Privacy Policy

1. Introduction

Way2Mail ("we," "us," or "our") is committed to protecting your privacy and ensuring the security of your personal information. This Privacy Policy describes how we collect, use, disclose, and safeguard information when you visit our website, use our enterprise email delivery platform, or interact with our services.

By accessing or using Way2Mail's services, you agree to the terms of this Privacy Policy. If you do not agree with our practices, please do not use our services.

2. Information We Collect

2.1 Information You Provide

• Account Information: Name, email address, company name, phone number, and billing details when you register for our services or schedule a demo.
• Communication Data: Messages, inquiries, and feedback you send to us via our contact forms, email, or support channels.
• Service Configuration: Domain settings, API keys, SMTP credentials, and technical configurations required to deliver your emails.

2.2 Information Collected Automatically

• Usage Data: Email delivery metrics, bounce rates, open rates, click-through rates, and other analytics related to your email campaigns.
• Log Data: IP addresses, browser type, operating system, referring URLs, and timestamps when you access our website or dashboard.
• Cookies: We use essential cookies for authentication and session management, and analytics cookies to understand how visitors use our website.

2.3 Email Content and Recipient Data

When you use Way2Mail to send emails, we process the email content and recipient information solely for the purpose of delivering your messages. We do not read, analyse, or mine email content for advertising or any purpose other than delivery and abuse prevention.

3. How We Use Your Information

We use the information we collect for the following purposes:

• Service Delivery: To provide, operate, and maintain our email delivery platform, including sending, routing, and delivering your emails.
• Account Management: To create and manage your account, process payments, and provide customer support.
• Performance Optimisation: To monitor delivery rates, optimise routing, manage IP reputation, and improve deliverability.
• Security & Compliance: To detect and prevent fraud, abuse, spam, and other malicious activities on our platform.
• Communication: To send you service updates, technical notices, security alerts, and support messages.
• Analytics: To understand usage patterns, improve our platform, and develop new features based on aggregated, anonymised data.

4. Data Sharing and Disclosure

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

• Infrastructure Providers: We use third-party data centre and cloud infrastructure providers to host our platform. These providers are contractually bound to maintain the confidentiality and security of data.
• Delivery Partners: In certain cases, we may route email through trusted delivery partners to optimise deliverability. Such partners process data solely for the purpose of delivery and are bound by confidentiality obligations.
• Legal Requirements: When required by law, regulation, or valid legal process, or to protect the rights, property, or safety of Way2Mail, our users, or the public.
• Business Transfers: In connection with a merger, acquisition, or sale of assets, your information may be transferred as part of the transaction.

Where third-party providers are involved in processing client data, they are subject to appropriate contractual safeguards to ensure the confidentiality and security of that data.

5. Data Security

We implement appropriate security safeguards to protect your data:

• Encryption: All data in transit is encrypted using TLS 1.2 or higher. Data at rest is encrypted using AES-256 encryption.
• Infrastructure: Our servers are hosted in enterprise-grade data centres with physical access controls and 24/7 monitoring.
• Access Controls: Role-based access controls (RBAC) with the principle of least privilege. Multi-factor authentication (MFA) mandatory for all internal systems. All access is logged and audited.
• Monitoring: Continuous security monitoring, intrusion detection, and automated threat response systems protect our infrastructure.

6. Data Retention

We retain your data only for as long as there is an active subscription or as necessary to fulfil the purposes for which it was collected:

• Account Data: Retained for the duration of the active subscription. Deleted when the subscription ends.
• Email Content & Recipient Data: Retained for the duration of the active subscription to support delivery, re-sending, and troubleshooting. Deleted when there is no active subscription, or upon client request at any time.
• Delivery Logs: Retained during the active subscription to support troubleshooting, analytics, and reporting. Deleted when there is no active subscription.
• Billing Records: Retained for a limited period after the end of the subscription for business and accounting purposes, after which they are permanently deleted.

Upon termination of a client's account, or upon written request, Way2Mail will permanently delete or irreversibly anonymise all client data, except where retention is required for legitimate business or legal purposes.

7. Your Rights

You have the following rights with respect to your data:

• Right to Access: Request a copy of the data Way2Mail holds on your behalf.
• Right to Correction: Request correction of inaccurate or incomplete data.
• Right to Deletion: Request deletion of your data, subject to legitimate retention requirements.
• Right to Data Export: Request an export of your data in a commonly used, machine-readable format.
• Right to Information: Request details about how your data is processed, shared, and retained.
• Withdrawal of Consent: Withdraw your consent for processing at any time. Withdrawal does not affect the lawfulness of processing carried out prior to withdrawal.

To exercise any of these rights, please contact us at Contact@way2mail.com. We will respond to your request as promptly as reasonably possible.

8. Data Protection Agreement

Way2Mail recognises that different clients operate under different regulatory frameworks and have unique data protection requirements. We are prepared to enter into a tailored Data Protection Agreement (DPA) with each client, covering the scope of processing, security measures, confidentiality, data retention, breach notification, and audit rights.

9. Cookies and Tracking

We use cookies and similar technologies on our website:

• Essential Cookies: Required for authentication, security, and basic functionality. These cannot be disabled.
• Analytics Cookies: Help us understand how visitors interact with our website, so we can improve the user experience.
• Preference Cookies: Remember your settings and preferences for future visits.

You can manage cookie preferences through your browser settings. Note that disabling essential cookies may affect the functionality of our services.

10. International Data Transfers

Way2Mail is an Indian company and our primary data processing facilities across the globe. If you are accessing our services from outside India, please be aware that your data will be transferred to, stored, and processed in India. We ensure that all data transfers are handled with appropriate safeguards to protect your information.

11. Children's Privacy

Way2Mail's services are designed for business use and are not intended for individuals under the age of 18. We do not knowingly collect personal information from children. If you believe we have inadvertently collected data from a child, please contact us immediately.

12. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, or legal requirements. We will notify you of significant changes by posting a notice on our website or sending you an email. The "Last updated" date at the top of this policy indicates when it was last revised.

13. Contact Us

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

• Email: Contact@way2mail.com
• Phone: +91 8977728755
• Address: Way2Mail, Hyderabad, Telangana, India