Last updated: 25 Jun 2020
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 data protection legislation including the General Data Protection Regulation ('GDPR'), the data controller of your personal data is Three Hearts Digital Ltd of 86-90 Paul Street, London, EC2A 4NE (registered at Companies House with company number 09897211 and trading as EmailOctopus).
When we refer in this policy to 'you', we are referring to a customer of our services, or a person visiting our website. We are not referring to a person receiving an email sent by a customer using our service, or a person on a mailing list maintained by one of our customers. We refer to those people in this policy as 'Contacts'. We do not have any relationship with Contacts, and process information relating to them solely for the purposes of providing our service to our customers.
When we refer to a 'contact list' in this policy, we are referring to details of Contacts (including their email addresses) processed by us on your behalf to provide you with our EmailOctopus service.
If you are a Contact and wish to cease receiving emails from one of our customers, please unsubscribe directly using the unsubscribe link in the customer's email, or contact the customer directly.
We may collect and process the following data about you:
We use information held about you for the following purposes:
Your contact lists are stored in Ireland, within the European Economic Area ("EEA"), on the secure servers of Amazon Web Services (“AWS"). Unless you are using our 'EmailOctopus Connect' service, they will also be available to our email service providers ("ESPs"). ESPs will only have access to your lists when you are sending an email. Once the email is sent, the ESPs no longer have access to your contact list. Our ESPs are Mailgun, SendGrid, Sparkpost and Elastic Email. We don't, under any circumstances, sell or share your contact lists with anyone else. If someone on your contact list complains or contacts us, only then will we respond to that person. Only you, our authorised employees, and our ESPs have access to view your contact lists.
We may also monitor those events for the purposes of administering our service (including checking for any abuse of our service) and research on patterns and trends in the use of our service. We will never use any Contact data for the purposes of that administration or generating that research. It will always be conducted on an aggregated and anonymised dataset, which does not identify any individual Contact.
You may export (download) your contact lists from EmailOctopus at any time. We'll only ever use and disclose the information in your contact lists for the reasons listed in this section or in the section entitled 'How we use your personal information' above.
We will never use or disclose the information in your contact lists to send our own informational and promotional content. If we detect abusive or illegal behaviour related to your contact list, we may share your contact list or portions of it with affected internet service providers (“ISPs") or anti-spam organisations. We may also be required to disclose it to law enforcement or regulatory bodies. We will only do so if legally required.
We may conduct analysis on your use of the service and the results generated by your emails sent by means of the service. This analysis is conducted solely on an aggregated and anonymised basis.
All information you provide to us is stored on our secure servers. Any payment transactions will be carried out by Stripe over encrypted connections using SSL technology (see the 'Payment Information' section above). 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 you have invited team members to access parts of our site, you are responsible for keeping this password or API key confidential.
We take security very seriously, and 'privacy by design' is baked into our engineering and product development principles but, as with any online service, despite our use of leading security tools and techniques, the personal data we hold about you can never be 100% immune from unauthorised access.
We may disclose your personal information to any company under the same ownership as us.
We may disclose your personal information to selected third parties, including:
You can additionally integrate your EmailOctopus account with third party apps, websites or other services with whom you have your own account independent of EmailOctopus. If you do decide to connect your account with that third party to EmailOctopus, the third party you integrate will as a result receive your contact lists, information about your use of our services, and access to any other personal data you make available to them. All third parties you integrate in this way are your own data processors – they are not sub-contractors or sub-processors of EmailOctopus. Information collected by these third parties is subject to their own terms and privacy policies. An example of such a third party is Zapier.
The periods for which we keep your information depend on why your information was collected and what we use it for. We will not keep your personal information for longer than necessary for our business purposes or for legal requirements.
For your convenience we will keep your account open (and therefore retain your data so that it is available to you) for up to 13 months after your last sign in or use of our service. Prior to closing your account and deleting your data, we will attempt to send warning emails to your account email address so that you have an opportunity to keep your account open or back up any data that you need. We may contact you about our services during this time, unless you have asked us not to contact you.
At any point you may delete your account and the data you have provided via the Dashboard. Copies of your data may remain for up to 90 days in backup storage, which we use to recover from an unexpected event that results in data loss. We may also keep limited information for up to 6 years for compliance and accounting purposes and to enforce or defend any legal claims in respect of our terms of service.
We are required to state the legal basis on which we undertake processing of your personal information. We will only use your information where:
Any consent you provide may be withdrawn at any time by emailing us.
You have the right to request access to personal data that we may process about you.
You have the right to require us to correct any inaccuracies in your data, free of charge. If you wish to exercise this right, you should:
You can access, correct, update or request deletion of your personal information at any time, either through your online account or by contacting us.
Deletion of data will be carried out on the understanding that removal of some information (e.g. email address) during an active membership term may negatively affect your ability to use the EmailOctopus service.
We cannot delete any invoices, as these are kept for tax purposes.
You can request that we restrict processing of your personal information, object to processing of your information or request portability of your personal information. For these requests please contact us. We will comply with your request where your rights have been exercised in accordance with applicable laws.
If we have collected and processed your personal information with your consent, then you can withdraw that consent at any time. To be clear, we may still continue to process your data if we have a different legal basis for doing so (for example, if we are required by law to do so, or we need to do so for the purposes of fulfilling our obligations to you under our terms and conditions of service).
You also have the right to ask us to stop processing your personal data for direct marketing purposes. You can do this through your EmailOctopus dashboard or via email. If you wish to exercise this right via email, you should:
If you have any questions or comments regarding our use of your data, please contact us by email. If you make a complaint to us and think we have not dealt with it to your satisfaction, you may send your complaint to the Information Commissioner for investigation. For more information on the Information Commissioner, and how to make a complaint, please visit their website.
We welcome your feedback and questions. If you wish to contact us, please send an email to firstname.lastname@example.org
Send us a message if you'd like to ask us anything about this policy.Get in touch