Privacy Statement

Applies to use of PoliteMail.com and server hosting via PoliteMail.net. If you purchase and operate our PoliteMail Server products, you are in control of your own data privacy and security.

Your data is your data. We secure and protect it.
We do not use, rent, sell or otherwise provide your email address(es), database or personal data to any third party for marketing or any other purpose.

This document explains how PoliteMail Software and any owned and operated websites including PoliteMail.com and PoliteMail.net protect and use personal information you may provide to us or that is collected through your interactions with us and the use of the online data services provided by us to you.

PoliteMail provides marketing, sales and corporate communications software and services. We understand and respect the importance of data privacy and security.

This policy describes the data collected as a function of providing our software and online data services to you. By using our websites, software or services, you consent to the data practices described in this statement.

Summary

We will not share, sell, lease or otherwise provide your data or personal information to other parties for marketing or any other purposes.

We do not store your credit card information on our system or servers. For recurring purchases, our credit card agent (Authorize.Net) securely stores your information within a PCI compliant infrastructure.

In order to perform certain services, such as credit card processing or corporate account hosting, we will disclose some of your information to third party business partners for the purpose of that transaction.

We do not operate our own network data operations center. We manage a SAS70 compliant virtual private cloud infrastructure (Amazon EC2) provided by Amazon Web Services.

We are using first party cookies and web tracking devices to understand your interests, activities and interactions with our business. The intent of this is to provide you with more conveniences and better service, while informing our marketing, sales and product development decisions.

If government officials or law enforcement order us to release your information (to protect against fraud for example) we may disclose your information to them under specific order.

If another company acquires our business, then your information will be transferred upon sale to the purchasing entity.

Policy Statement

Collection and use of information

As a visitor, you are not required to reveal any personal information. We do collect readily available click-stream information, including such information as page views, your IP address and user agent. We use such information to measure statistical site use including visitor volume, navigation, content access, and duration of visit, and to measure interest in our products, services, content offerings, and to measure response to specific promotional offers.

Access to some content, including trial versions of our software and services may require collection of your name, email address, company name, mailing address, phone number or credit card or billing information. Individuals or companies who choose to utilize our software and paid services must establish a customer account with us and, to become a customer, are required to provide personal and financial information including name, company, address, email address, phone number and credit card or billing information. This information is used to deliver the information or services requested, to follow up with you on that information, to set up the service and establish user accounts, to notify you of product updates, offerings and announcements, and to otherwise provide the information and services requested.

We use your IP address, email address and domain name to help verify your identity and this information may be linked to any personal information collected. As some of our products and services provide email services, we use this information to verify your name, email address and domain as authentic, in order to protect against spam, which we prohibit. We use your financial information, including credit card information, to verify the authenticity of your name, address, and company affiliation, as well as to bill your account for your use of our services.

Once you have provided personal contact information, you may modify your communication preferences at any time (for instance, to stop receiving marketing information from us) by going to the communication preferences web page (links are provided in your email communication).

Your personal and credit card information may be exchanged with third party payment processors, who are under contract with us to provide such services to PoliteMail Software. We may share the personal information you provide with other companies we have hired to provide services for us. These companies are vendors who are contractually bound to use personal information we share with them only to perform the services we have hired them to provide.

PoliteMail, including PoliteMail.com and PoliteMail.net

Our PoliteMail product provides email marketing services, including mailing list management, email content (messages, newsletters, promotions, announcements, etc) management, opt-in/opt-out CAN-SPAM compliance and response tracking and results measurement tools to users of Microsoft Outlook.

Customers of the PoliteMail software and services may be using the PoliteMail.Net web data service to store email addresses and other contact information of their contacts and customers. Email messages, file attachments, links, images and recipient email addresses may be stored by PoliteMail.Net in order to perform the transmission and reporting services requested by our customers.

Customers may not use the software or services provided by us to send spam (unsolicited commercial email messages) or otherwise transmit content that is illegal or would violate our Terms of Service or EULA agreements.

PoliteMail.Net may also collect readily available click-stream information from recipients (on behalf of our customer) when accessing content sent via email, including their IP address. PoliteMail allows the owners of those email addresses to modify and store their own communication preferences with the sender (our customer) and to opt-out of email communications from the sender.

PoliteMail uses the information collected to perform the services requested by the sender or the recipient. PoliteMail does not own any of the information collected and cannot use it for our own business purposes or in any manner not authorized by our customers. All such information will be stored by PoliteMail until the customer elects to remove it, or terminates their service agreement.

Customer information is segregated by account in separate database files, and secured against unauthorized access – see security section below. Customers are responsible for maintaining the confidentiality and security of their user account information and password(s). PoliteMail customers may allow third parties to access their data, as determined by their own policies.

PoliteMail Software will not review, distribute, or print any customer data except as provided in the EULA, for instance, to resolve a technical service or support issue, or suspected violation of the EULA, or as may be required by law.

Age Restrictions

PoliteMail Software requires that all users, customers and account holders be 18 years of age or older. Our websites and web services are not intended for persons under 13 years of age. We do not knowingly solicit or collect personal information from or about children, and we do not knowingly market our products or services to children.

Links to Partner Sites and Other Sites

Our websites may contain links to other websites. You should carefully examines the privacy statements of sites linking to or from PoliteMail websites before providing any information to those sites. PoliteMail Software is not responsible for the privacy, data collection, or content on any websites outside of a website owned and operated by PoliteMail Software.

Use of Cookies

A cookie is a small text file stored by your web browser on your computer’s hard drive that allows a web server to determine when that browser visits again.

We use cookies (as many websites do) to collect the non-personal information described above in order to measure statistical site use information including navigation, content access (such as a page view, a demo, or a document download), date and duration of visit and response to specific promotional offers. Cookies may also be used to enhance security, simplify your entry of passwords and analyze site use and promotional effectiveness.

Our web data services utilize session cookies (containing encrypted information) to allow our systems to securely identify you while you are logged in to the service, and allow us to process your data transactions safely. These cookies are erased from your computer when you close your browser. You may choose whether to accept cookies by changing the settings within your browser. You are always free to decline cookies, but by doing so you may not be able to use certain features on our website or utilize our web services. See your browser’s help documentation for specific instructions.

Use of Web Beacons

Our web and email pages may contain electronic images known as web beacons or single-pixel gifs. Web beacons are not used to access your personal information. They simply are a technique we use to compile statistics about page use.

Web beacons collect only a limited set of information including a cookie id, time and date of a page view and a description of the page on which the web beacon resides, and may be used determine the effectiveness marketing campaigns, or interest in specific products or services.

Security

Your information is stored on servers run by PoliteMail Software or its contractors and such servers are located within the United States, Ireland and Singapore. Security measures in place to protect against the loss, theft, misuse, alteration and unauthorized access of the information under our control. We utilize firewalls, secure socket layers and encryption techniques to safeguard your information. Any financial information is submitted via secure (HTTPS) connections and stored in a database protected by a firewall. Access to your information is restricted to authorized PoliteMail Software personnel and contracted partners only. These procedures are in place to provide data security, however, you should be aware that such security is limited due to the inherent nature of the public Internet.

Changes to this Policy Statement

We reserve the right to change this policy statement at any time. All amended terms will automatically become effective 30 days after they are posted on this website, notice of specific changes made will remain on this website for 30 days.

Last Update: 2 November 2011