Privacy Policy

1. Introduction

SentMailTracker ("we," "our," or "us") is committed to protecting your privacy and ensuring you have a positive experience when using our email tracking service. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our SentMailTracker browser extension and related services.

By using SentMailTracker, you agree to the collection and use of information in accordance with this policy. If you do not agree with our policies and practices, do not use our services.

2. Information We Collect

2.1 Personal Information

We may collect the following personal information:

• Account Information: Email address, name, and profile information when you create an account
• Contact Information: Email addresses of recipients when you send tracked emails
• Communication Data: Email subject lines, send timestamps, and metadata (not email content)
• Payment Information: Billing details processed securely through third-party payment processors

2.2 Tracking Information

When you use our email tracking features, we collect:

• Email Engagement Data: Open rates, click-through rates, response times
• Device Information: Device type, operating system, email client used by recipients
• Location Data: General geographic location (city/country level) of email opens
• Technical Data: IP addresses, browser information, and technical identifiers

2.3 Usage Information

We automatically collect information about how you use our services:

• Feature usage patterns and preferences
• Service performance and error logs
• Extension interaction data
• Website analytics and user behavior

3. How We Use Information

We use the collected information for the following purposes:

3.1 Service Provision

• Provide email tracking and analytics services
• Generate engagement reports and insights
• Enable follow-up reminders and notifications
• Maintain and improve service functionality

3.2 Communication

• Send service-related notifications and updates
• Provide customer support and respond to inquiries
• Share product updates and feature announcements
• Send marketing communications (with your consent)

3.3 Legal and Security

• Comply with legal obligations and enforce our terms
• Protect against fraud, abuse, and security threats
• Conduct investigations and resolve disputes
• Ensure platform integrity and user safety

4. Information Sharing and Disclosure

We do not sell, trade, or rent your personal information. We may share information in the following circumstances:

4.1 Service Providers

We work with trusted third-party service providers who assist us in operating our services:

• Cloud hosting and data storage providers
• Payment processing services
• Analytics and performance monitoring tools
• Customer support and communication platforms

4.2 Legal Requirements

We may disclose information when required by law or to:

• Comply with legal processes, court orders, or government requests
• Enforce our Terms of Service and other agreements
• Protect our rights, property, or safety, or those of others
• Investigate fraud, security issues, or technical problems

4.3 Business Transfers

In the event of a merger, acquisition, or sale of assets, your information may be transferred as part of the business transaction, subject to equivalent privacy protection.

5. Data Security

We implement robust security measures to protect your information:

5.1 Technical Safeguards

• Encryption: Data is encrypted in transit using TLS and at rest using AES-256
• Access Controls: Strict role-based access controls and authentication
• Infrastructure: Secure cloud infrastructure with regular security audits
• Monitoring: Continuous monitoring for suspicious activity and threats

5.2 Organizational Measures

• Regular security training for all employees
• Data minimization and privacy-by-design principles
• Incident response procedures and breach notification protocols
• Regular security assessments and vulnerability testing

6. Data Retention

We retain your information only as long as necessary for the purposes outlined in this policy:

• Account Data: Retained until you delete your account, plus 30 days for recovery
• Tracking Data: Retained for 24 months to provide analytics and insights
• Support Data: Retained for 12 months for quality assurance and training
• Legal Compliance: Some data may be retained longer to comply with legal obligations

When data is no longer needed, it is securely deleted or anonymized beyond recovery.

7. Your Privacy Rights

You have the following rights regarding your personal information:

7.1 Access and Portability

• Request access to your personal information
• Receive a copy of your data in a portable format
• Understand how your information is being used

7.2 Correction and Deletion

• Correct inaccurate or incomplete information
• Request deletion of your personal information
• Update your account settings and preferences

7.3 Control and Objection

• Object to processing of your personal information
• Restrict or limit how we use your data
• Opt-out of marketing communications
• Withdraw consent where processing is based on consent

To exercise these rights, contact us at [email protected]. We will respond within 30 days.

8. Cookies and Tracking Technologies

We use cookies and similar technologies to enhance your experience:

8.1 Types of Cookies

• Essential Cookies: Required for basic service functionality
• Analytics Cookies: Help us understand how you use our services
• Preference Cookies: Remember your settings and preferences
• Marketing Cookies: Used for advertising and remarketing (with consent)

8.2 Email Tracking

Our email tracking uses invisible pixels and unique identifiers to detect when emails are opened. Recipients can block these by:

• Disabling image loading in their email client
• Using privacy-focused email clients or extensions
• Configuring their email settings to block tracking pixels

9. International Data Transfers

Your information may be transferred to and processed in countries other than your own. We ensure adequate protection through:

• Standard Contractual Clauses approved by the European Commission
• Adequacy decisions for countries with equivalent privacy protection
• Binding Corporate Rules for intra-group transfers
• Other legally recognized transfer mechanisms

10. Children's Privacy

SentMailTracker is not intended for children under 16 years of age. We do not knowingly collect personal information from children under 16. If we become aware that we have collected personal information from a child under 16, we will take steps to delete such information promptly.

If you believe we have collected information from a child under 16, please contact us immediately at [email protected].

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. When we make changes:

• We will post the updated policy on our website
• We will update the "Last Updated" date at the top of this policy
• For material changes, we will provide prominent notice or email notification
• Your continued use of our services constitutes acceptance of the updated policy

We encourage you to review this Privacy Policy periodically to stay informed about how we protect your information.

12. Contact Information

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

We will respond to your inquiry within 30 days of receipt.