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Legal
Privacy Policy
Last Updated: 2nd October 2026
This Privacy Policy describes how Maileroo Group Pty Ltd (ACN 691 482 836) ("Maileroo", "we", "us", or "our") collects, uses, stores, shares, and protects your personal information when you use our website, Email API, SMTP relay services, email marketing platform, and related services (collectively, the "Services").
Our registered office is located at:
Level 14, 333 Collins Street
Melbourne VIC 3000
Australia
By accessing or using the Services, you acknowledge that you have read, understood, and agree to be bound by this Privacy Policy. If you do not agree with our data practices as described in this Privacy Policy, please do not use the Services.
Questions or concerns? If you have any questions about this Privacy Policy or our data practices, please contact us at [email protected].
1. INFORMATION WE COLLECT
We collect various types of information in connection with the Services, including:
1.1 Information You Provide to Us
We collect personal information that you voluntarily provide to us when you:
Register for an account
Use our Services to send emails
Subscribe to our newsletter or marketing communications
Participate in surveys or provide feedback
Contact our customer support
Apply for our affiliate program
Otherwise communicate with us
The personal information we collect may include:
Account Information:
Full name
Email address
Username and password
Company name and business information
Phone number (optional)
Physical address
Billing Information:
Payment card details (processed through third-party payment processors)
Billing address
Tax identification numbers (where required)
Transaction history
Email Content and Metadata:
Email addresses of senders and recipients
Email subject lines and content
Email headers and metadata
Attachments
IP addresses of email senders
Email delivery status and analytics
Communications:
Support ticket content and correspondence
Survey responses and feedback
Any other information you choose to provide
Accuracy of Information: You represent that all information you provide is true, complete, and accurate, and you agree to notify us promptly of any changes to such information.
1.2 Information Automatically Collected
When you access or use the Services, we automatically collect certain information about your device and usage patterns, including:
Device and Browser Information:
IP address
Browser type and version
Operating system
Device type and identifiers
Screen resolution
Language preferences
Usage Information:
Pages visited and features used
Time and date of access
Time spent on pages
Referring website addresses
Click-through data
API usage patterns and frequency
Email Tracking Information:
Email open rates
Click-through rates
Bounce rates and bounce types
Unsubscribe rates
Spam complaints
Geographic location of recipients (derived from IP addresses)
This information is collected through cookies, web beacons, log files, and similar technologies. For more information about our use of cookies, please see Section 5 below.
1.3 Information from Third Parties
We may receive information about you from third-party sources, including:
Payment Processors: Transaction confirmation and payment status from Stripe, Paddle, PayPal, or NOWPayments.io
Authentication Services: If you use social login features (e.g., Google, GitHub), we may receive profile information such as your name, email address, and profile picture
Email Deliverability Services: Information about email reputation, blacklist status, and delivery metrics
Business Partners: Information from affiliates or referral partners (with your consent)
1.4 Sensitive Information
We do not knowingly collect or process sensitive personal information such as racial or ethnic origin, political opinions, religious or philosophical beliefs, trade union membership, genetic data, biometric data, health data, or data concerning sexual orientation, except where required by law or with your explicit consent.
2. HOW WE USE YOUR INFORMATION
We use the information we collect for the following purposes:
2.1 To Provide and Maintain the Services
Process and deliver emails through our API and SMTP relay
Manage your account and authenticate your identity
Process payments and maintain billing records
Provide customer support and respond to inquiries
Monitor and analyze email deliverability and performance
Generate analytics and reports on your email campaigns
2.2 To Improve and Optimize the Services
Analyze usage patterns and trends
Conduct research and development
Test new features and functionality
Improve our algorithms and infrastructure
Optimize email deliverability rates
Enhance user experience
2.3 To Communicate with You
Send transactional emails (e.g., account confirmations, password resets, billing notifications)
Provide important updates about the Services
Send marketing communications (with your consent, where required)
Respond to your comments, questions, and requests
Send newsletters and promotional materials (you may opt out at any time)
2.4 For Security and Compliance
Detect, prevent, and address fraud, spam, and abuse
Monitor compliance with our Terms and Conditions and Acceptable Use Policy
Enforce our legal rights and protect against legal liability
Comply with applicable laws, regulations, and legal processes
Protect the security and integrity of our Services and infrastructure
Investigate and prevent violations of our policies
2.5 For Business Operations
Manage our affiliate program and process referral commissions
Conduct business transactions, including mergers or acquisitions
Maintain business records and analytics
Exercise and defend our legal rights
2.6 With Your Consent
We may use your information for other purposes with your explicit consent, which you may withdraw at any time by contacting us at [email protected].
3. LEGAL BASIS FOR PROCESSING (EEA, UK, AND SWITZERLAND)
If you are located in the European Economic Area (EEA), United Kingdom (UK), or Switzerland, we process your personal information based on the following legal grounds:
Contractual Necessity: Processing is necessary to perform our contract with you (i.e., to provide the Services)
Legitimate Interests: Processing is necessary for our legitimate business interests, such as improving our Services, preventing fraud, and ensuring security
Legal Obligation: Processing is necessary to comply with applicable laws and regulations
Consent: You have given explicit consent for specific processing activities (e.g., marketing communications)
4. HOW WE SHARE YOUR INFORMATION
We may share your personal information in the following circumstances:
4.1 Service Providers and Business Partners
We share information with third-party service providers who perform services on our behalf, including:
Payment Processing:
Paddle.com Market Limited (subscription billing)
PayPal (annual payments)
NOWPayments.io (cryptocurrency payments)
Infrastructure and Hosting:
Cloud hosting providers (servers located in Germany)
Content delivery networks
Database management services
Analytics and Monitoring:
Website analytics providers
Performance monitoring tools
Error tracking services
Email Deliverability:
IP reputation monitoring services
Spam filter testing tools
Email validation services
Customer Support:
Help desk and ticketing systems
Live chat providers
These service providers are contractually obligated to protect your information and use it only for the purposes for which it was disclosed.
4.2 Affiliates and Subsidiaries
We may share information with our parent company, subsidiaries, affiliates, and related entities, all of whom are required to treat your information in accordance with this Privacy Policy.
4.3 Business Transfers
In the event of a merger, acquisition, reorganization, bankruptcy, or sale of assets, your information may be transferred to the successor entity. We will notify you of any such change and any choices you may have regarding your information.
4.4 Legal Requirements and Protection
We may disclose your information if required to do so by law or if we believe in good faith that such disclosure is necessary to:
Comply with legal obligations, court orders, or government requests
Enforce our Terms and Conditions or other agreements
Protect our rights, property, or safety, or that of our users or the public
Detect, prevent, or address fraud, security, or technical issues
Respond to claims that content violates the rights of third parties
4.5 With Your Consent
We may share your information for other purposes with your explicit consent or at your direction.
4.6 Aggregated and Anonymized Data
We may share aggregated or anonymized information that cannot reasonably be used to identify you for research, marketing, analytics, or other purposes.
5. COOKIES AND TRACKING TECHNOLOGIES
We use cookies and similar tracking technologies to collect and store information about your interactions with the Services.
5.1 What Are Cookies?
Cookies are small text files stored on your device that help us recognize you, remember your preferences, and improve your experience. We use both session cookies (which expire when you close your browser) and persistent cookies (which remain on your device until deleted).
5.2 Types of Cookies We Use
Essential Cookies:
Required for the Services to function properly. These cookies enable core functionality such as security, authentication, and session management. You cannot opt out of these cookies.
Functionality Cookies:
Remember your preferences and settings to enhance your experience.
Analytics Cookies:
Help us understand how visitors use the Services so we can improve performance and user experience.
Marketing Cookies:
Used to track visitors across websites to display relevant advertisements and measure campaign effectiveness.
5.3 Managing Cookies
Most web browsers automatically accept cookies, but you can modify your browser settings to decline cookies if you prefer. However, disabling cookies may limit your ability to use certain features of the Services.
You can manage cookies through:
Your browser settings (consult your browser's help documentation)
Our cookie consent tool (where available)
Opt-out tools provided by advertising networks
5.4 Email Tracking
When you use our Services to send emails, we may use tracking pixels and other technologies to track email opens, clicks, and other engagement metrics. This information is used to provide analytics and improve deliverability.
6. THIRD-PARTY SOCIAL LOGIN
Our Services may offer you the ability to register or log in using third-party social media accounts (e.g., Google, GitHub, Facebook). When you use this feature:
We receive certain profile information from the social media provider, which may include your name, email address, profile picture, and other information you've made public
The specific information we receive depends on your privacy settings with the social media provider
We use this information only for the purposes described in this Privacy Policy
We recommend reviewing the privacy policies of these social media providers to understand how they collect, use, and share your information.
7. INTERNATIONAL DATA TRANSFERS
Our servers are located in Germany. If you access the Services from outside Germany, your information will be transferred to, stored in, and processed in Germany and potentially other countries where our service providers operate.
These countries may have data protection laws that differ from those of your country of residence. However, we take appropriate measures to ensure that your personal information remains protected in accordance with this Privacy Policy and applicable law.
7.1 European Economic Area, UK, and Switzerland
For data transfers from the EEA, UK, or Switzerland, we rely on:
European Commission-approved Standard Contractual Clauses
Adequacy decisions by the European Commission
Other legally approved transfer mechanisms
7.2 Australian Privacy Principles
As an Australian company, we comply with the Australian Privacy Principles (APPs) under the Privacy Act 1988 (Cth). When transferring personal information overseas, we take reasonable steps to ensure the recipient complies with the APPs or is subject to similar privacy protections.
8. DATA RETENTION
We retain your personal information for as long as necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required or permitted by law.
8.1 Retention Periods
Account Information:
Retained for the duration of your account plus a reasonable period thereafter for business and legal purposes.
Email Content and Logs:
Email content may be retained for up to 90 days for troubleshooting and support purposes. Email metadata and analytics may be retained longer for performance analysis and deliverability monitoring.
Billing Records:
Retained for at least 7 years to comply with tax and accounting regulations.
Marketing Data:
Retained until you opt out or request deletion.
Support Communications:
Retained for a reasonable period to provide ongoing support and improve our services.
8.2 Deletion and Anonymization
When we no longer have a legitimate business need to process your information, we will either delete or anonymize it. If deletion is not possible (e.g., because data has been stored in backup archives), we will securely store your information and isolate it from further processing until deletion becomes possible.
9. DATA SECURITY
We implement appropriate technical and organizational security measures to protect your personal information against unauthorized access, alteration, disclosure, or destruction. These measures include:
Encryption of data in transit (TLS/SSL) and at rest
Regular security assessments and vulnerability testing
Access controls and authentication requirements
Employee training on data protection and security
Secure data centers with physical access controls
Regular backups and disaster recovery procedures
Monitoring and logging of system access
However, no method of transmission over the internet or electronic storage is 100% secure. While we strive to protect your information, we cannot guarantee absolute security. You are responsible for maintaining the confidentiality of your account credentials.
10. CHILDREN'S PRIVACY
The Services are not intended for individuals under the age of 18. We do not knowingly collect personal information from children under 18 years of age.
If you are under 18, you may not use the Services or provide any information to us. By using the Services, you represent that you are at least 18 years old.
If we become aware that we have collected personal information from a child under 18 without verification of parental consent, we will take steps to delete that information promptly. If you believe we have collected information from a child under 18, please contact us immediately at [email protected].
11. YOUR PRIVACY RIGHTS
Depending on your location, you may have certain rights regarding your personal information:
11.1 General Rights
Access: Request access to the personal information we hold about you
Correction: Request correction of inaccurate or incomplete information
Deletion: Request deletion of your personal information (subject to legal exceptions)
Portability: Request a copy of your information in a structured, machine-readable format
Objection: Object to our processing of your information for certain purposes
Restriction: Request restriction of processing in certain circumstances
Withdraw Consent: Withdraw your consent where processing is based on consent
11.2 European Economic Area, UK, and Switzerland Rights
If you are located in the EEA, UK, or Switzerland, you have additional rights under the GDPR and UK GDPR, including:
The right to lodge a complaint with your local supervisory authority
The right to object to automated decision-making and profiling
The right to receive information about data breach notifications
11.3 Australian Privacy Rights
If you are located in Australia, you have rights under the Privacy Act 1988 (Cth), including:
The right to access your personal information
The right to correct inaccurate information
The right to complain to the Office of the Australian Information Commissioner (OAIC)
11.4 California Privacy Rights
If you are a California resident, you have rights under the California Consumer Privacy Act (CCPA), including:
The right to know what personal information we collect, use, disclose, and sell
The right to delete your personal information
The right to opt-out of the sale of your personal information (we do not sell personal information)
The right to non-discrimination for exercising your privacy rights
11.5 Exercising Your Rights
To exercise any of these rights, please contact us at [email protected]. We will respond to your request within the timeframe required by applicable law (typically 30 days).
You can also manage certain information through your account dashboard, including:
Updating your profile information
Changing your password and security settings
Managing email preferences and notifications
Downloading your data
Deleting your account
We may request specific information from you to verify your identity before processing your request.
12. MARKETING COMMUNICATIONS
With your consent (where required by law), we may send you marketing communications about our Services, new features, promotions, and related information.
12.1 Opting Out
You may opt out of marketing communications at any time by:
Clicking the "unsubscribe" link in any marketing email
Updating your email preferences in your account settings
Contacting us at [email protected]
Please note that opting out of marketing communications does not affect transactional or service-related emails (e.g., account notifications, billing statements, security alerts).
13. DO-NOT-TRACK SIGNALS
Some web browsers have a "Do Not Track" (DNT) feature that signals to websites that you do not want your online activities tracked. At this time, there is no universally accepted standard for how to respond to DNT signals.
We do not currently respond to DNT browser signals. If a standard for responding to DNT signals is established in the future, we will update this Privacy Policy accordingly.
14. CHANGES TO THIS PRIVACY POLICY
We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. When we make changes, we will:
Update the "Last Updated" date at the top of this policy
Post the revised policy on our website
Notify you via email or through the Services if the changes are material
We encourage you to review this Privacy Policy periodically. Your continued use of the Services after we post changes constitutes your acceptance of the updated policy.
15. CONTACT INFORMATION AND COMPLAINTS
If you have questions, concerns, or complaints about this Privacy Policy or our data practices, please contact us:
Maileroo Group Pty Ltd
ACN 691 482 836
Level 14, 333 Collins Street
Melbourne VIC 3000
Australia
Email: [email protected]
Data Protection Officer
For privacy-related inquiries, you may also contact our Data Protection Officer at: [email protected]
European Representative under Article 27 of GDPR
We have appointed EU Rep as our Representative under Article 27 of the EU General Data Protection Regulation ("GDPR"). All GDPR queries from EU Data Subjects or Data Protection authorities should be submitted to eurep.ie via their dedicated form. BizLegal Ltd trading as EU Rep have their registered office at 27 Cork Road, Midleton Co. Cork, Ireland. Company number 635921.
Supervisory Authorities
If you are located in the EEA, UK, or Switzerland and are unsatisfied with our response to your privacy concerns, you have the right to lodge a complaint with your local data protection supervisory authority.
If you are located in Australia and are unsatisfied with our response, you may lodge a complaint with:
Office of the Australian Information Commissioner (OAIC)
GPO Box 5218
Sydney NSW 2001
Australia
Phone: 1300 363 992
Website: www.oaic.gov.au
16. ADDITIONAL INFORMATION FOR SPECIFIC JURISDICTIONS
16.1 Australian Users
For Australian users, we comply with the Australian Privacy Principles under the Privacy Act 1988 (Cth). You have the right to access and correct your personal information and to complain about breaches of privacy. We will respond to access requests within 30 days.
16.2 European Users
For users in the EEA, UK, and Switzerland, we process your data in accordance with the GDPR and UK GDPR. You have enhanced rights as described in Section 11.2 above.
16.3 California Users
California residents may contact the California Department of Consumer Affairs Complaint Assistance Unit at:
1625 North Market Blvd., Suite N 112
Sacramento, California 95834
Phone: (800) 952-5210
Website: www.dca.ca.gov
This Privacy Policy was last updated on 2nd October 2026. We encourage you to review this policy periodically to stay informed about how we protect your information.