to your local data protection authority.

You can update most account details in the app. To delete your account, or for anything else, email privacy@mailmanny.com. We may need to verify your identity first, and we respond within one month (or 45 days where California law applies). An authorized agent can make a request for you with your signed permission.

If you are a subscriber on a Mailmanny customer’s list, please contact that sender first, since they decide how your data is used. We will help them respond.

Mailmanny is a business tool and isn’t directed to children. We don’t knowingly collect personal data from anyone under 16. If you believe a child has given us personal data, contact us and we will delete it.

We will update this policy when our practices change. The “Last updated” date at the top shows the current version. For material changes, we will notify account holders by email or in the app before the change takes effect.

Privacy questions, data requests and DPA requests: privacy@mailmanny.com. To report spam or abuse sent through Mailmanny: report@mailmanny.com or the report abuse form.