Privacy Policy
Last Updated: April 11, 2025
Table of Contents
1. Introduction
Welcome to MailCode ("we," "our," or "us"). We respect your privacy and are committed to protecting your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website at mailcode.ai or use our AI-powered HTML email generator service.
Please read this Privacy Policy carefully. If you do not agree with the terms of this Privacy Policy, please do not access the site or use our services. By accessing the site or using our services, you consent to the collection, use, and disclosure of information in accordance with this Privacy Policy.
2. Information We Collect
2.1 Information You Provide to Us
We may collect several types of information from and about users of our Service, including:
- Account Information: When you create an account, we collect your name, email address, and password.
- Profile Information: Information you provide in your user profile, such as company name, job title, and profile picture.
- Payment Information: If you purchase a premium subscription, we collect payment details, billing address, and other information necessary to process the transaction (note: payment information is processed by our third-party payment processors).
- Email Content and Templates: The content you input to generate emails, including text, images, and design preferences.
- Brand Assets: Logos, color schemes, fonts, and other brand elements you upload to customize your emails.
- Communications: Information you provide when you contact us for customer support, respond to surveys, or otherwise communicate with us.
2.2 Information We Collect Automatically
When you use our Service, we may automatically collect certain information, including:
- Usage Data: Information about how you use our Service, including the features you use, the time spent on the Service, and the pages you visit.
- Device Information: Information about the device you use to access our Service, including hardware model, operating system, unique device identifiers, and mobile network information.
- Log Data: Server logs, IP address, browser type, browser version, pages visited, time and date of your visit, time spent on pages, and other diagnostic data.
- Location Information: We may infer your location from your IP address.
- Cookies and Similar Technologies: We use cookies and similar tracking technologies to track activity on our Service and hold certain information. See our Cookies section for more details.
3. How We Use Your Information
We use the information we collect for various purposes, including to:
- Provide, maintain, and improve our Service
- Process your account registration and manage your account
- Process transactions and send related information
- Generate HTML emails based on your input and preferences
- Personalize your experience and deliver content relevant to your interests
- Respond to your requests, comments, and questions
- Send administrative information, such as updates, security alerts, and support messages
- Monitor usage patterns and analyze trends to improve our Service
- Protect against, identify, and prevent fraud and other illegal activity
- Comply with our legal obligations
- Enforce our Terms of Service and other agreements
3.1 Legal Bases for Processing (For EEA, UK, and Swiss Users)
If you are in the European Economic Area (EEA), United Kingdom, or Switzerland, we collect and process your personal information on the following legal bases:
- Contractual Necessity: We need to process your information to perform our contract with you (e.g., providing our Service when you sign up).
- Legitimate Interests: We process your information for our legitimate business interests, such as improving our Service, marketing, and preventing fraud. We balance these interests against your rights and freedoms.
- Consent: We process certain information based on your consent, which you can withdraw at any time.
- Legal Obligation: We process your information when necessary to comply with applicable laws.
4. Information Sharing and Disclosure
We may share your information in the following circumstances:
4.1 Service Providers
We may share your information with third-party vendors, service providers, contractors, or agents who perform services for us or on our behalf. These third parties have access to your information only to perform these tasks and are obligated not to disclose or use it for any other purpose. Our service providers include:
- Cloud hosting and infrastructure providers
- Payment processors
- Email service providers
- Customer support tools
- Analytics providers
4.2 Business Transfers
If we are involved in a merger, acquisition, or sale of all or a portion of our 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 change in ownership or uses of your information.
4.3 Legal Requirements
We may disclose your information if required to do so by law or in response to valid requests by public authorities (e.g., a court or government agency). We may also disclose your information to:
- Comply with a legal obligation
- Protect and defend our rights or property
- Prevent or investigate possible wrongdoing in connection with the Service
- Protect the personal safety of users of the Service or the public
- Protect against legal liability
4.4 With Your Consent
We may share your information with third parties when we have your consent to do so.
5. Data Security
We implement appropriate technical and organizational measures to protect the security of your personal information. However, please remember that no method of transmission over the Internet or method of electronic storage is 100% secure. While we strive to use commercially acceptable means to protect your information, we cannot guarantee its absolute security.
Security measures we employ include:
- Encryption of data in transit using SSL/TLS
- Regular security assessments and penetration testing
- Access controls to limit who can access your information
- Regular backups to prevent data loss
- Employee training on security practices
If you have reason to believe that your interaction with us is no longer secure (for example, if you feel that the security of your account has been compromised), please contact us immediately at support@mailcode.ai.
6. Your Rights and Choices
6.1 Account Information
You can review and update your account information by logging into your account. You can also contact us directly to request access to, correct, or delete any personal information that you have provided to us.
6.2 Marketing Communications
You can opt out of receiving marketing emails from us by clicking the "unsubscribe" link in the emails. Even if you opt out of marketing communications, we may still send you non-promotional emails, such as those about your account or our ongoing business relationship.
6.3 Data Subject Rights
Depending on your location, you may have certain rights regarding your personal information, including:
- Access: You have the right to request a copy of the personal information we hold about you.
- Rectification: You have the right to correct inaccurate or incomplete personal information we hold about you.
- Erasure: You have the right to ask us to delete your personal information in certain circumstances.
- Restriction: You have the right to request that we restrict the processing of your personal information in certain circumstances.
- Data Portability: You have the right to receive a copy of your personal information in a structured, machine-readable format.
- Objection: You have the right to object to our processing of your personal information in certain circumstances.
To exercise these rights, please contact us at support@mailcode.ai. We may need to verify your identity before responding to your request.
6.4 Data Retention
We retain your personal information as long as necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required or permitted by law. When determining how long to keep your information, we consider the amount, nature, and sensitivity of the information, the potential risk of harm from unauthorized use or disclosure, the purposes for which we process the information, whether we can achieve those purposes through other means, and applicable legal requirements.
6.5 California Privacy Rights
If you are a California resident, you have specific rights under the California Consumer Privacy Act (CCPA) and the California Privacy Rights Act (CPRA). Please see our California Privacy Notice below for more information.
8. Children's Privacy
Our Service is not directed to children under the age of 18, and we do not knowingly collect personal information from children under 18. If we learn that we have collected personal information from a child under 18, we will take steps to delete such information from our files as soon as possible.
If you are a parent or guardian and you believe that your child has provided us with personal information without your consent, please contact us at support@mailcode.ai.
9. International Data Transfers
Your information may be transferred to — and maintained on — computers located outside of your state, province, country, or other governmental jurisdiction where the data protection laws may differ from those in your jurisdiction.
If you are located outside of the United States and choose to provide information to us, please note that we transfer the data, including personal information, to the United States and process it there. Your consent to this Privacy Policy followed by your submission of such information represents your agreement to that transfer.
For users in the European Economic Area (EEA), United Kingdom, and Switzerland, when we transfer your personal information outside these regions, we ensure a similar degree of protection is afforded to it by implementing appropriate safeguards, including:
- Using specific contracts approved by the European Commission, UK, or Swiss authorities that give personal data the same protection it has in those jurisdictions
- Transferring data to countries deemed to provide adequate protection
- Using service providers bound by specific certification schemes, such as the EU-US Data Privacy Framework
10. Changes to This Privacy Policy
We may update our Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page and updating the "Last Updated" date at the top of this page.
We will let you know via email and/or a prominent notice on our Service, prior to the change becoming effective and update the "Last Updated" date at the top of this Privacy Policy.
You are advised to review this Privacy Policy periodically for any changes. Changes to this Privacy Policy are effective when they are posted on this page.
11. Contact Us
If you have any questions about this Privacy Policy, please contact us:
- By email: support@mailcode.ai
California Privacy Notice
This California Privacy Notice supplements the information contained in our Privacy Policy and applies solely to California residents. We adopt this notice to comply with the California Consumer Privacy Act (CCPA) and California Privacy Rights Act (CPRA).
Information We Collect
Within the last 12 months, we have collected the following categories of personal information:
- Identifiers (e.g., name, email address, IP address)
- Commercial information (e.g., products or services purchased)
- Internet activity information (e.g., browsing history, search history)
- Geolocation data
- Professional or employment-related information
- Inferences drawn from other personal information
Your Rights Under CCPA/CPRA
As a California resident, you have the following rights:
- Right to Know: You have the right to request information about the personal information we have collected about you, including the categories of information, the sources from which we collected it, the purposes for which we use it, and the categories of third parties with whom we share it.
- Right to Delete: You have the right to request deletion of personal information we have collected from you, subject to certain exceptions.
- Right to Correct: You have the right to request correction of inaccurate personal information.
- Right to Opt-Out of Sale/Sharing: You have the right to opt out of the sale or sharing of your personal information.
- Right to Limit Use of Sensitive Personal Information: You have the right to limit the use of your sensitive personal information.
- Right to Non-Discrimination: You have the right not to be discriminated against for exercising your CCPA/CPRA rights.
How to Exercise Your Rights
To exercise your rights under the CCPA/CPRA, please contact us at support@mailcode.ai or call our toll-free number at 1-800-MAIL-CODE. We will verify your identity before responding to your request.