Privacy Policy, MailAdept

1. Who We Are

MailAdept is a brand operated by mailwarm Inc., a company incorporated in the United States.

Registered Address:

251 Little Falls Drive
Wilmington, New Castle County
Delaware 19808
United States

We provide:

• Email deliverability consulting services
• Technical configuration and infrastructure support (DNS, SMTP, authentication)
• Monitoring, audits, and advisory services related to email performance

MailAdept acts as a data controller for personal data collected through its platform and services.

2. Scope of This Policy

This Privacy Policy applies to:

• Visitors of our website
• Users of our services (free or paid)
• Clients receiving consulting or technical services
• Prospects interacting with our forms, content, or communications

3. Data We Collect

We collect only the data necessary to operate our services effectively.

3.1 Account & Identity Information

• Full name
• Company name
• Email address
• Phone number (optional)
• Country and location

3.2 Billing & Payment Data

• Billing address
• Company legal information (if applicable)
• Transaction details

Note: Payment information is processed securely by third-party providers (e.g. Stripe). We do not store full credit card details.

3.3 Technical & Email Infrastructure Data (Core to MailAdept Services)

As part of our deliverability consulting services, we may access or process:

• SMTP configuration (host, port, username, protocol)
• Email service provider configuration
• DNS records (SPF, DKIM, DMARC, BIMI)
• Sending domains and subdomains
• Email headers and metadata (for troubleshooting)
• Deliverability performance data

Important:

We do not access or store the content of your emails unless explicitly required for debugging and only with your prior authorization.

All sensitive credentials are:

• Encrypted at rest and in transit
• Strictly access-controlled
• Used only for the purpose of delivering our services

3.4 Usage & Technical Data

• IP address
• Device and browser information
• Log data (logins, actions, diagnostics)
• Tool interactions (checkers, audits, etc.)
• Session and navigation behavior

3.5 Communication Data

• Emails and messages exchanged with our team
• Support requests
• Consultation notes
• Feedback and survey responses

3.6 Marketing & Preferences

• Newsletter subscriptions
• Marketing preferences (opt-in / opt-out)
• Event or content registrations

4. Why We Use Your Data

We process your data strictly for legitimate and defined purposes:

Service Delivery

• Provide email deliverability consulting
• Configure and monitor your email infrastructure
• Diagnose deliverability issues

Account & Operations

• Create and manage accounts
• Provide access to tools and reports
• Ensure platform functionality

Payments & Legal

• Process payments and invoices
• Comply with tax and regulatory requirements

Support & Communication

• Respond to requests and support tickets
• Provide service updates and alerts

Product Improvement

• Analyze usage to improve our services
• Identify bugs, issues, and optimization opportunities

Marketing (Optional)

• Send educational content and updates
• Share relevant product or service information

5. Legal Basis for Processing (GDPR)

We process personal data based on:

• Contractual necessity, to provide services you requested
• Legitimate interest, to improve services, ensure security, and prevent abuse
• Consent, for marketing communications and cookies
• Legal obligations, for accounting, compliance, and fraud prevention

6. Cookies & Tracking Technologies

We use cookies and similar technologies to:

• Maintain sessions and authentication
• Analyze traffic and usage (Google Analytics)
• Improve user experience
• Measure marketing effectiveness

We use a cookie consent banner in compliance with GDPR requirements.

You can:

• Accept cookies via the banner
• Modify preferences at any time
• Disable cookies via your browser settings

Note: Disabling cookies may impact certain functionalities.

7. Data Sharing

We do not sell personal data.

We only share data with trusted service providers necessary to operate our services:

Infrastructure & Hosting

• Amazon Web Services (AWS)

Payments

• Stripe

Analytics

• Google Analytics

Customer Support

• Crisp

CRM & Internal Operations

• Attio

Legal Authorities

• When required by law or regulatory obligations

All partners are bound by strict confidentiality and data protection obligations.

8. Data Storage & Transfers

Your data may be stored and processed in:

• European Union (AWS infrastructure)
• United States

We ensure compliance with GDPR through:

• Standard Contractual Clauses (SCCs) where required
• Secure infrastructure and encryption
• Strict access control policies

9. Data Retention

We retain data only as long as necessary:

• Active accounts: duration of the relationship
• Legal & billing data: up to 6 years
• Technical logs: up to 12 months

You may request deletion at any time unless legal obligations require retention.

10. Your Rights

You have the right to:

• Access your personal data
• Correct inaccurate or outdated data
• Request deletion ("right to be forgotten")
• Request data portability
• Object to processing
• Withdraw consent at any time
• File a complaint with a data protection authority

To exercise your rights, contact: contact@mailadept.com

11. Data Security

We implement strong security measures:

• SSL encryption
• Encryption at rest and in transit
• Strict access controls
• Credential protection and hashing
• Monitoring and logging
• Regular backups

Despite these measures, no system is completely secure.

12. Third-Party Services & Integrations

You may connect third-party services (e.g. email providers, CRMs) to MailAdept.

We are not responsible for:

• External systems
• Third-party data practices

We recommend reviewing their respective privacy policies.

13. Data Processing Agreement (DPA)

For clients using MailAdept services, a Data Processing Agreement (DPA) is available upon request.

This agreement governs:

• Data processing responsibilities
• Security obligations
• GDPR compliance

To request a DPA, contact: contact@mailadept.com

14. Changes to This Policy

We may update this Privacy Policy at any time.

The "Last Updated" date reflects the latest version.

Continued use of our services constitutes acceptance of any updates.

15. Contact

For any privacy-related request:

MailAdept (mailwarm Inc.)

Email: contact@mailadept.com
Website: https://www.mailadept.com