We are MailAgent.ai - this policy describes how we protect your privacy.
What we Collect – How, Why and
When
Here
follows a description of all data we may
collect from you and how we process it.
User Creation
When you create a
user we collect your email address and mail credentials.
Legal basis: Legitimate Interests
Retention: If you have not been
logged in for the past 18 month your
account will be deleted.
Contact Form
When you reach out to
us using our
on-page contact form we collect your
name, your email and the message you enter.
Legal basis: Legitimate Interests
Retention: Once we have concluded
our correspondence or dialogue, we
will remove your name, email and message from our records.
Newsletter
When you sign up to our
newsletter you
give us your email.
Legal basis: Consent
Retention: As long as you stay subscribed to our
newsletter, we will retain your
email. You are however always at liberty to unsubscribe, after which we
will immediately cease to hold your
email for this purpose.
Log Files
We collect log events
containing
information about each request made to our
platform. These events contain the parameters of each request, the
requesting IP address and browser
information. The collection of these log events are necessary to maintain
the integrity and security of our
systems – the data is only collected and processed for this purpose.
Legal basis: Legitimate Interests
Retention: For security reasons we
do not disclose the retention period for log events. But rest assured this data
is deleted on a regular basis.
Marketing Analytics Data
If you
consent, we collect
detailed marketing analytics data on
how you interact with the platform.
Legal basis: Consent
Retention: 12 months.
Third Party Service Providers
We use a few well established third party service providers to
deliver our service to you.
Amazon Web Services
MailAgent.ai is hosted in Amazon
Web Services on servers that are
physically located in Ireland.
Data Processing Addendum:
https://d1.awsstatic.com/legal/aws-gdpr/AWS_GDPR_DPA.pdf
ChatGPT
When you receive an email in your inbox we use
the ChatGPT API to assess emails and to generate drafts responses. Unlike
OpenAI's consumer facing platform, the API does not retain or use customer
data for training their models. Their servers are physically located in the
United States.
Data processing addendum: https://openai.com/policies/data-processing-addendum
Brevo
When you sign up for a newsletter or reach out
to us through our contact form,
this happens through Brevo. Their servers are physically located in France.
Data Processor Clause: https://www.brevo.com/legal/termsofuse/
Google Analytics
We use Google analytics to collect
marketing analytics for our platform. IP addresses are used solely for geo-location
and immediately discarded for EU traffic. All IP lookups happen on EU servers
before data is sent to Analytics servers in the United States.
Data Processing Amendment: https://www.google.com/analytics/terms/dpa/dataprocessingamendment_20130906.html
Your Rights
The European General Data Protection Regulation (GDPR) gives
you certain
rights in relation to the collection and processing of your data.
The Right to be Informed
You have a right to be
informed about the kind of data we
collect about you and how we process said data. You may find all information
about when, how and why we collect
data here.
The Right of Access
You have the right to know
exactly what information we have collected
about you and how we are storing and processing that data.
The Right to Rectification
You have have the right to
have incomplete data made complete
and to have incorrect data corrected.
The Right to Erasure
You have the right to have your
data erased, also known as the right
to be forgotten. We can only refuse a request for data erasure if we have
legitimate interest in collecting or
processing the data that outweighs your rights to have the data erased. We
may also refuse to erase your data if
retention of said is required to meet legal obligations.
The Right to Restrict Processing
You have the right
to have the processing of your
personal data restricted. This may be because you take issue with the
content of the information that is being
processed or you take issue with the processing itself.
The Right to Data Portability
You have the right to
obtain and reuse your personal data.
You can request that we send your personal data electronically to third
parties in a commonly used and
machine-readable format.
The Right to Object
You have right to object to
processing of your personal data, this
right may be used at any time, your object may relate to all of the personal
data we hold about you or only to
certain information. It may also relate to a particular purpose for which we
are processing your data.
The Right to not be Subject to Automated Decision
Making
You have the right to not be
subject to automated decisions. Such decisions could be made by algorithms
or artificial intelligence. We are
required to inform you if you will be subject to automated decision making
so you can choose to opt out.
Our Obligations
MailAgent.ai is subject to the European General Data Protection
Regulation (GDPR).
Lawfulness, Fairness and Transparency
When we collect
personal data, we are required to
collect it in such a way that the collection is lawful, fair and
transparent.
For the collection and processing of personal data to be lawful it must
comply with at least one of the
following conditions:
- The person has opted in to having their data collected by giving
explicit consent.
- The person is in a contractual or pre-contractual relationship with
MailAgent.ai.
- There is a legal obligation to which MailAgent.ai is subject.
- The collection or processing is in the vital interest of the person,
generally only applies to matters of
life and death.
- The collection and processing is justifiably in the interest of the
public. In this case, the processing
must have its basis in EU or national law.
- MailAgent.ai has a legitimate interest in collecting and processing
specific personal data. This applies
either in cases where the person may reasonably expect such collection
and processing and the privacy impact
is minimal, or where there is a compelling justification for the
processing, such as fraud prevention, IT
security and platform stability.
For the collection of personal data to be fair it must be in the best
interest of the person whose data is
being collected, furthermore the scope of the collection and processing can
be reasonably expected by that
person.
For the collection of personal data to be transparent we are required to
clearly communicate what data we
collect, how we collect it and why.
Purpose Limitation
The personal data collected must
only be processed in accordance with
the purpose it was originally collected for.
Data Minimization
Were not allowed to collect any
personal data more than what is needed
to effectively deliver our service.
Accuracy
The collected personal data is accurate.
Storage Limitation
The personal data is deleted when
it is no longer needed for the
purpose it was collected for.
Integrity and Confidentiality
The personal data is
stored in a way the ensures its
confidentiality and integrity.
Accountability
We are accountable under these
principles and are able to document
compliance.
