This Privacy Policy (the “Policy”) describes the personal data that Mail Tuner (“Mail Tuner”, “we”, “us” or “our”) collects from or about you when you use our marketing website at mailtuner.co, client dashboard at acc.mailtuner.co, service dashboard at service.mailtuner.co, and related hosted email deliverability platform and services (collectively, the “Services”). It explains how we use that information, with whom we share it, and the choices you have.

For the purposes of this Policy, “personal data” has the same meaning as in the EU General Data Protection Regulation 2016/679 (“GDPR”), where applicable. This Policy should be read together with our Terms and Conditions. We may update this Policy from time to time. We will post the revised Policy on our website or notify you through the Services before material changes take effect. Your continued use of the Services after such notice means you accept the updated Policy.

In short: Mail Tuner stores and processes your personal data to provide the email deliverability services you sign up for. We do not sell your personal data and we do not use it for unrelated profiling or advertising. The sections below describe this in greater detail.

1. Accountability and openness

Mail Tuner is responsible for personal data under our control. We maintain policies and procedures to safeguard confidential personal data, handle complaints, and respond to privacy inquiries. We are committed to maintaining the accuracy, confidentiality, and security of your personal data.

Questions or concerns about this Policy or our privacy practices should be directed to our privacy contact at support@mailtuner.co. We will investigate complaints and, where appropriate, take corrective action. You may also contact your local data protection authority if you believe your rights have not been addressed.

2. Consent

By using the Services, registering an account, submitting a contact form, or otherwise providing personal data to us, you acknowledge this Policy and our collection, use, and disclosure of your personal data as described here. Where required by law, we will obtain your separate consent for specific processing activities.

You may withdraw consent or object to certain processing by contacting support@mailtuner.co. Withdrawing consent may affect your ability to use some features of the Services.

3. Collection and retention of information

We collect personal data only to the extent necessary for the purposes described in this Policy. Subject to legal or accounting requirements, we retain personal data only as long as needed to fulfill those purposes. Data that is no longer required is deleted, erased, or anonymized, although copies may remain on backup media for a limited period.

Information you provide

  • Account and profile data — name, email address, password hash, company or workspace name, team role, language preference, and other details you enter when creating or updating an account.
  • Mailbox and domain data — email addresses of mailboxes you connect, display names, DNS records you publish or verify, authentication settings (SPF, DKIM, DMARC), Google Postmaster Tools linkage, and deliverability configuration.
  • OAuth and provider credentials — when you connect Gmail, Google Postmaster, or Microsoft mailboxes, we receive OAuth tokens and provider account identifiers. Access and refresh tokens are stored encrypted. We do not store your mailbox password when you use OAuth.
  • Deliverability and operational data — sender reputation metrics, warmup activity, inbox placement results, blacklist status, DMARC aggregate (RUA) reports, bounce and complaint signals, message metadata (such as headers, delivery status, folder placement, and timestamps), and aggregated statistics about your sending infrastructure. Mail Tuner is designed to focus on sender-side and infrastructure-level signals and to minimize processing of recipient-level personal content where possible.
  • Billing data — subscription plan, billing history, invoices, and payment status. Card payments are processed by Stripe; we do not store full payment card numbers on our servers. Cryptocurrency payments are processed by our payment partners; we receive transaction references and payment status, not your private wallet keys.
  • Support and communications — messages you send through contact forms, support tickets, onboarding flows, or email to addresses such as hello@mailtuner.co or support@mailtuner.co.
  • Marketing preferences — whether you opted in to product updates or promotional communications, and records of consent on lead forms.

Information collected automatically

  • Usage and device data — IP address, browser type, operating system, device identifiers, pages viewed, referral URLs, session timestamps, and feature usage logs. We use this data to operate, secure, and improve the Services.
  • Security and audit logs — authentication events, API access, administrative actions, and error reports needed to detect abuse and protect accounts.
  • Cookies and similar technologies — see Section 3.4 below.

Account deletion and inactivity

You may request deletion of your account and associated personal data by contacting support@mailtuner.co. After we verify your request, we will confirm deletion by email. Account deletion is typically completed within 30 days. During that period you may request reactivation unless deletion has already been finalized. After permanent deletion, account recovery is not possible.

If your account remains inactive for an extended period (typically 12 months), we may delete or anonymize associated data after sending a notice to your account email address, unless we are required to retain certain records by law or for legitimate business purposes.

Cookies and web beacons

A “cookie” is a small file stored on your device that helps our websites and dashboards recognize your browser and maintain your session. We use cookies and similar technologies to keep you signed in, remember preferences, measure website usage, and protect against fraud.

Most browsers accept cookies by default. You can adjust your browser settings to decline cookies or alert you when cookies are sent. If you decline cookies, some features of the Services may not work properly. For browser-specific instructions, consult your browser’s help documentation.

We may use web beacons or similar technologies in emails we send to measure delivery, opens, and link clicks in order to improve our communications and service quality.

4. Purpose — why we collect, use, and disclose information

We identify the purposes for collecting personal data before or when we collect it. Except as described in this Policy or with your consent, we do not use or disclose personal data for unrelated purposes. Our business purposes include:

  • providing, operating, and maintaining the Services, including warmup, monitoring, and reporting;
  • connecting and syncing your mailboxes and domains through authorized OAuth providers;
  • processing subscriptions, payments, invoices, and account changes;
  • communicating with you about your account, security alerts, product updates, and support requests;
  • improving performance, reliability, and user experience through analytics and testing;
  • detecting, preventing, and investigating fraud, abuse, security incidents, and violations of our terms;
  • complying with legal obligations, regulatory requests, and enforcing our agreements; and
  • any other purpose for which you provide consent.

We may process personal data without your knowledge or consent where permitted or required by applicable law, court order, or governmental request.

5. Disclosure to third parties

We do not sell your personal data. We may share personal data with:

  • Service providers and subprocessors that help us host infrastructure, process payments (such as Stripe and cryptocurrency payment processors), send email, provide analytics, customer support tools, and security monitoring. We share only the information needed for them to perform their services and require appropriate contractual protections.
  • OAuth and email providers (such as Google and Microsoft) when you authorize us to access your mailbox or Postmaster data on your behalf.
  • Team members and workspace collaborators within your organization according to the roles and permissions you configure.
  • Professional advisers (lawyers, accountants, auditors) under confidentiality obligations.
  • Authorities when required by law, regulation, legal process, or to protect the rights, property, or safety of Mail Tuner, our users, or others.
  • Business transfers in connection with a merger, acquisition, financing, or sale of all or part of our business, subject to appropriate safeguards.

6. Safeguards — how information is protected

We maintain reasonable administrative, technical, and organizational safeguards designed to protect personal data against loss, theft, unauthorized access, disclosure, copying, use, or modification. Measures include encryption of OAuth tokens and sensitive credentials, access controls limited to personnel with a legitimate need, network monitoring, and secure development practices.

No security measure is perfect. Transmission of data over the Internet involves risk. By using the Services and communicating electronically with us, you acknowledge that personal data may be transmitted across networks and jurisdictions not owned or operated by us, and that we cannot guarantee that data transmitted by third parties will remain secure.

For more detail on our security practices, see our Security page.

7. Accuracy and access

We strive to keep personal data accurate, complete, and up to date. You may access and update much of your account information directly in the Services. You may request confirmation of whether we process your personal data, a copy of the data we hold, and information about how it has been used and disclosed by writing to support@mailtuner.co.

If you believe our records are inaccurate or incomplete, contact us and we will correct or supplement the information where appropriate.

8. International transfer and storage of information

Mail Tuner may process and store personal data in countries other than your own, including countries that may not provide the same level of data protection as your jurisdiction. When we transfer personal data internationally, we use appropriate safeguards such as standard contractual clauses or equivalent mechanisms where required by law.

If your use of the Services requires processing of personal data subject to the GDPR, you may request information about applicable data processing terms by contacting support@mailtuner.co.

9. Third-party content and links

The Services may contain links to third-party websites, OAuth consent screens, payment pages, or integrations. We are not responsible for the privacy practices of those third parties. This Policy applies only to Mail Tuner’s Services. We encourage you to review the privacy policies of any third-party services you use.

10. Minors

The Services are not directed to minors, and we do not knowingly collect personal data from anyone under the age of majority in their jurisdiction without appropriate parental or guardian supervision. If you believe a minor has provided personal data to us, contact support@mailtuner.co and we will take appropriate steps to delete the information.

11. Notice of breach

If we discover a security breach that materially affects your personal data, we will notify you and relevant authorities as required by applicable law, and we will take reasonable steps to mitigate harm and prevent recurrence.

12. California-resident specific rights

If you are a California resident and the California Consumer Privacy Act or California Privacy Rights Act applies to our processing of your personal information, you may have the right to:

  • know the categories and specific pieces of personal information we have collected;
  • know the categories of sources from which personal information is collected;
  • know the business or commercial purposes for collecting personal information;
  • know the categories of third parties with whom we share personal information;
  • request deletion of personal information we collected about you, subject to legal exceptions;
  • correct inaccurate personal information; and
  • not receive discriminatory treatment for exercising your privacy rights.

Mail Tuner does not sell personal information and does not share personal information for cross-context behavioral advertising.

To exercise these rights, email support@mailtuner.co. We will verify your request and respond within the timeframes required by applicable law.

13. Other data rights

Depending on your location, you may have additional rights under GDPR or other laws, including:

  • the right to be informed about our processing (see Sections 3 and 4);
  • the right of access and rectification (see Section 7);
  • the right to erasure (“right to be forgotten”) in certain circumstances;
  • the right to restrict processing in certain circumstances;
  • the right to data portability in certain circumstances;
  • the right to object to processing based on legitimate interests; and
  • rights related to automated decision-making where applicable.

If you use Mail Tuner to process personal data about your own contacts, subscribers, or recipients, you remain responsible for providing appropriate notices and obtaining required consents from those individuals. Mail Tuner acts as a service provider or processor on your instructions for that data, depending on the context and applicable law.

To exercise your rights or ask questions about your data, contact support@mailtuner.co. We will respond in accordance with applicable data protection laws.