How we protect your data
At Mailcoach, we take data privacy very seriously. We want to be completely transparent about the information that we store, how we use it and how we keep it secure.
We do not share any personal data with any third party except information required to deliver our service correctly. Users can visit our site anonymously, however for billing, security, and accounting reasons users may be requested to enter their email, name, address, company details and credit card information as needed.
This will only be collected from users when registering an account and only if the user enters the data voluntarily. We do not store any personal information about your visits that is not entered voluntarily.
Securing your data
We make a great effort to ensure the security of your data using the latest encryption methods and never storing information such as your passwords in plain text.
We also use encrypted traffic and communication in all critical parts of our system to ensure the safety of your data. For security reasons, your credit card details are never stored on our servers. Instead, we use one of the most secure payment providers called Stripe to process and store your billing information in a secure manner.
Mailcoach is committed to compliance with the General Data Protection Regulation. All of our infrastructure is hosted inside the EU / EEA by EU / EEA companies. We also sign Data Processing Agreements with all of our subprocessors.
Check out our GDPR page for more information.
In order to improve our website experience, we may collect some anonymous information about users visiting and interacting with our website such as the name of their browser, pages visited and points of interest on the website using a completely anonymous service called Fathom Analytics.
Non-Personal Data Only
Fathom Analytics only tracks non-personal data that does not include any user identifiable information.
The data collected is not tied to any account or user and is 100% anonymous, we strictly use it for statistical reasons and to improve user experience.
For monitoring and stability of our services, we might send notifications to our private company Slack channels. These messages will not contain personal data and only use identifiers or your team name.
Sharing your personal data
In order to deliver our services, we may share some of your personal data with our subprocessors.
During the payment process, we pass your billing information such as credit card details, IP, and email to Stripe that will then use this for secure payment processing on our behalf.
After signing up for an account, we share your name and email address with Postmark when we send email notifications related to your Mailcoach Cloud account.
When interacting with our support team or using the website support widget, information such as your email address and name will be passed to FreshDesk that we use for managing our support.
When experiencing errors on Mailcoach Cloud, we share your name and email address with our error service Flare to determine how the errors occurred.
When using any of the supported email providers, Mailcoach will share name and email address data of your subscribers with this provider to send your emails.
- Thinking about integrating it in your project?
Check out the documentation.
- Contact an expert first
- You can also run Mailcoach on your own server
with our self-hosted version.
It was last updated on 27/09/2022. If you require more information or have any questions, feel free to contact us at: email@example.com
1. What data do we process about you?
Spatie processes the following personal data about through Mailcoach Cloud:
- Services: when using Mailcoach Cloud, we process your surname and first name, possibly the name of your company and VAT number, address data and your email.
- Information requests: when you call, email us or ask a question through the chat pop-up we process your name, email address and/or telephone number, as well as the data you disclose yourself.
- Newsletter: when subscribing to our newsletter, we process your email address;
2. What do we use your personal data for?
We use your personal data exclusively for:
- Services: the delivery and invoicing of the Mailcoach Cloud service ordered by you, with the legal basis being the performance of an agreement you have requested and for which the processing of your personal data is necessary because it is required by law or because Spatie has a legitimate interest to do so.
- Information requests: to be able to answer the question you have asked with the legal basis of performing a service you have requested.
- Newsletters: direct marketing, newsletters, actions and promotions by appellation itself, with the legal basis being our legitimate interest in respect of existing clients or your explicit, prior consent if you are not yet a client of Spatie. You can indicate at any time that you no longer wish to receive our newsletters via the opt-out option in our newsletters or by contacting us directly by email or telephone;
- Cookies: to maintain and improve Mailcoach Cloud and to collect information in anonymous statistics, from which the identity of specific individuals or companies cannot be traced, with the legal basis being our legitimate interest for the protection and proper functioning of our website**. **See article 7 for more information.
3. Who receives your personal data?
We do not disclose your personal data to third parties for commercial reasons.
Spatie may appoint external service providers to provide specific services. These service providers will carry out data processing operations on our behalf (in the capacity of processors). Spatie will select processors carefully and in accordance with applicable data protection laws. In addition, Spatie will ensure that processing operations are carried out in accordance with the terms of any written contract and with legal data processing regulations. The processors we have appointed have access to your personal data under certain circumstances, but only for the purpose of the requested data processing.
We always try to make maximum use of European suppliers, but if we need to use non-European third parties, we ensure that your data is as safe outside Europe as it is here in Europe. Thus, where necessary, we conclude Standard Contractual Clauses with these partners and provide additional safeguards.
We may, however, if necessary for reasons of internal reorganisation or transfer of activities, transfer your data to new entities within the Spatie group or to third parties who would guarantee the continuity of our services. In this case, we will always inform you in advance to the extent possible, but you understand that this is not technically or commercially feasible in all circumstances.
In rare cases, we may be required to disclose personal data based on a court order or to comply with other mandatory laws or regulations. We will try to inform you to the best of our ability in advance, unless this is not possible for legal reasons.
4. For how long do we keep your personal data?
We save your personal data as long as you're a Mailcoach Cloud customer. When you delete a team or an account the data is kept for at most 7 days until our scheduled cleanup runs. This allows us to restore accounts or teams when they've been deleted by accident.
Your invoicing data must be kept for 7 years from the calendar year following the invoice date for legal reasons. We keep the contact details of the administrator account for as long as we have a commercial relationship with the customer.
In case you have subscribed to our newsletter, we will store your data as long as you have not unsubscribed.
5. What are your rights and how can you exercise them?
You have the right of access to your personal data and our use of that personal data at any time, free of charge, or to request a copy of it. You also have the right to request the rectification or (in some cases) erasure of your data. You may also ask to restrict the processing of your Personal Data in a number of cases listed in the GDPR. You have the right to oppose the processing of your Personal Data if you have serious and legitimate reasons to do so that override our need to process your data or to withdraw a previously given consent. You also have the right to oppose the use of personal data for direct marketing purposes at any time, even without having to provide a reason. You have the right to request your Personal Data in digital and readable form and/or to have it transferred to another service provider of your choice.
You can exercise your rights by email to firstname.lastname@example.org.
Finally, you have the right to lodge a complaint with the Belgian Data Protection Authority if it appears that we have not taken appropriate action on a request based on one of the rights mentioned above within 30 days:
Tel : +32 (0)2 274 48 00
6. How do we secure your personal data?
We have taken appropriate security measures on a technical and organisational level to ensure the security of your personal data. Our security guidelines have been made publicly available through this link: https://spatie.be/guidelines/security.
Under no circumstances can we be held liable for any direct or indirect damage resulting from an incorrect or unlawful use by a third party of the personal data.
7. Which cookies do we use?
The cookie list below gives you an overview of the cookies our website uses.
Strictly necessary cookies:
These cookies are necessary for our website to work correctly and are therefore placed without your consent. We use them, for example, to secure our website. We do not collect any personal data with these cookies and never pass on the information collected to third parties.
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|XSRF-token||Mailcoach Cloud||Prevent XSRF attack||2 hours|
|remember_web_xxx||Mailcoach Cloud||Remember the login information. Deleted when the user logs out.||5 years|
8. Who are we?
Mailcoach Cloud is a product of Spatie BV, with a registered office at Kruikstraat 22/12, 2018 Antwerp, Belgium, and registered at the CBE under number BE 0809.387.596, hereafter referred to as Spatie.