Privacy Policy

Effective Date: May 9th, 2024

This Privacy Policy applies to the website mailroster.com (the “Site”), together with the Mailroster web application and service (the “Service”), owned and operated by Mailroster LLC (collectively, “Mailroster”, “we”, “us”, or “our”). This Privacy Policy describes how Mailroster collects, uses, shares, and secures the personal information of the users of our site and service, as well as the data processed during the provision of our services.

1. How We Collect Information

We collect the following personal information from you:

1.1 Information That You Provide to Us About Yourself

When you sign up for the Services, we ask you for information such as:

  • Contact Information, such as name, email address, mailing address, or phone number;
  • Demographic information, such as age, gender, and zip code;
  • Billing Information, such as credit card number and billing address;
  • Unique Identifiers, such as username, account number, or password;
  • IP address;
  • Information about your business, such as company name, company size, business type.

Without this information, we cannot provide you with our Services.

1.2 Information You Provide to Us Through Usage of the Services

During the provision of our services, you supply us with data necessary for the analysis of DMARC reports. This includes:

  • Data collected via our applications, aggregated in XML report formats;
  • Operational data from your use of our services, such as email volume, sender and recipient domains, and specific details of email transactions.

We do not access or process the content of emails themselves. We advise against including personal information in email subject lines. Subject lines may be included if you opt-in to RUF report processing. If you prefer not to store subject lines, opt for using only RUA reports.

1.3 Information Collected Automatically

We use cookies and similar technologies to collect information about your location, activities on our website, your device, and log information. This may include anonymized IP addresses, browser type, ISP, referring/exit pages, the files viewed on our site (e.g., HTML pages, graphics), operating system, date/time stamp, and clickstream data.

We use Posthog to help analyze user behavior. Posthog may set cookies on your device unless you opt-out. For more details on Posthog's practices and how you can control your data, visit Posthog Privacy.

As required by New York State and applicable federal law, we act as the "data controller" for the personal data we collect from you. We use your personal information for the following purposes:

  • To Perform the Services: Identifying you, processing payments, providing support, and communicating about service issues or activities. [Legal Basis: Contractual necessity]
  • To Optimize and Improve the Services: Authenticating users, enhancing security, preventing fraud, and conducting research for service improvement. [Legal Basis: Legitimate interests]

3. How We Share Your Information

We share information with service providers, as required by law, and to protect our legal and contractual rights.

With Service Providers: We share your information with third parties for payment processing, customer support, marketing communications (excluding data about your customers), research, and cloud computing infrastructure, based on our legitimate interest in providing the Services efficiently.

With Public Authorities or Law Enforcement: We may disclose personal data to meet legal requirements, protect our rights, ensure public safety, or respond to government requests.

4. Security

We implement robust security measures to protect your personal information during transmission and once received. Access to your personal data is limited to employees and service providers who need to know such data for the purposes outlined in this policy and are bound by confidentiality obligations.

5. Data Retention

We retain your information as long as necessary to provide the Services and as required by law. This includes retaining some personal data after account deactivation for compliance and protection purposes.

6. Children's Privacy

Our Services are not directed to children under 16. We do not knowingly collect information from children under 16. If we become aware of such collection, we will take steps to delete the information as soon as possible.

7. International Data Transfers

Your personal information may be transferred to, and processed in, countries other than the country in which you reside. We employ safeguards like standard contractual clauses to ensure your information is protected.

For data transferred outside of the EU and EEA, we implement standard contractual clauses and other measures as required by GDPR to ensure an adequate level of data protection. This is in addition to complying with New York State and U.S. federal law.

8. Changes to This Privacy Policy

We may update this policy to reflect changes to our information practices. If we make any material changes, we will notify you by email or by means of a notice on this Site prior to the change becoming effective.

9. Contact Us

If you have any questions about this Privacy Policy, please contact us at legal@mailroster.com or via mail at [Your New York Address], ensuring compliance with local contact requirements.