Smart Mailr Privacy Policy

1. Overview

Smart Mailr is an email campaign and outreach platform that allows users to send personalized emails, automate campaigns, analyze performance, and use AI-powered tools for email writing and campaign optimization.

Our platform may process personal data submitted by users in order to deliver the requested services.

Personal data means any information that relates to an identifiable individual, such as a name, email address, or contact information.

Smart Mailr is committed to protecting user privacy and ensuring transparency regarding how data is handled.

2. Information We Collect

We collect different types of information depending on how you interact with our services.

2.1 Account Information

When you create an account or register for Smart Mailr, we may collect:

• Name
• Email address
• Organization or company name
• Account credentials
• Profile information
• Billing information (if applicable)

Payment information may be processed by third-party payment providers and is not stored directly by Smart Mailr.

2.2 Campaign Data

When you use Smart Mailr to create or send email campaigns, we may process campaign-related data such as:

• recipient email addresses
• recipient names
• contact lists
• personalization fields
• subject lines
• email content
• attachments or images included in emails
• campaign configuration settings
• scheduling information

This information is necessary to deliver email campaigns and related services.

Platforms similar to mail merge tools process similar campaign data in order to provide their services.

2.3 Email Engagement Data

When you send campaigns using Smart Mailr, we may collect engagement information such as:

• email opens
• link clicks
• reply status
• bounce information
• unsubscribe events
• campaign performance metrics

This data helps users understand how their campaigns perform.

2.4 Google Workspace Data

Smart Mailr may integrate with Google Workspace services such as:

• Google Sheets
• Google Docs
• Gmail

Access to these services is granted only after explicit user authorization through Google OAuth permissions.

Google APIs require applications to request specific authorization scopes that define what data can be accessed and how it is used.

Google Sheets Add-on

When you use the Smart Mailr Google Sheets Add-on, we may access:

• spreadsheet data used to generate campaigns
• contact lists stored in spreadsheets
• personalization fields for mail merge
• campaign configuration stored within sheets

Smart Mailr only accesses the spreadsheet data required to perform the requested campaign operations.

We do not access spreadsheets unrelated to Smart Mailr functionality.

Google Docs Add-on

When you use the Smart Mailr Google Docs Add-on, we may access:

• document content used to generate email templates
• template formatting data
• content selected by the user for campaign creation

This access is strictly limited to providing email template creation and editing features.

Gmail Integration

If Gmail integration is enabled, Smart Mailr may access limited Gmail data required to:

• send emails on behalf of the user
• manage reply tracking
• manage automated follow-ups

Smart Mailr does not access or analyze unrelated Gmail messages.

2.5 Chrome Extension Data

If you install the Smart Mailr Chrome Extension, we may collect limited data required to operate the extension.

This may include:

• Gmail interface interaction
• campaign sending commands
• extension usage metrics
• configuration settings

The Chrome extension only accesses Gmail data necessary to provide Smart Mailr functionality.

2.6 AI Processing Data

Smart Mailr provides AI-powered features such as:

• AI email writer
• sentiment analysis
• email tone analysis
• reply analysis
• personalization suggestions

When these features are used, certain campaign data may be processed by AI systems to generate suggestions or analysis.

This processing occurs only when users request AI features.

2.7 Website Usage Data

When you visit smartmailr.com, we may automatically collect certain information such as:

• IP address
• device information
• browser type
• operating system
• referring website
• pages visited
• session activity

This data helps improve platform performance and detect potential abuse.

Similar analytics data collection is commonly used to understand service usage and improve product performance.

3. How We Use Your Information

We use collected data to provide and improve Smart Mailr services.

This includes:

• operating the Smart Mailr platform
• enabling email campaign creation and sending
• generating AI-powered email content
• analyzing campaign performance
• improving automation features
• monitoring system reliability
• preventing fraud and abuse
• responding to support requests
• maintaining platform security

Your information is never used for advertising purposes unrelated to the Smart Mailr service.

4. Data Sharing and Disclosure

Smart Mailr does not sell personal data.

We may share information only in limited situations.

Service Providers

We may use trusted third-party providers for services such as:

• cloud hosting
• infrastructure services
• payment processing
• analytics
• AI processing
• email delivery services

These providers are required to protect your data and process it only for the purposes of delivering Smart Mailr services.

Legal Requirements

We may disclose information when required by law or when necessary to:

• comply with legal obligations
• respond to lawful government requests
• enforce our policies
• protect the rights and safety of our users

5. Data Security

Smart Mailr implements industry-standard security measures to protect user data.

These measures may include:

• encrypted data transmission (HTTPS)
• secure server infrastructure
• restricted internal access to data
• authentication and authorization controls
• regular security monitoring

Access to user data is limited to authorized personnel and only when necessary to operate the service.

Security practices similar to this are commonly implemented by modern email SaaS platforms to protect user data.

6. Data Retention

Smart Mailr retains user data only as long as necessary to provide the services.

Data may be retained for purposes such as:

• maintaining active user accounts
• delivering campaigns
• providing analytics
• complying with legal requirements
• resolving disputes

Users may request deletion of their data at any time.

7. User Rights

Depending on your location and applicable privacy laws, you may have rights including:

• access to your personal data
• correction of inaccurate data
• deletion of your personal data
• restriction of processing
• data portability
• withdrawal of consent

Users may request access or deletion by contacting Smart Mailr support.

Similar rights are provided under modern privacy regulations such as GDPR.

8. Cookies and Tracking Technologies

Smart Mailr may use cookies and similar technologies to:

• maintain login sessions
• store user preferences
• analyze platform usage
• improve service performance

Users can disable cookies through browser settings, but some features of the platform may not function properly.

9. Third-Party Integrations

Smart Mailr may integrate with third-party platforms including:

• Google Workspace
• CRM platforms
• payment providers
• analytics tools

These services operate under their own privacy policies. Users are encouraged to review those policies separately.

10. Google API Services User Data Policy

Smart Mailr’s use and transfer of information received from Google APIs will comply with the Google API Services User Data Policy, including the Limited Use requirements.

Google Workspace data accessed through Google Sheets, Google Docs, or Gmail is used only to provide Smart Mailr features and is not used for advertising purposes.

11. Children's Privacy

Smart Mailr services are not intended for individuals under the age of 13.

We do not knowingly collect personal data from children. If such data is discovered, it will be deleted promptly.

12. International Data Transfers

Smart Mailr may process and store information on servers located in different countries.

We implement appropriate safeguards to ensure data protection during international transfers.

13. Changes to This Privacy Policy

We may update this Privacy Policy periodically.

Any updates will be published on this page with the updated revision date.

Continued use of Smart Mailr after changes indicates acceptance of the updated policy.