Privacy Policy

Last updated: 30th August 2016

EmailOctopus ("we") are committed to protecting and respecting your privacy and keeping your personal information secure.

This policy (together with our Terms of Use and Anti-Spam Policy, our Cookie Policy and any other documents that they refer to) sets out:

  • details of the personal information that we may collect from you;
  • information about how we use your personal information;
  • information about how we store your information; and
  • information about your rights.

Please read this policy carefully to understand our views and practices regarding your personal data and how we will treat it.

For the purpose of the Data Protection Act 1998 (the Act), the data controller is Three Hearts Digital Ltd of Unit 6, 14a Andre Street, London, E8 2AA (registered at Companies House with company number 09897211 and trading as EmailOctopus).

Information we may collect from you

We may collect and process the following data about you:

  • Information that you provide to us. You may give us information about you by filling in forms on emailoctopus.com (or sub-domains of emailoctopus.com) or our apps or by corresponding with us by phone, email or otherwise. This includes information you provide when you register to use our website or our app, subscribe to our service, respond to any surveys that we send to you to complete, post materials, requesting further services and when you report a problem with our website. This information may include:
  • your name;
  • your address;
  • your email address and phone number;
  • details of any opinions or complaints you raise regarding the service; and
  • details of actions you carry out through our site
  • If you contact us, we may keep a record of that correspondence.
  • We may also ask you to complete surveys that we use for research purposes, although you do not have to respond to them.
  • Other information we collect about your visit to our website or use of our apps. With regard to each of your visits to our website, we may automatically collect details of your visit, including, but not limited to, traffic data, location data, weblogs and other communication data. We may also collect information about your computer, including where available your IP address, operating system and browser type, for system administration and to report aggregate information to our advertisers. We may also collect details of the resources that you access on our website. This information is used for admin purposes.

When using our paid service, you will be asked for financial details such credit / debit card information. The processing of these payments are carried out by third parties and on a separate secure server. We do not store any credit or debit card information on our servers.

How we use your personal information

We use information held about you for the following purposes:

  • to provide you with information or services that you request from us;
  • to carry out our obligations arising from any contracts entered into between you and us;
  • to send you newsletters about our service;
  • to provide you with information about services that are similar to those that you have already purchased or enquired about;
  • to allow you to participate in interactive features of our service, when you choose to do so;
  • to notify you about changes to our service; and
  • to ensure that content from our website is presented in the most effective manner;
  • to administer our site and for internal operations, including troubleshooting, data analysis, research and statistical purposes;
  • as part of our efforts to keep our website safe and secure and to monitor actual or suspected fraudulent activity;
  • to carry out re-targeting advertising;
  • to measure the effectiveness of our service.

Your marketing lists

Your marketing lists are stored, in Ireland, on a secure AWS server. We don't, under any circumstances, sell your marketing lists. If someone on your marketing list complains or contacts us, we might then contact that person. Only authorised employees have access to view marketing lists.

You may export (download) your marketing lists from EmailOctopus at any time. We'll use and disclose the information in your Distribution Lists only for the reasons listed under Use of Your Personal Information.

We will never use and disclose the information in your Distribution Lists to send our own informational and promotional content. If we detect abusive or illegal behavior related to your Distribution List, we may share your Distribution List or portions of it with affected ISPs or anti-spam organizations.

Cookies

Our website uses cookies to distinguish you from other users of our website. This helps us provide you with a good experience when you browse our website and allows us to improve our site and to deliver a better and more personalised service.

Where we store your personal data

The list and contact data that we collect from you is stored on our servers in Ireland inside the European Economic Area ("EEA"). It may be processed by staff operating outside the EEA who work for us or for one of our suppliers. Such staff maybe engaged in, among other things, the fulfilment of your services, the processing of your payment details and the provision of support services. By submitting your personal data, you agree to this transfer, storing or processing. We will take all steps reasonably necessary to ensure that your data is treated securely and in accordance with this privacy policy.

All information you provide to us is stored on our secure servers. Any payment transactions will be carried out by third parties over encrypted connections using SSL technology. Where we have given you (or where you have chosen) a password or API key which enables you to access certain parts of our site or apps, or you have invited team members to access parts of our site or apps, you are responsible for keeping this password or API key confidential. We ask you not to share a password or API key with anyone.

Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our site and any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.

Disclosure of your information

We may disclose your personal information to any member of our group from time to time.

We may disclose your personal information to selected third parties, including:

  • in the event that we sell or buy any business or assets, the prospective seller or buyer of such business or assets;
  • if EmailOctopus or substantially all of its assets are acquired by a third party, to the relevant third party;
  • business parties and subcontractors for the purposes of providing the EmailOctopus services;
  • analytics providers that assist us in the improvement and optimisation of our website;
  • law enforcement agencies or other third parties for the purposes described below.

We may also disclose your personal information to third parties if we are under a duty to disclose or share your personal data in order to comply with any legal obligation, or in order to enforce or apply our Terms of Use and Anti-Spam Policy and other agreements, or to protect the rights, property, or safety of EmailOctopus, our customers, or others. This includes exchanging information with other companies and organisations for the purposes of fraud detection and protection and credit risk reduction.

Use of your customers' data

As explained further in section 11 of the Terms and Conditions, we and you agree that you are the data controller and we are the data processor in relation to the personal data of your customers and event attendees that we process on your behalf as part of the Service ("Customer Data").

Your rights

You have the right to ask us not to process your personal data for marketing purposes. We will usually inform you (before collecting your data) if we intend to use your data for such purposes or if we intend to disclose your information to any third party for such purposes. You can exercise your right to prevent such processing by unsubscribing from our newsletter and other communications. You can also exercise the right at any time by contacting us at contact@emailoctopus.com.

The Data Protection Act 1998 gives you the right to access information held about you. Your right of access can be exercised in accordance with the Act. Any access request may be subject to a fee of £10 to meet our costs in providing you with details of the information we hold about you.

Links to other websites

Our site may, from time to time, contain links to and from the websites of our partner networks, advertisers and affiliates. If you follow a link to any of these websites, please note that these websites have their own privacy policies and that we do not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data to these websites.

Changes to our privacy policy

Any changes we may make to our privacy policy in the future will be posted on this page. We recommend that you review this page from time to time for updates.

Contact

Questions, comments and requests regarding this privacy policy are welcomed and should be addressed to contact@emailoctopus.com.

Thank you for taking the time to learn about EmailOctopus's policies.