What this policy covers
This updated Privacy Policy reflects IntelliMails’ commitments and obligations under the EU’s new General Data Protection Regulation (GDPR).
Your privacy is important to us, so the goal of this policy is to be transparent about what information IntelliMails collects, uses, and shares.
This policy explains your rights with regards to that information. It also explains how to access and update your information, and how you can object to its use.
When we refer to “IntelliMails”, “we”, or “us”, we mean the IntelliMails entity (owned by S.C. InteliX Software S.R.L.) that acts as the controller or processor of your information.
This policy covers:
- What information we collect and how we use it
- How we share information
- How we store, secure, and transfer information
- Your data rights and choices
- List of data sub-processors
- Contacting IntelliMails
When we make changes to our Privacy Policy, we will revise the date at the top of this page. We may also notify you by email.
What information we collect and how we use it
IntelliMails collects the following information about you when you provide it to us and use our services:
Account and Profile Information
When you sign up, create a profile, set your preferences, or pay for your subscription, IntelliMails collects your name, username, password, email, address, and company information.
We use this information to correctly identify you, communicate with you, and provide you with customer support. We also use this contact information for accounting and administrative purposes, for transactional emails, and to notify you about new features, releases, blog posts, and discounts.
Device Information and Log Data
We collect information about the type of device you use to access IntelliMails, as well as your device settings, operating system, browser information, connection type, IP address, and the URLs of referring pages. Additionally, we log the date and time you access our services, as well as any error or crash data.
We use device and location information to help us optimize your IntelliMails’ display and performance, provide accurate billing information, understand user demographics, and improve the overall user experience. Your log data helps us troubleshoot errors, analyze performance, resolve reliability issues, perform security audits, and investigate potential service fraud or abuse.
Payment Information
Customers purchase IntelliMails subscription through our Merchant of Record, Paddle, which is legally a reseller, and PCI compliant. Therefore, when you purchase an IntelliMails subscription through our Merchant of Record, we receive only partial information about your subscription, and IntelliMails doesn’t store cardholder information on our servers. All the billing information such as credit or debit card information, PayPal information, banking information, and billing addresses along with billing inquiries are exclusively handled by our Merchant of Record which makes IntelliMails more secure.
Service Metadata
This data is generated automatically when you visit IntelliMails. It provides us with information about how you browse our website and use our app. That includes the links you click, the search terms you use, and the features you access.
We use this metadata to help us understand how our users work, and what they find most valuable at IntelliMails. We also use this information to measure the efficiency of our product, enhance our services, and guide our future development.
Support Information
When you reach out to IntelliMails, you may contact our team through the service of a third-party support platform. The information you provide to our team, including any troubleshooting documentation or screenshots, are saved as part of your support history.
We use this information to resolve any issues you are having, relay feedback to our team, respond to your comments and requests, and confirm your purchases and refunds. We also use this data to provide you with security alerts and technical notices.
Cookie Information
IntelliMails and our third-party advertising and analytics partners use cookies and similar technologies for tracking across different devices, websites, and online services.
We use this information both for secure authentication and for the maintenance of your active sessions. Our third-party partners use cookies for the purposes of marketing, ad targeting, and performance analytics.
How we share information
We Do Not Sell Your Information
IntelliMails users create and share sensitive and proprietary data on our platform. Since we appreciate our users’ need for privacy, we adhere to a straightforward business with our subscription plans. This means that we will never sell information about you, your profile, nor your data and metadata, to advertising companies or other third parties.
Testimonials and Case Studies
We might contact you with a request to provide information that would appear, like a testimonial or case study, on our blog and website. In this case, we would seek explicit, written consent to use this information.
Legal Compliance and Fraud Prevention
In exceptional circumstances, we may disclose information about you to a third party if we receive a request and believe that the disclosure is in accordance with or required by any applicable law, rule or regulation, legal process, or enforceable governmental request. We may also do so to enforce our Terms of Service, investigate potential violations, prevent and detect fraud, track and solve security or technical issues, and protect against any harm to the rights, property, or safety of IntelliMails, its users, or the public as required or permitted by law.
Changes in Business
If IntelliMails engages in a merger, acquisition, reorganization, bankruptcy, dissolution, sale of company assets, financing, public offering of securities, or due diligence and other steps in contemplation and negotiation of such activities, we may share or transfer information that we collect under this privacy policy, subject to standard confidentiality agreements.
How we store, secure, and transfer information
Third Party Service Providers
IntelliMails contracts with third party service providers. These services may require access to your information in order to help us operate, market, and support our services. For example, IntelliMails uses third party services to provide hosting, maintenance, backup, virtual computing, storage, payment processing, customer support, data analytics, advertising, marketing, and other services. Our contracts with these services provide for the maintenance, confidentiality, security, and integrity of the information we share with them.
Data Security
IntelliMails takes data security very seriously and implements the industry’s best practices and policies. We take all reasonable measures to protect your information and to prevent any kind of unauthorized access, misuse, loss, or disclosure.
The third-party service providers that we use for infrastructure and payment processing are ISO certified and PCI compliant, and they adhere to the same privacy and security principles as we do.
We conduct regular, manual, and automated security audits. We also participate in voluntary penetration tests performed by third parties; these tests are followed by concrete, internal security policy updates, and actionable engineering items for our development team. When possible, your data is also stored in anonymized form. We strive to keep our systems secure and constantly updated. The Security Policy page has additional technical details.
Data Retention
IntelliMails stores your information for as long as your account is active, and for a reasonable period thereafter, in case you decide to use our services again. IntelliMails may also retain certain information for as long as necessary in order to support business operations, or as required by law.
International Data Transfers
IntelliMails collects information internationally and uses hosting and cloud computing infrastructure located primarily in the United States to transfer process and store information. In order to provide you with our service, we may also transfer your data to third-party services. Please refer to the List of data sub-processors for more information about why we use those third-party services, and where they are located.
Your data rights and choices
The following is a summary of choices you can make to exercise your data rights:
Opt Out of Promotional Communications
You have the right to opt out of receiving any promotional communication. To unsubscribe from our newsletter, or other promotional emails, use the link at the bottom of the message. You can also contact us directly to have your information removed from our promotional contact list. Please note that, even if you unsubscribe, you will continue to receive non-promotional, transactional messages regarding your account and other essential services.
Right to be Forgotten
You have the right to be forgotten which means that, at any time, you can request that IntelliMails permanently delete all applicable data records, including your profile information, both personal and financial, along with any user-created content. In some cases, we may need to retain partial information to fulfill our legal responsibilities, or to complete ongoing financial transactions.
Data Portability
You have the right, at any time, to request and receive the information that you have provided to IntelliMails. We will provide you with your information, in a machine-readable format, so that you can make use of it in other contexts, or with other service providers.
Access Under 16 Years of Age
IntelliMails’ services are not directed at children. Furthermore, we do not knowingly collect personal information from individuals under 16 years of age, unless consent is given or authorized by the holder of parental responsibility for the child. If we become aware that someone under 16 has provided us with personal details, we will take steps to delete such information. If you become aware that a child has unlawfully or unwittingly provided us with personal data, please contact our Support team.
Request That We Stop Using Your Information
Even if you have previously consented to our Terms of Service and Privacy Policy, you have the right, at any time, to change your mind and object to the collection, use, and processing of your personal information. Additionally, you are under no contractual obligation to continue to provide any information to IntelliMails. However, we require certain information in order to provide you with our services. Therefore, if you disagree with the terms of this Privacy Policy or our Terms of Service, you should stop using IntelliMails, and contact us so that we may delete your information.
List of data sub-processors
In order to keep your Personal Data as secure as possible, we don’t own any servers of our own. Instead, we rely on best-in-class third-party services to store your data more securely than we would be able to do ourselves.
| Entity Name | Data Processing Purpose | Location | Website |
| Intercom, Inc. | Customer Support | USA | https://intercom.io |
| Zendesk, Inc. | Customer Support | USA | https://www.zendesk.com/ |
| Google, Inc. | Analytics, Online Advertising | USA | https://www.google.com/ |
| HotJar | Analytics | EU | https://www.hotjar.com |
| Baremetrics | Analytics | USA | https://baremetrics.com/ |
| Dropbox, Inc. | Cloud Drive | USA | https://dropbox.com |
| Facebook, Inc. | Online Advertising, Social Media | USA | https://facebook.com |
| Sentry by Functional Software, Inc | Error Logging and Tracking | USA | https://sentry.io |
| Microsoft, Inc. | Cloud Storage Services, Cloud Email Sending Services | USA | www.azure.com |
| tawk.to, inc. | Live Visitors Chat | USA | https://www.tawk.to/ |
| Smartsupp.com, s.r.o | Live Visitors Chat | EU | https://smartsupp.com/ |
| Slack by Slack Technologies, Inc. | Authentication Provider, Service Integration | USA | https://slack.com/ |
| Mailgun Technologies, Inc. | Cloud Email Service | USA | https://www.mailgun.com/ |
| Paddle.com, Inc. | Merchant of Record | USA | https://paddle.com |
| MaxMind, Inc | IP Geo Location | USA | https://www.maxmind.com/ |
| Atlassian, Inc | Enterprise Collaboration | USA | https://www.atlassian.com/ |
| MailChimp | Marketing Automation | USA | https://www.mailchimp.com |
| HubSpot | Sales CRM | USA | https://www.hubspot.com |
Contacting IntelliMails
If you have any questions about IntelliMails’ Privacy Policy or want to make a request with regard to your information, please contact our Data Protection Officer at dpo@intellimails.com
S.C. InteliX Software S.R.L.
14, Calistrat Hogas
Cluj-Napoca, Cluj
Romania
support@intellimails.com