Privacy Policy

MailIntel, Inc., a Wyoming corporation ("Company", "we", "us", or "our"), operates MailIntel (the "Service"), a cloud-based DMARC analytics and email authentication platform. This Privacy Policy explains how we collect, use, disclose, and protect information about you and your organization when you visit our website at https://mailintel.io (the "Website"), sign up for or use the Service, or otherwise interact with us.

This Privacy Policy applies to all visitors to our Website and all organizations and individuals who access or use the Service ("you" or "Customer"). By accessing the Website or using the Service, you acknowledge that you have read and understood this Privacy Policy.

This Privacy Policy should be read alongside our Terms of Service available at https://mailintel.io/terms and our Data Processing Addendum available at https://mailintel.io/dpa, which together govern your use of the Service. In the event of any conflict between this Privacy Policy and the Data Processing Addendum regarding the processing of personal data, the Data Processing Addendum shall control.

Quick Summary — What You Need to Know

• We are a B2B SaaS company. Our primary customers are organizations, not individual consumers.
• The core data we process is DMARC report data and Public DNS data — operational email authentication metadata, not personal communications.
• We do not sell your personal data to third parties.
• We do not use your Customer Data to train machine learning models or for advertising purposes.
• We use limited telemetry data (email volume counts, industry, region) for our own sales and marketing — never linked to individuals.
• With your opt-in consent (default), we may display your company name and logo on our website as a customer reference.
• You have rights over your data under US, EU/GDPR, and Brazilian/LGPD law, as described in Section 9.
• Our infrastructure is Microsoft Azure. Customer Data is stored in the region you select at signup: NA (United States), LATAM (Brazil), EMEA (Ireland), or APAC (Australia).

1. Who We Are and How to Contact Us

MailIntel, Inc. is the data controller for personal data collected through our Website and account registration process. For personal data processed within the Service on behalf of our Customers, MailIntel, Inc. acts as a data processor, and the Customer is the data controller.

Our registered address is: Wyoming, United States of America.

We aim to respond to all privacy-related inquiries within thirty (30) days of receipt.

2. What Information We Collect

2.1 Information You Provide Directly

When you register for an account, contact us, or use the Service, you may provide us with:

• Account and contact information: your name, work email address, job title, company name, company size, and industry sector.
• Billing information: payment card details or billing address, processed securely through our payment processor Stripe. We do not store full payment card numbers on our systems.
• Communications: any information you include when contacting our support team, submitting feedback, or communicating with us by email or through our support ticketing system.
• Account preferences and settings: configuration choices you make within the Service.

2.2 Information Collected Through Your Use of the Service

When you use the Service, we collect and process the following categories of data:

• DMARC report data: DMARC aggregate (rua) and forensic (ruf) XML reports forwarded to our platform by your email service providers or mail transfer agents. These reports contain email authentication metadata including sender IP addresses, email header information (From, Return-Path, DKIM signatures), sending domain information, and DMARC policy evaluation results.
• Public DNS data: domain name system records that are publicly available, including SPF, DKIM, and DMARC DNS records associated with your domains.
• Usage and access data: information about how you interact with the Service, including login timestamps, IP addresses used to access the Service, browser type and version, pages viewed, features used, and session duration.
• Account activity logs: records of actions taken within your account for security and audit purposes.

2.3 Telemetry Data

We automatically collect limited, aggregated telemetry data from your use of the Service for sales, marketing, service operation and business development purposes. Telemetry Data includes: email volume counts processed through the Service, your organization's industry or sector, your organization's region or country and service availability and performance. Telemetry Data does not include your company name, individual user names, or any employee email addresses, and is never used in a manner that identifies you or any individual. This is consistent with our Terms of Service Section 5.6.

2.4 Information Collected Automatically Through Our Website

When you visit our Website, we may automatically collect:

• Log data: your IP address, browser type, operating system, referring URLs, pages visited, and the date and time of your visit.
• Cookies and similar technologies: we use essential cookies necessary for the Website to function, and may use analytics cookies to understand how visitors use our Website. You can control cookie preferences through your browser settings. We do not use advertising or tracking cookies.

2.5 Information We Do Not Collect

We do not intentionally collect:

• The content of emails sent or received by your organization.
• Special category or sensitive personal data as defined under GDPR Article 9 (such as health data, biometric data, political opinions, or religious beliefs).
• Personal data of children under the age of 18. The Service is intended for organizational use by adults.

3. How We Use Your Information

3.1 To Provide and Maintain the Service

We use the information we collect to:

• Create and manage your account and provision access to the Service.
• Process, parse, and visualize DMARC reports and DNS data to deliver the Service's core analytics functionality.
• Process payments and manage your subscription through Stripe.
• Send transactional communications related to your account, such as subscription confirmations, renewal reminders, invoices, and service notifications.
• Provide customer support and respond to your inquiries through our support ticketing system (GLPI).
• Maintain the security, integrity, and availability of the Service.

3.2 To Improve the Service

We use aggregated and anonymized data to:

• Analyze usage patterns to improve existing features and develop new ones.
• Monitor and optimize Service performance.
• Conduct internal research and analysis.
• Publish aggregated, anonymized industry benchmarks and research reports. No individual organization is identifiable in any published output.

3.3 For Sales and Marketing Purposes

We use Telemetry Data (as described in Section 2.3) to inform our sales and marketing strategies, including identifying market segments, sizing opportunities, and targeting outreach. This data is aggregated and non-identifiable.

With your consent (which is given by default at signup with the right to opt out at any time), we may display your company name and logo on our Website and in marketing materials to identify you as a customer of the Service, in accordance with Section 5.7 of our Terms of Service. To opt out, contact us at privacy@mailintel.io.

We do not use your Customer Data — including your DMARC report data — for advertising or marketing purposes.

3.4 To Comply with Legal Obligations

We may process your information to comply with applicable laws and regulations, respond to lawful requests from public authorities, enforce our Terms of Service, and protect the rights, property, and safety of MailIntel, Inc., our customers, and the public.

3.5 Lawful Bases for Processing (GDPR and LGPD)

For individuals located in the European Economic Area or Brazil, we rely on the following lawful bases for processing personal data:

• Performance of a contract: processing your account information, DMARC data, and billing information is necessary to provide the Service you have contracted for.
• Legitimate interests: processing usage data, telemetry data, and log data to operate, improve, and secure the Service, and to conduct our sales and marketing activities, provided such interests are not overridden by your rights and interests.
• Compliance with a legal obligation: processing data as required by applicable law.
• Consent: displaying your company name and logo on our Website (with the right to withdraw consent at any time).

4. How We Share Your Information

4.1 Service Providers and Subprocessors

We share personal data with trusted third-party service providers who process data on our behalf to help us deliver the Service. These providers are contractually bound to protect your data and may only use it for the purposes we specify. Our current subprocessors include:

• Microsoft Azure — cloud infrastructure, hosting, storage, and encryption (region as selected at signup: NA, LATAM, EMEA, or APAC).
• Stripe — credit card payment processing (United States).
• Microsoft Dynamics 365 Business Central — financial and billing management (United States).
• GLPI — customer support and ticketing system management (United States).
• SignNow — electronic signature for Enterprise contracts (United States).

A complete and up-to-date list of our subprocessors is maintained at https://mailintel.io/subprocessors. We will notify you of any material changes to our subprocessors in accordance with our Data Processing Addendum.

4.2 Business Transfers

If MailIntel, Inc. is involved in a merger, acquisition, financing, reorganization, bankruptcy, or sale of all or substantially all of its assets, your information may be transferred as part of that transaction. We will notify you via email and/or a prominent notice on our Website of any such change in ownership or control, and we will ensure any successor entity is bound by obligations no less protective than those in this Privacy Policy.

4.3 Legal Requirements

We may disclose your information if required to do so by law, court order, or governmental authority, or if we believe in good faith that such disclosure is necessary to: (a) comply with a legal obligation; (b) protect and defend the rights or property of MailIntel, Inc.; (c) prevent or investigate possible wrongdoing in connection with the Service; or (d) protect the personal safety of users of the Service or the public. Where legally permitted, we will notify you of such a request before disclosing.

4.4 What We Do Not Do

We do not:

• Sell your personal data to third parties.
• Share your personal data with third parties for their own marketing purposes.
• Use your Customer Data (including DMARC report data) to train machine learning models for use outside the Service.
• Disclose your company name or logo for marketing purposes if you have opted out under Section 5.7 of our Terms of Service.

5. International Data Transfers

MailIntel, Inc. is headquartered in Wyoming, United States. The Service is hosted on Microsoft Azure infrastructure. Customer Data is stored and processed within the Azure region selected by Customer during the signup process. Available regions are:

• NA – United States
• LATAM – Brazil
• EMEA – Ireland
• APAC – Australia

Company will use commercially reasonable efforts to maintain Customer Data within the selected region. Customer Data does not leave the selected region except where Customer explicitly requests cross-region functionality or where required by applicable law. The only data transferred to the United States regardless of region selection is aggregated, non-identifiable Telemetry Data as described in Section 2.3 of this Privacy Policy, which does not constitute Customer Personal Data or personally identifiable information.

For EMEA region customers, data is stored within Ireland, inside the European Economic Area. No cross-border transfer mechanism is required for EEA customers selecting the EMEA region, as their data remains within the EEA at all times.

For LATAM region customers, data is stored within Brazil, fully consistent with LGPD data residency expectations.

For transfers of personal data from the EEA to any non-EEA region, we rely on the Standard Contractual Clauses incorporated into our Data Processing Addendum as the lawful transfer mechanism. For transfers from Brazil to any non-Brazil region, we comply with applicable LGPD requirements and ANPD guidance on international transfers.

6. Data Retention

We retain personal data only for as long as necessary to fulfill the purposes for which it was collected, to provide the Service, and to comply with our legal obligations. Our retention practices are as follows:

• Account and contact information: retained for the duration of your subscription and deleted or anonymized within thirty (30) days following termination or expiration of your account, subject to legal retention requirements.
• DMARC report data and Customer Data: the Active Retention Period (the history of data accessible within the Service) varies by subscription tier and is set out in our Plan Features Schedule at https://mailintel.io/pricing. Following termination, Customer Data is retained for thirty (30) days to allow data export, then deleted or anonymized. Backup copies may persist for up to an additional ninety (90) days.
• Billing and financial records: retained for the period required by applicable tax and financial reporting laws, typically seven (7) years.
• Support and communications records: retained for up to three (3) years following the close of the relevant support request.
• Website log data and cookies: typically retained for up to twelve (12) months.

Where we are required by applicable law to retain data beyond the periods above, we will retain it for the legally required period and protect it in accordance with this Privacy Policy.

7. Security

We implement and maintain a comprehensive written information security program that includes administrative, physical, and technical safeguards designed to protect your personal data against unauthorized access, use, disclosure, alteration, or destruction. Our security measures include, among others:

• Encryption of data in transit using TLS 1.2 or higher.
• Encryption of data at rest using industry-standard protocols via Microsoft Azure.
• Access controls limiting access to personal data to authorized personnel on a need-to-know basis.
• Security awareness training for all relevant personnel.
• Documented incident response and breach notification procedures.
• Regular review and testing of our security controls.

A detailed description of our security measures is set out in Appendix 2 of our Data Processing Addendum. We regularly review and update our security controls to reflect evolving threats, industry standards, and best practices.

In the event of a security incident affecting your personal data, we will notify you in accordance with applicable law and the timeframes set out in Section 6.3 of our Terms of Service. Please note that no method of transmission over the internet or method of electronic storage is completely secure. While we strive to use commercially acceptable means to protect your personal data, we cannot guarantee its absolute security.

8. Cookies and Tracking Technologies

We use cookies and similar tracking technologies on our Website. Cookies are small text files placed on your device that help us operate and improve our Website.

8.1 Types of Cookies We Use

• Essential cookies: strictly necessary for the Website to function, including maintaining your login session and security preferences. These cannot be disabled.
• Analytics cookies: help us understand how visitors interact with our Website, such as which pages are most visited and how long visitors spend on the site. This data is aggregated and anonymized. We use this information solely to improve our Website.

We do not use advertising cookies, behavioral tracking cookies, or any cookies that share your data with third-party advertising networks.

8.2 Managing Cookies

You can control and manage cookies through your browser settings. Please note that disabling essential cookies may affect the functionality of our Website. For more information on managing cookies, visit your browser's help documentation.

9. Your Privacy Rights

Depending on your location, you may have certain rights regarding your personal data. We respect and honor these rights regardless of where you are located, to the extent required by applicable law.

9.1 Rights Available to All Users

• Access: you have the right to request a copy of the personal data we hold about you.
• Correction: you have the right to request that we correct inaccurate or incomplete personal data.
• Deletion: you have the right to request that we delete your personal data, subject to our legal retention obligations.
• Portability: you have the right to request that we provide your personal data in a structured, commonly used, and machine-readable format.
• Objection to marketing: you have the right to opt out of the use of your company name and logo in our marketing materials at any time by contacting us at privacy@mailintel.io.

9.2 Additional Rights Under GDPR (EU/EEA Users)

If you are located in the European Economic Area, you have additional rights under the GDPR, including:

• Right to restriction of processing: you may request that we restrict the processing of your personal data in certain circumstances.
• Right to object: you may object to processing based on our legitimate interests.
• Right to withdraw consent: where processing is based on your consent, you may withdraw it at any time without affecting the lawfulness of prior processing.
• Right to lodge a complaint: you have the right to lodge a complaint with your local Supervisory Authority. A list of EU Supervisory Authorities is available at https://edpb.europa.eu/about-edpb/about-edpb/members_en. If you are located in Ireland, the relevant authority is the Data Protection Commission (www.dataprotection.ie).

9.3 Additional Rights Under LGPD (Brazilian Users)

If you are located in Brazil, you have additional rights under the LGPD (Lei Geral de Proteção de Dados Pessoais), including:

• Confirmation of processing: the right to confirm whether we process your personal data.
• Anonymization or blocking: the right to request anonymization, blocking, or deletion of unnecessary or excessive data.
• Information about sharing: the right to be informed about third parties with whom we have shared your personal data.
• Right to revoke consent: where processing is based on consent, the right to revoke it at any time.
• Right to lodge a complaint with the ANPD: you have the right to lodge a complaint with the Autoridade Nacional de Proteção de Dados (ANPD) at https://www.gov.br/anpd/.

9.4 Additional Rights Under the CCPA (California Users)

If you are a California resident, you have the following rights under the California Consumer Privacy Act (CCPA/CPRA):

• Right to know: the right to request information about the categories and specific pieces of personal information we have collected about you, and how we use and share it.
• Right to delete: the right to request deletion of your personal information.
• Right to correct: the right to request correction of inaccurate personal information.
• Right to opt out of sale or sharing: we do not sell or share your personal information as defined under the CCPA.
• Right to non-discrimination: we will not discriminate against you for exercising your CCPA rights.

9.5 How to Exercise Your Rights

To exercise any of the rights described above, please contact us at privacy@mailintel.io with the subject line 'Privacy Rights Request', specifying the right you wish to exercise and providing sufficient information for us to verify your identity and locate your data. We will respond within thirty (30) days of receipt, or within the timeframe required by applicable law.

Please note that many of the rights above apply to personal data for which MailIntel, Inc. is the data controller. For personal data processed within the Service on behalf of your organization, your organization (as data controller) is responsible for handling Data Subject requests. Please contact your organization's administrator in the first instance.

10. Third-Party Links and Services

Our Website and Service may contain links to third-party websites, integrations, or services that are not operated by us. We are not responsible for the privacy practices of these third parties. We encourage you to review the privacy policies of any third-party services you access through our Website or Service. This Privacy Policy applies solely to information collected by MailIntel, Inc.

11. Children's Privacy

The Service is designed for use by organizations and business professionals and is not directed at or intended for use by individuals under the age of 18. We do not knowingly collect personal data from children under 18. If you believe we have inadvertently collected personal data from a child under 18, please contact us immediately at privacy@mailintel.io and we will take steps to delete such information promptly.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, the Service, or applicable law. When we make material changes, we will notify you by updating the 'Last Updated' date at the top of this Privacy Policy and, where required by applicable law, by providing additional notice such as a prominent notice on our Website or an email notification to the address associated with your account.

We encourage you to review this Privacy Policy periodically. Your continued use of the Service following the effective date of any update constitutes your acceptance of the revised Privacy Policy. If you do not agree with any changes, you may terminate your account in accordance with our Terms of Service.

13. How to Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or our privacy practices, please contact us:

If you are located in the European Economic Area and are not satisfied with our response, you have the right to lodge a complaint with the supervisory authority in your country of residence. If you are located in Brazil, you have the right to contact the Autoridade Nacional de Proteção de Dados (ANPD) at https://www.gov.br/anpd/.

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