Privacy Policy

The organization responsible for the personal information described in this Policy is:

For some information, such as account details and website usage information, Flickmail determines the purposes and means of processing and may act as a controller or equivalent business under applicable law. For subscriber or recipient information that a customer uploads or processes through Flickmail, the customer may act as the controller or business, while Flickmail may act as a processor or service provider. The actual roles depend on the relevant processing and applicable law.

The information we collect depends on how you use Flickmail and which features are enabled. It may include:

• Account and profile information: name, business name, email address, login identifiers, workspace details, role, preferences, and other information you provide when registering or managing an account.
• Contact and subscriber information: names, email addresses, merge-tag fields, tags, audience segments, subscription or consent status, suppression status, and other contact details that a customer imports or manages through the Services.
• Campaign information: email subject lines, message content, HTML templates, campaign settings, sender details, scheduled times, delivery status, and other information needed to create and send campaigns.
• Usage and device information: pages and features accessed, actions taken, timestamps, browser type, operating system, device information, IP address, diagnostic information, and log data.
• Campaign event and tracking information: delivery events, opens where measurable, clicks, bounces, unsubscribe events, recipient identifiers, campaign identifiers, link interaction details, IP address, user-agent information, and click or event timestamps, depending on configuration and technical availability.
• Support and communications: information included in support requests, feedback, emails, and other communications with us.
• Billing and transaction information: subscription plan, billing history, transaction status, and related records. Payment card details may be processed directly by a payment provider rather than stored by Flickmail, depending on the payment setup.
• Verification information: email address and related technical information submitted for DNS checks or email verification services.
• Information from integrations: information made available by third-party services you choose to connect or use with Flickmail, subject to their settings and terms.

Customers may upload contact lists and other information relating to subscribers, customers, leads, or other recipients. Customers are responsible for ensuring that they have an appropriate legal basis and all required rights, notices, and permissions to collect and use that information and to upload it to Flickmail.

If you are a recipient of an email sent by a Flickmail customer and have questions about why you received it, how your information is used, or how to exercise your rights, you should generally contact the sender or organization that collected your information. Where applicable, we will assist customers with privacy requests in accordance with our contractual obligations and applicable law.

Customers should not upload sensitive personal information or specially protected data unless the Services expressly support that processing and all applicable requirements have been satisfied.

We may use information for the following purposes:

• To provide and operate the Services, including account creation, workspace management, contact imports, campaign creation, personalization, scheduling, sending, verification, analytics, and reporting.
• To authenticate users, maintain account security, prevent unauthorized access, detect abuse, investigate suspicious activity, and enforce our Terms of Service.
• To process transactions, manage subscriptions, provide billing support, and maintain business records.
• To provide customer support, respond to questions, troubleshoot issues, and communicate about service changes or operational matters.
• To understand and improve the Services, evaluate performance, develop features, test functionality, and diagnose errors.
• To generate and display campaign metrics and interaction logs, where those features are enabled.
• To comply with legal obligations, respond to lawful requests, protect rights and safety, and establish or defend legal claims.
• To send product announcements or marketing communications where permitted by law and consistent with your preferences. You can opt out of promotional messages using the available unsubscribe mechanism. We may still send essential service, security, billing, or legal communications.
• To process information for other purposes disclosed to you at the time of collection or otherwise permitted by law.

Where applicable law requires a legal basis, we rely on one or more of the following: performance of a contract or steps taken at your request before entering a contract; our legitimate interests in operating, securing, supporting, and improving Flickmail, where those interests are not overridden by your rights; your consent, where required; compliance with legal obligations; and other lawful bases available under applicable law.

Where we process subscriber information on behalf of a customer, the customer is generally responsible for determining and documenting the appropriate legal basis. We process that information according to customer instructions, our agreements, and applicable law.

Flickmail may provide AI-powered features using Google Gemini AI or related technologies to assist with email copy, campaign ideas, layouts, and other content. Information submitted to an AI feature may be processed to generate the requested output and operate the feature.

Do not submit sensitive personal information, confidential information, or information you are not authorized to disclose unless the feature and applicable agreements expressly permit it. You should review AI-generated content before using it in a campaign.

The data processed, retention arrangements, and use of information by an AI provider depend on the integration and provider terms in effect. Before publication, Flickmail should accurately identify the applicable AI provider configuration and explain whether prompts or outputs are retained or used by the provider to improve its services. See the provider's privacy information for additional details where applicable.

Flickmail may offer email verification tools that use DNS checks and third-party services such as ZeroBounce. When you use these features, relevant email addresses and technical information may be transmitted to the verification provider to return a result.

Verification results are not a guarantee that an address belongs to a particular person, that the person has consented to receive email, or that a message will be delivered. The third-party provider's processing is subject to its own terms and privacy practices. Confirm the providers and data flows actually used by Flickmail before publishing this Policy.

To deliver campaigns and operate the Services, Flickmail may use Zoho ZeptoMail and other hosting, infrastructure, task-processing, security, analytics, customer support, or technical providers. Information necessary to process and deliver messages may be shared with these providers, including sender details, recipient email addresses, message content, delivery metadata, and campaign status.

Flickmail may use asynchronous background processing, including Celery-based task queues, to handle imports, sending, analytics, and other operations. Data is processed to perform the requested task and maintain service functionality.

Third-party providers may process information in accordance with their own terms, security practices, and privacy policies. Provider names in this Policy must be checked against Flickmail's actual deployed integrations before publication.

Flickmail may use cookies, local storage, pixels, logs, or similar technologies to keep users signed in, remember preferences, secure the Services, understand usage, and improve website performance. If analytics or advertising technologies are used, they should be described here with their purposes and providers.

You can manage cookies through your browser settings and, where available, our cookie preference tool. Disabling essential cookies may affect login, security, or other functionality. Where required by law, we will request consent before placing non-essential cookies or using similar technologies.

Before publishing, specify the actual cookies and tracking technologies used by the website and application, their purposes, retention periods, and how users can manage consent.

Depending on the features enabled by a customer, Flickmail may rewrite campaign links to measure clicks and generate analytics. The platform may record delivery events, clicks, opens where measurable, bounces, unsubscribe events, and other campaign interactions. Audit logs may include campaign and recipient identifiers, IP addresses, user-agent details, and event timestamps.

Open tracking may rely on remote images or similar methods and may be blocked, preloaded, proxied, or otherwise affected by email clients and privacy features. Clicks may also be generated by security scanners or automated systems. As a result, analytics may not always reflect a person's actual behavior.

Customers are responsible for determining whether tracking requires notice, consent, or another legal basis and for providing recipients with legally required information. Customers should configure campaigns in accordance with applicable privacy and electronic communications laws.

We may disclose information to:

• Service providers and subprocessors that support hosting, AI features, email verification, campaign delivery, analytics, security, task processing, payments, and customer support.
• The customer or organization that manages your account or uploaded contact data, where relevant.
• Professional advisers, auditors, insurers, or similar parties where reasonably necessary and subject to appropriate confidentiality obligations.
• Authorities, regulators, courts, or other parties when required by law or when reasonably necessary to respond to lawful process, protect rights and safety, investigate fraud, or enforce our agreements.
• A successor, purchaser, or transaction partner in connection with a merger, financing, restructuring, acquisition, or sale of all or part of our business, subject to appropriate safeguards and applicable law.
• Other parties where you direct us to share information or provide consent.

We do not sell personal information for money. If we engage in targeted advertising, data sharing, or another practice defined as a “sale” or “sharing” under applicable privacy law, this Policy and our preference controls must be updated to accurately describe that practice and any available opt-out rights.

Flickmail and its service providers may process information in countries other than the country where you live or where your contacts are located. Data protection laws in those countries may differ.

Where required, we will use an appropriate transfer mechanism and safeguards, such as an adequacy decision, standard contractual clauses, or another lawful mechanism. Details may be provided in a data processing agreement or upon request where required by law.

Before publication, identify the locations in which Flickmail and its key providers actually store or access personal information and confirm the transfer safeguards used.

We retain personal information for as long as reasonably necessary to provide the Services, maintain your account, fulfill the purposes described in this Policy, resolve disputes, enforce agreements, maintain security, and comply with legal, accounting, or reporting obligations.

Retention periods depend on the type of information, the account configuration, customer instructions, legal requirements, and operational needs. Campaign logs, contact records, support messages, backups, and billing records may have different retention periods.

When information is no longer required, we will take reasonable steps to delete it, anonymize it, or securely isolate it, subject to legal obligations and legitimate backup or disaster-recovery processes. Customers are responsible for managing contact information and campaign data they control and for requesting export or deletion where supported.

Insert actual retention periods or a retention schedule before publication wherever required by applicable law.

We use reasonable technical and organizational measures designed to protect personal information against unauthorized access, loss, misuse, alteration, and disclosure. Measures may include access controls, authentication, monitoring, logging, and safeguards provided by our infrastructure providers.

No method of transmission or storage is completely secure, and we cannot guarantee absolute security. You are responsible for protecting your account credentials, controlling user access, using appropriate devices and security practices, and notifying us promptly of suspected account compromise.

If a personal data breach occurs, we will assess and respond to it and provide notifications to affected parties or authorities where required by applicable law.

Depending on your location and applicable law, you may have rights to request access to personal information, correction of inaccurate information, deletion, restriction of processing, data portability, objection to certain processing, withdrawal of consent, or review of certain automated decisions. You may also have the right to complain to a data protection authority.

To submit a request, contact [Insert Privacy Contact Email]. We may need to verify your identity and clarify the scope of your request. We will respond within the timeframe required by applicable law and may decline or limit a request where a lawful exception applies.

If your information was uploaded by a Flickmail customer, we may refer your request to that customer or assist them in responding, depending on our role and applicable law. This does not limit rights you may have directly against Flickmail.

European Economic Area, United Kingdom, and Switzerland: Where applicable, individuals may have rights under the GDPR, UK GDPR, or equivalent laws, including rights to access, rectify, erase, restrict, port, or object to processing and to lodge a complaint with a supervisory authority. Contact us using the details above.

California and other US states: Depending on the state and applicable thresholds, residents may have rights to know or access, correct, delete, obtain a portable copy of, or opt out of certain processing of personal information. Some laws also provide rights concerning sensitive personal information, targeted advertising, profiling, and non-discrimination. We will honor applicable rights and provide any required appeal process.

India: Where applicable, personal data will be processed in accordance with relevant Indian data protection and information technology laws, including requirements that are in force and applicable to the processing. Individuals may use the contact details in this Policy to raise privacy requests or concerns.

This section is a general overview and does not guarantee that every right applies to every person or every processing activity. The rights available to you depend on the law that applies.

The Services are intended for business and professional use and are not designed for children who are below the minimum age permitted by applicable law to use the Services. We do not knowingly collect personal information directly from children in violation of applicable law. If you believe a child has provided personal information to us improperly, contact [Insert Privacy Contact Email] so we can assess and take appropriate action.

Customers must not use Flickmail to target children unlawfully or upload children's personal information unless the processing is expressly supported and all legal requirements have been met.

If you use Flickmail to manage or send email to other people, you are responsible for your contact lists, notices, consent records, campaign content, tracking configuration, unsubscribe processes, suppression lists, and compliance with applicable laws. You must not upload or use contact data that was collected unlawfully or use Flickmail to send spam, phishing messages, deceptive communications, or other prohibited content.

You must provide recipients with appropriate information about your practices and respond to requests that fall within your responsibility. Flickmail's email verification, analytics, and automation features do not themselves establish consent or guarantee legal compliance.

The Services may contain links to third-party websites, products, or services. We do not control their privacy practices. When you follow a third-party link or use a third-party integration, review the relevant provider's privacy policy and terms. This Policy does not apply to information collected directly by third parties under their own policies.

We may update this Policy to reflect changes to our Services, data practices, providers, or legal obligations. We will post the updated version and revise the “Last Updated” date. If required by law, we will provide additional notice or seek consent for material changes.

Your continued use of the Services after an updated Policy becomes effective will be handled in accordance with applicable law. If you do not agree with the revised Policy, stop using the affected Services and contact us with any questions.

For privacy questions, requests, or complaints, contact:

If applicable, you may also contact your local data protection authority or regulator.

This document is a drafting template prepared for adaptation to Flickmail's intended services. It is not legal advice and does not confirm that the described practices match Flickmail's current technical configuration. Before publication, verify all data flows, subprocessors, cookies, AI provider settings, data locations, retention periods, rights-handling procedures, and security practices. Obtain review from a qualified privacy or legal professional familiar with the jurisdictions in which Flickmail operates and serves users.