Privacy Policy

📋 1. Information We Collect

We collect several types of information for various purposes to provide and improve our Email Campaign Management Service to you.

👤 Account Information

When you register for an account, we collect your username, email address, and encrypted password. This information is used solely for account management and authentication purposes.

📧 Email Campaign Data

We collect information about your email campaigns including recipient email addresses, email subjects, content, and sending statistics. This data is used to provide campaign analytics and ensure service functionality.

📊 Usage Data

We automatically collect information about how you interact with our service, including login times, pages visited, and actions performed within the dashboard.

🔧 Technical Data

We collect technical information such as IP addresses, browser type, operating system, and device information for security and optimization purposes.

🔍 2. How We Use Your Information

We use the collected information for the following purposes:

Purpose	Description	Legal Basis
Service Provision	To provide, maintain, and improve our email campaign management service	Contractual Necessity
Account Management	To manage user accounts, authentication, and access control	Contractual Necessity
Analytics & Reporting	To generate campaign statistics, performance reports, and insights	Legitimate Interest
Security & Protection	To detect, prevent, and address technical issues, fraud, or abuse	Legitimate Interest
Communication	To send service-related notifications and updates	Contractual Necessity
Compliance	To comply with legal obligations and enforce our terms	Legal Obligation

🤝 3. Information Sharing & Disclosure

We do not sell, trade, or rent your personal information to third parties. We may share information in the following circumstances:

                    Limited Sharing Scenarios
                    Service Providers: We may share data with trusted third-party service providers who assist us in operating our service, conducting our business, or servicing you, so long as those parties agree to keep this information confidential.
Legal Requirements: We may disclose your information where required to do so by law or in response to valid requests by public authorities (e.g., court orders, subpoenas).
Business Transfers: In the event of a merger, acquisition, or sale of all or a portion of our assets, your information may be transferred as part of that transaction.
Protection of Rights: We may disclose information when we believe disclosure is necessary to protect our rights, your safety, or the safety of others, investigate fraud, or respond to a government request.

                

🔒 4. Data Security

We implement appropriate technical and organizational security measures designed to protect your information from unauthorized access, alteration, disclosure, or destruction.

🔐 Encryption

All sensitive data is encrypted using industry-standard encryption protocols both in transit (SSL/TLS) and at rest.

🛡️ Access Controls

Strict access controls limit data access to authorized personnel only, based on the principle of least privilege.

📝 Security Monitoring

Continuous monitoring and logging of system activities to detect and respond to security incidents promptly.

🔄 Regular Audits

Regular security assessments and penetration testing to identify and address vulnerabilities.

Important: While we strive to use commercially acceptable means to protect your information, no method of transmission over the Internet or electronic storage is 100% secure. We cannot guarantee absolute security.

💾 5. Data Retention

We retain your information only 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.

                    Retention Periods
                    Account Data: Retained for the duration of your account activity plus 30 days after account deletion request
Email Campaign Data: Retained for 365 days for analytics and reporting purposes
Email Logs: Retained for 180 days for troubleshooting and compliance
Usage Data: Retained for 90 days for system optimization and security monitoring
Backup Data: Backups are retained for 30 days before being securely destroyed

                

Upon expiration of the retention period, we will securely delete or anonymize your information in accordance with our data destruction policies.

👤 6. Your Rights & Choices

Depending on your location, you may have certain rights regarding your personal information. These may include:

👁️ Right to Access

You have the right to request access to the personal information we hold about you.

✏️ Right to Rectification

You have the right to request correction of inaccurate or incomplete personal information.

🗑️ Right to Deletion

You have the right to request deletion of your personal information under certain circumstances.

⏸️ Right to Restriction

You have the right to request restriction of processing of your personal information.

How to Exercise Your Rights

To exercise any of these rights, please contact us using the information provided in the "Contact Us" section below. We will respond to your request within 30 days and may need to verify your identity before processing your request.

Note: Some rights may be limited where we have an overriding legitimate interest or legal obligation to continue processing your information.

🌐 7. Third-Party Services

Our service may contain links to third-party websites or services that are not operated by us. We have no control over and assume no responsibility for the content, privacy policies, or practices of any third-party sites or services.

Third-Party Integration Notice: Our email system uses PHP's built-in mail() function for email delivery. The actual email delivery is handled by your server's mail configuration and may involve third-party SMTP services configured on your server.

                    Your Responsibilities
                    Ensure compliance with applicable email marketing laws and regulations (CAN-SPAM, GDPR, etc.)
Obtain proper consent from email recipients before sending campaigns
Include appropriate unsubscribe mechanisms in your emails
Maintain accurate sender information in your email campaigns
Monitor email delivery rates and comply with anti-spam regulations

                

🔄 8. Policy Changes

We may update our Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page and updating the "Last Updated" date.

Change Notification

We will notify you of any material changes to this Privacy Policy through:

Email notification to the address associated with your account
A prominent notice within our service dashboard
Updated date at the top of this Privacy Policy page

You are advised to review this Privacy Policy periodically for any changes. Changes to this Privacy Policy are effective when they are posted on this page.

Your continued use of the service after any changes to this Privacy Policy constitutes acceptance of those changes.

📞 9. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or our privacy practices, please contact us:

📧 Email Support

For privacy-related inquiries:
privacy@redwave-email.com

🌐 Website

Visit our main website for more information:
https://redwave-email.com

📍 Business Address

RedWave Email Systems
123 Privacy Street
Data Protection City, DP 10001
United States

⏰ Response Time

We strive to respond to all privacy inquiries within 3-5 business days.

📑 Table of Contents