Privacy Policy

Mail Market (“Mail Market”, “we”, “us”, “our”)

Effective date: [INSERT DATE]  |  Last updated: [INSERT DATE]

This Privacy Policy explains how Mail Market collects, uses, shares, and protects personal information when you use our email marketing platform and related services (the “Services”).

If you do not agree with this Policy, please do not use the Services.

1) Who this Policy applies to

This Policy applies to:

• Account holders / Customers who create a Mail Market account and use the Services.
• End recipients / Subscribers whose information is uploaded or collected by our Customers.
• Website visitors who visit our public pages.

2) Roles: Customer vs Mail Market

In most cases, our Customers decide what subscriber data is collected and how it is used for their campaigns. In those situations:

• The Customer is the primary decision-maker for subscriber data (often called the “Controller”).
• Mail Market provides the platform to process that data on the Customer’s instructions (often called the “Processor”).

If you are a Subscriber receiving emails from one of our Customers, please contact that sender directly for questions about why you received an email or how your data is used.

3) Information we collect

3.1 Information you provide (Account data)

• Name, email address, phone number (if provided)
• Business/organization name and address (if provided)
• Login credentials (stored securely and/or hashed)
• Billing-related details (if you purchase paid plans) — note: payment card details are typically handled by our payment processor, not stored by us

3.2 Subscriber data uploaded or collected by Customers

Customers may upload or collect Subscriber information such as names, email addresses, phone numbers, location, tags, custom fields, and consent records. This data is controlled by the Customer and processed by us to deliver the Services.

3.3 Technical and usage data

• IP address, device and browser type, operating system
• Log data and event data (pages viewed, features used, timestamps)
• Cookie identifiers and similar tracking technologies
• Email campaign analytics (deliveries, opens, clicks, bounces, unsubscribes, spam complaints)

3.4 Support and communications

• Messages you send to support (tickets, emails, chat)
• Attachments you provide voluntarily (e.g., screenshots, logs)

4) How we use information

We use information to:

• Provide, operate, maintain, and secure the Services
• Authenticate users and manage accounts
• Send transactional messages (e.g., verification, password reset, service notices)
• Process billing, payments, and plan management (where applicable)
• Measure performance of email sending and improve deliverability
• Prevent abuse, fraud, and unauthorized access
• Provide customer support and respond to inquiries
• Comply with legal obligations and enforce our terms

5) Legal bases (POPIA / GDPR-style summary)

Where required by law, we process personal information under one or more lawful bases, including: performance of a contract, legitimate interests (e.g., security and service improvement), consent (where applicable), and legal obligation.

6) Cookies and tracking

We may use cookies and similar technologies to operate the site, remember preferences, and measure usage. You can control cookies via your browser settings. Some cookies are necessary for the Services to function.

7) Sharing and disclosure

We may share information only as needed, including with:

• Service providers that help us run the Services (hosting, security, analytics, email delivery, support tools)
• Payment processors (if paid plans are enabled) to process payments securely
• Law enforcement / regulators when required to comply with law, court order, or to protect rights and safety
• Business transfers if we undergo a merger, acquisition, or sale of assets (with appropriate safeguards)

We do not sell personal information in the ordinary meaning of “sell”.

8) Email content, deliverability, and anti-abuse

To protect deliverability and prevent abuse, we may automatically analyze sending patterns, bounce/spam rates, and complaint signals. We may suspend or limit accounts that violate our acceptable use rules or that materially harm deliverability.

9) International transfers

Your information may be processed in countries other than where you live, depending on hosting and service providers. Where required, we use appropriate safeguards to protect information during cross-border transfers.

10) Data retention

We keep information for as long as necessary to provide the Services, comply with legal obligations, resolve disputes, and enforce agreements. Retention periods may vary depending on data type and contractual requirements.

11) Security

We use reasonable administrative, technical, and organizational measures to protect information (e.g., access controls, encryption in transit where available, logging, and monitoring). No system is 100% secure, so we cannot guarantee absolute security.

12) Your rights and choices

12.1 Account holders (Customers)

Depending on your jurisdiction, you may have rights to:

• Access, correct, or update your personal information
• Request deletion of your account data (subject to legal/contract retention)
• Object to certain processing or request restriction
• Request a copy (export) of your account data where available

12.2 Subscribers (recipients)

If you receive email from a Customer using Mail Market, you can use the unsubscribe link in the email. For data rights requests about why you were emailed, contact the sender (the Customer) directly.

13) Children’s information

The Services are not intended for children. Customers must not knowingly upload or target personal information of minors without appropriate lawful basis and protections. We may remove data or suspend accounts that violate this rule.

14) Third-party links

The Services may contain links to third-party websites or services. We are not responsible for the privacy practices of those third parties.

15) Changes to this Policy

We may update this Policy from time to time. If changes are material, we will take reasonable steps to notify you (e.g., through the dashboard or email). Continued use of the Services after an update means you accept the revised Policy.

16) Contact us

17) POPIA note (South Africa)

If you are in South Africa, the Protection of Personal Information Act (POPIA) may apply. We aim to process personal information in line with POPIA principles, including purpose limitation, minimality, security safeguards, and openness. Customers remain responsible for ensuring they have a lawful basis to send marketing emails and to upload subscriber lists to the Services.