Privacy Policy : mailX & mailadept

Last Updated: July 8, 2025

At mailX and mailadept, we are committed to protecting your privacy and personal data. This Privacy Policy explains how mailwarm Inc. (“we,” “our,” or “us”) collects, uses, stores, and protects your information when you use our platforms and services ; whether free or paid.

By accessing www.themailx.com or www.mailadept.com, you agree to the practices described in this Policy. If you do not agree, please discontinue use immediately.

1. Who We Are

mailwarm Inc. is a Delaware corporation providing two core services:

1. mailX: free content, tools, and community features to help businesses improve email deliverability.
2. mailadept: premium managed services offering expert support and hands-on configuration to ensure optimal inbox performance.

Both platforms are operated and managed by mailwarm Inc. and follow the same data handling principles.

2. What Data We Collect

We collect the following categories of personal data when you interact with our services:

a. Account Information

1. Full name, company name
2. Email address
3. Phone number (optional)
4. Country of residence

b. Billing and Payment Data

1. Billing address
2. Company registration details
3. Payment information (handled securely by Stripe; we do not store full credit card details)

c. SMTP & Email Setup Data (mailadept only)

1. SMTP credentials (username, host, port, protocol)
2. DNS and domain records (SPF, DKIM, DMARC, etc.)

Note: Sensitive credentials are encrypted, stored securely, and used only for the intended deliverability setup purpose.

d. Usage and Technical Data

1. IP address and browser/device info
2. Cookies and session data
3. Activity logs (e.g. logins, domain tests, interaction with tools)
4. Support conversations

e. Communication Preferences

1. Marketing consent (opt-in)
2. Product update subscriptions

3. Why We Collect Your Data

We use your personal information for the following purposes:

1. To create and manage your account
2. To deliver our Services (tools, support, consulting, configurations)
3. To process payments and issue invoices
4. To provide technical assistance and customer service
5. To monitor and improve product performance
6. To send security alerts, system messages, and updates
7. To comply with legal obligations (tax, billing, identity verification)

4. Lawful Basis for Processing

We process personal data based on:

1. Contractual necessity (e.g. to provide paid services)
2. Consent (e.g. newsletter subscriptions)
3. Legal obligations (e.g. anti-fraud, invoicing)
4. Legitimate interest (e.g. product improvement, security)

5. Cookies & Tracking

We use cookies and similar technologies to:

1. Enable platform functionality (e.g. session login)
2. Track usage metrics (via tools like Google Analytics)
3. Analyze product behavior to improve UX

You may control or delete cookies via your browser settings. Disabling cookies may limit platform functionality.

6. How We Share Your Data

We do not sell your personal data. We only share it with:

1. Trusted third-party processors (e.g. Stripe, AWS, Google, Intercom)
2. Email service providers (when configured for your SMTP connection)
3. Legal authorities when required for compliance

All third-party providers are GDPR-compliant and bound by strict confidentiality.

7. Data Storage & Location

Your data is securely stored in the European Union, primarily on Amazon Web Services (AWS) servers located in Ireland. We follow best practices in encryption, access control, and data minimization.

8. Data Retention

We retain personal data:

1. As long as your account is active
2. As required for billing or legal compliance (up to 6 years)
3. For technical records, up to 12 months after service termination

You may request earlier deletion unless we are legally required to retain it.

9. Your Rights (GDPR-Compliant)

As a user, you have the right to:

1. Access: Request a copy of your data at any time
2. Rectification: Correct incorrect or outdated information
3. Erasure: Request deletion of your data (“right to be forgotten”)
4. Portability: Request export of your data in machine-readable format
5. Objection: Opt out of marketing or certain processing
6. Withdraw consent: For optional communications
7. File a complaint: With your local data protection authority

To exercise your rights, contact us at contact@themailx.com.

10. Data Security

We apply appropriate technical and organizational measures including:

1. SSL encryption
2. Data encryption at rest and in transit
3. Access control and audit logs
4. Credential hashing
5. Regular penetration testing and backups

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. The "Last Updated" date will always reflect the current version. You are responsible for checking periodically for changes.

12. Contact Us

For questions, concerns, or to exercise your privacy rights mailwarm Inc.

Email: contact@themailx.com

Web: https://www.themailx.com | https://www.mailadept.com