Privacy Policy
Last Updated: July 7, 2026
Previous Version: December 2, 2025
This privacy notice for Mailpotion LLC ("Mailpotion", "we", "us", or "our"), describes how and why we might collect, store, use, and/or share ("process") your information when you use our services ("Services"), such as when you:
- Visit our website at mailpotion.com, or any website of ours that links to this privacy notice ("Website")
- Create an account and use our platform, including free features such as our email gallery
- Engage with us in other related ways, including any sales, marketing, or events
Questions or concerns?
Reading this privacy notice will help you understand your privacy rights and choices. If you do not agree with our policies and practices, please do not use our Services.
Our Website and Services are designed for business use by companies and their representatives, including individuals who sign up for free features such as our email gallery. We do not offer our Services for use for personal, family or household purposes. Accordingly, we generally treat personal information we collect as pertaining to individuals acting in a business or professional capacity.
Note that our business clients may provide personal information to us through our Services. This Policy does not govern such information processed on behalf of our clients - our handling of that data is governed by our agreements with those clients. If you have questions about personal information we process for a business client, please contact that organization directly.
We may collect, analyze, and use aggregated, anonymized, and de-identified data related to our Services for business purposes, which does not constitute personal information under this Policy.
Website Tracking Notice
When you visit our website, we and our partners may use cookies and similar technologies to associate your activities with personal information, including email addresses. We may use this information for targeted communications and marketing purposes.
Summary of Key Points
This summary provides key points from our privacy notice, but you can find out more details about any of these topics by using our table of contents below.
What personal information do we process?
When you visit, use, or navigate our Services, we may process personal information depending on how you interact with us and the Services, the choices you make, and the products and features you use.
Do we process any sensitive personal information?
We do not process sensitive personal information.
Do we receive any information from third parties?
We receive information from third-party platforms that you choose to connect to our Services (such as your email marketing or e-commerce platform) at your direction, and limited information from service providers such as payment processors.
How do we process your information?
We process your information to provide, improve, and administer our Services, communicate with you, for security and fraud prevention, and to comply with law. We may also process your information for other purposes with your consent.
In what situations and with which parties do we share personal information?
We may share information in specific situations and with specific third parties.
What are your rights?
Depending on where you are located geographically, the applicable privacy law may mean you have certain rights regarding your personal information.
How do you exercise your rights?
The easiest way to exercise your rights is by contacting us at support@mailpotion.com. We will consider and act upon any request in accordance with applicable data protection laws.
Table of Contents
1. Information We Collect
Information You Provide to Us
We collect personal information that you voluntarily submit to us through various interactions.
Professional Contact Details
Name, email address, phone number, mailing address, job title, and company information.
Account Information
Username, password, and profile settings for your Mailpotion account.
Service Registration Data
Information collected when you sign up for services, events, or demonstrations.
Communications
Content from emails, support requests, feedback, and other correspondence with our team.
Payment Information
Billing details and transaction information for purchased services.
Marketing Preferences
Your communication preferences and information provided through marketing interactions.
Sensitive Information: We do not intentionally collect sensitive personal information categories.
Payment Processing: Payment data is securely processed through third-party payment processors. We recommend reviewing their privacy policies for details on their data handling practices.
Information Collection Scenarios
We collect information when you:
- Request a product demonstration
- Create an account or log into our Platform
- Download resources such as whitepapers or case studies
- Register for webinars or events
- Subscribe to our communications
- Submit testimonials or reviews
- Apply for employment opportunities
- Contact our support team or use live chat features
Platform Usage Data
If you use our analytics platform, we may collect:
Usage Information: Information about how you interact with the platform, such as features used, pages viewed, and actions taken.
Connected Platform Data: Data from third-party platforms you choose to connect to our Services (such as your email marketing or e-commerce platform), collected at your direction to provide the Services.
Device and Browser Information: We automatically collect browser type and version, operating system, IP address, and similar technical information about the device you use to access our Services.
Email Notifications: We may send email notifications related to your account or platform features. You can manage these in your account settings or unsubscribe.
Automatically Collected Information
Certain information is automatically gathered when you interact with our Services through standard web technologies.
Activity Logs: Our servers automatically log service usage data, diagnostic information, and performance metrics.
Device Data: Information about computers, phones, tablets, or other devices used to access our Services.
Location Data: We may derive approximate location information (such as city or region) from your IP address. We do not collect precise device location.
2. How We Use Your Information
We process personal information for various business purposes related to providing and improving our Services, communicating with users, maintaining security, and meeting legal obligations.
Account Management
Creating and maintaining user accounts, facilitating login processes.
Service Delivery
Providing requested services, delivering platform functionality.
Customer Support
Responding to inquiries, troubleshooting issues.
Communications
Sending administrative updates about our services.
Order Processing
Managing service subscriptions, processing payments.
Feedback Collection
Requesting and collecting user feedback.
Marketing Communications
Sending promotional content and service updates.
Personalized Content
Developing customized content based on your interests.
Platform Security
Protecting our Services through fraud monitoring.
Usage Analytics
Analyzing Service usage patterns.
Legal Compliance
Meeting legal obligations and protecting safety.
Business Operations
Supporting contractual obligations and billing.
3. Legal Foundations for Processing
We only process personal information when we have valid legal justification under applicable privacy laws.
For EU/UK Users
Under GDPR and UK GDPR, we rely on these legal bases:
Consent: When you have explicitly permitted us to use your information for specific purposes.
Contract Performance: When processing is necessary to fulfill our service agreements with you.
Legitimate Interests: When we have valid business reasons for processing that don't override your privacy rights.
Legal Compliance: When processing is required to meet our legal obligations.
Vital Interests: When processing is necessary to protect your safety or the safety of others.
For Canadian Users
Express Consent: When you have specifically agreed to processing for particular purposes.
Implied Consent: In situations where consent can be reasonably inferred from your actions.
Legal Exceptions: In limited circumstances permitted by Canadian privacy law.
4. Information Sharing Practices
We share personal information only in specific situations with particular categories of recipients for defined purposes.
Corporate Transactions: During mergers, acquisitions, asset sales, or other business transfers.
Affiliated Companies: With our parent company, subsidiaries, joint ventures, or other entities under common control.
Business Partners: Sharing with partners to provide certain products, services, or promotional opportunities.
Service Providers: Third-party contractors and processors who support our business operations.
Advertising Partners: Third-party advertising companies and social media platforms may receive information to display targeted advertisements.
Legal and Safety Purposes:
- Comply with legal processes, court orders, or regulatory requests
- Enforce our terms of service and other agreements
- Protect our rights, property, or safety, or that of our users
- Prevent fraud or other illegal activities
6. International Data Transfers
Your information may be transferred to and processed in countries outside your location.
Our servers are located in the United States. When you use our Services, your information may be transferred to, stored, and processed in the US and other countries.
For European Users:
Countries outside the EEA, UK, and Switzerland may not have equivalent data protection laws. However, we implement appropriate safeguards including Standard Contractual Clauses approved by the European Commission.
7. Data Retention
We retain personal information only as long as necessary for the purposes outlined in this policy or as required by law.
- Information is kept only while we have a legitimate business need
- Retention periods may be extended for legal, accounting, or regulatory requirements
- When no longer needed, information is deleted or anonymized
- Some information may be retained in backup systems until deletion is technically feasible
Account Termination: When you close your account, we will deactivate it and remove information from active systems, though some data may be retained for fraud prevention, legal compliance, or other legitimate purposes.
8. Minors' Privacy
Our Services are not intended for individuals under 18 years of age.
We do not knowingly collect personal information from minors under 18. By using our Services, you represent that you are at least 18 years old or have parental/guardian consent for a minor's use.
If we discover we have collected information from a minor, we will promptly delete such information. Contact us at support@mailpotion.com.
9. Your Privacy Rights
Depending on your location, you may have specific rights regarding your personal information.
Access
Request copies of personal information we hold about you
Rectification
Request correction of inaccurate information
Erasure
Request deletion of your personal information
Processing Restriction
Request limitations on how we process your information
Data Portability
Request transfer of your information in a portable format
Objection
Object to processing based on legitimate interests
Contact us at support@mailpotion.com to submit privacy requests.
10. Do-Not-Track Signals
We do not currently respond to Do-Not-Track browser signals.
Most browsers and mobile systems include Do-Not-Track settings to signal privacy preferences. However, no uniform standard for recognizing and implementing these signals exists.
11. US State Privacy Rights
California Residents
Personal Information Categories Collected (Past 12 Months):
| Category | Examples | Collected |
|---|---|---|
| Identifiers | Name, email, phone, IP address | YES |
| Protected Classifications | Age, gender | NO |
| Commercial Information | Purchase history, payment info | YES |
| Biometric Information | Fingerprints, voiceprints | NO |
| Internet Activity | Browsing history, interactions | YES |
| Geolocation Data | Approximate location from IP address | YES |
| Professional Information | Job title, work history | YES |
| Inferences | User preferences | YES |
Exercising Rights: Submit requests via email to support@mailpotion.com or mail to:
Mailpotion LLC7901 4th St N STE 29208
St. Petersburg, FL 33702
12. European User Notice
This section applies specifically to individuals in the European Economic Area, Switzerland, and United Kingdom.
Data Controller: Mailpotion LLC serves as the data controller for personal information covered by this Policy.
Data Processor: For information processed on behalf of our business clients, we act as a data processor.
Processing Bases: We rely on contract performance, legitimate interests, consent, and legal compliance.
International Transfers: Our Services are hosted in the United States. By using our Services, you consent to the transfer of your personal information to the US.
13. Policy Updates
We may update this Privacy Policy periodically to reflect changes in our practices or legal requirements.
Updates will be indicated by a new "Last Updated" date. Material changes may be communicated through prominent notices on our website or direct notifications to users.
14. Contact Information
For questions, concerns, or requests regarding this Privacy Policy, contact us:
This Privacy Policy is effective as of the date listed above and governs your use of our Services.