Privacy policy

1. What data do we process about you?

Spatie processes the following personal data about through Mailcoach:

• Services: when using Mailcoach, 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;
• Cookies: everytime you visit Mailcoach, we may collect various personal data about you on the basis of cookies and similar technologies, in particular entering your sample personal data. More information on how we use cookies can be found in Article 7.

2. What do we use your personal data for?

We use your personal data exclusively for:

• Services: the delivery and invoicing of the Mailcoach 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 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 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 privacy@mailcoach.app.

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:

GBA/APD

Drukpersstraat 35

1000 Brussels

Tel : +32 (0)2 274 48 00

contact@apd-gba.be.

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?

Our website uses cookies and similar technologies. This helps us to provide you with a better user experience when you visit our website and also allows us to optimise our website. Without your prior consent, we only place strictly necessary cookies and we also use Fathom for statistics. Fathom only collects anonymous data.

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.

8. Who are we?

Mailcoach 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.

You declare that you have read this privacy policy and that you explicitly agree to its content as well as to the processing itself.