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Mailtastic Mailtaster - Privacy Policy (DE)

Netstag GmbH and our affiliate company Mailtastic Ltd (together, “Mailtastic”, “we”, “us” or “our”) may collect and process personal data relating to you.

At Mailtastic we are committed to respecting your privacy and protecting the personal data that we obtain and hold about you and others.

Mailtastic provides a platform, available at app.mailtastic.de, (“Platform”) to help businesses (“Mailtastic Client(s)”) conduct email signature marketing to make a great impression with a professional signature and increase brand awareness with personalised campaign banners.

This privacy policy (“Policy”) explains how we will process the personal data relating to visitors of our websites (including www.mailtastic.com), in respect of current or prospective Mailtastic Clients, use of our Platform and in relation to any query or communication sent to us.

Where we decide the purpose or means for the processing of the personal data that you provide when using our website or, we are the “data controller” for the purposes of the European General Data Protection Regulation 2016 (“GDPR”).

A brief Explanation of our Data Sharing

In order to provide email management and email marketing services, under our standard terms and conditions, Mailtastic customers are required to provide us with the business contact information necessary to create personalised email signatures.

Those Mailtastic services are offered free of charge. In return for the provision of the service by Mailtastic, the Customer permits us and members of our group to use that business contact information for our marketing purposes, including B2B direct marketing. Third party marketers may also access this contact information for use in their marketing campaigns.

If your organisation has provided your business contact information to us in order to receive email management and email marketing services, your personal data will be processed and shared as set out in this Policy. This does not affect your privacy rights, including your right to object and opt out, which are set out in paragraph 5.

More information on this data sharing is set out in paragraph 4.

Our website and Platform may contain hyperlinks to third party websites. These websites operate fully independently from us, and we cannot accept any responsibility or liability for the privacy practices of such third parties nor the availability of these external sites or resources. The appearance of such links on our website is not an endorsement. Should you use any of these websites, such use is at your own risk and we would recommend that you review their respective privacy policies and Terms and Conditions.

 

1. What Information Will We Collect About You?

Information provided by you or the Mailtastic Client when using the Client-side Platform

In order to provide a Mailtastic Client with access to the Platform and enable them to administer the Client accounts, we collect the full name, email address and password of each individual authorised by such Mailtastic Client to access the Platform.

In order to create a personalised email signature for staff of the Mailtastic Client, we ask the Mailtastic Client to provide us with the business contact information of each relevant staff. We process this staff personal data as a processor on behalf of the Client. At a minimum the Mailtastic Client will provide the full name and business email address. Further information can be entered on a voluntary basis by the Client.

We share this information with our group companies for marketing purposes and inclusion in their commercial services. See paragraph 3 below for more information on this and how to object to and opt-out of such data sharing.

Platform Analytics Information

Our Client-side Platform uses cookies and other mechanisms to collect and log analytical information, to help analyse how users use the Platform and to compile statistical reports on activity. To find out more about the use of cookies, please see our cookie policy here: https://mailtastic.com/free-de-cookie-policy/ 

When you use, the following data may be collected by our services providers, which will be aggregated before reporting back to us:

  • User ID;

  • device operating system & version;

  • IP address;

  • device make and model;

  • session time start, end and duration;

  • page response times and any download errors;

  • page interaction information, such as scrolling, clicks and browsing methods;

  • use frequency; and

  • identification of crashes and defects.

Information provided by you when using our Website

If you contact us, the forms you complete or the emails you send may include information about you, such as your full name, your email address, the organisation on behalf of whom you are contacting us (if applicable) and your enquiry.

Our website also provides a live chat, which allows us to answer website visitors’ questions. We process the information you make available when communicating with us through the live chat. During the chat we also automatically collect your location, IP address, browser and site visited through a cookie (please see our cookie policy here). We use the third party service Provider Intercom R&D Unlimited Company to provide the chat functionality.

Website and In-Email Analytics Information

Our website and emails uses cookies and other mechanisms to collect and log analytical information, to help analyse how visitors use these and to compile statistical reports on activity. To find out more about the use of cookies, please see our cookie policy here: https://mailtastic.com/free-de-cookie-policy/ 

The following data may be collected by our services providers:

  • number of visitors to our website;

  • page interaction information, such as scrolling, clicks and browsing methods;

  • websites where visitors have come from and where they go afterwards;

  • page response times and any download errors; and

  • other technical information relating to end user device, such as IP address or browser plug-in.

  • We use Google Analytics to help us with this. To learn more please see our cookie policy.

Social Media

Should you visit social media pages (from our website or otherwise) and choose to follow or connect with us on social media (including our Facebook Fanpage, Instagram profile, Twitter account, and YouTube channel), we may receive personal information from the social media providers (depending on your social media privacy settings), including:

  • your name (and/or your social media unique user name);

  • your email and/or postal address;

  • your telephone number(s);

  • IP or MAC address;

  • your gender and/or age;

  • your correspondence with us through those channels; and

  • your general interests and preferences (e.g. Likes, Shares, Posts)

 

2. How We Use Personal Data

Providing our services to Clients and prospective Clients

In line with the legitimate interest we have in promoting and operating our business we may process:

  • information about you to administer Platform log-ins (where applicable) and to deliver our Services to Mailtastic Clients under the agreed terms of service.

  • your enquiries to reply and provide support, including providing you and/or your organisation with information about the Services we offer.

Newsletter and Mailing List

We may process your name and email address for our mailing list in the following way:

Consent-based mailing lists

We may process your data to keep you updated with information on news, offers, and updates about Mailtastic. We rely upon your consent in order for us to undertake this data processing activity. You can revoke your consent at any time. Please let us know by clicking unsubscribe at the bottom of any marketing email that you receive.

‘Soft opt-in’ mailing lists

In some instances (such as with our existing UK customers) the law may permit us to process your personal information in order to send information to you by email that we think is of interest for you on the basis of our legitimate interests, being our legitimate to promote our business. If you would like to be removed from that list please let us know by clicking unsubscribe at the bottom of any marketing email that you receive.

Platfrom Analytics

We may process information about you so that we can understand usage of our Platform, analyse and improve our Platform and develop new services or new parts thereof.

This processing is necessary for us to pursue our legitimate interests, being our interests in: (i) operating our business; (ii) ensuring that our Platform functions properly so that you and other users have the best experience; (iii) identifying and correcting any bugs or problems with the Platform or any part thereof; and (iv) developing and creating new services in the future.

Online Marketing

We may process data for online marketing, including:

  • Remarketing, which allows us to show ads to people on third party services (incl. LinkedIn and Facebook) who've previously visited our website.

  • Ad performance monitoring, meaning that your information may be used to understand how advertisements have performed or how many people have viewed certain advertisements;

  • Serving relevant ads, meaning that your information may be used to serve you more relevant online advertising on third party services.

We undertake this processing based on your consent or, where applicable, to persue our legitimate interest of promoting our buisness. You can provide or withdraw your consent for marketing cookies and purposes by clicking on and interacting with the consent options we may make available for you on the Website or the Platform.

We work with the third party advertising networks and social media platforms (including Facebook, LinkedIn and Google). If you would like to find out more about the way these third parties collect and process your information please refer to their respective privacy policies. Links to these can be found in our cookie policy https://mailtastic.com/free-de-cookie-policy/ 

Website and In-Email Analytics

We use website and in-email analytics to understand behavior patterns. We use website analytics to find out such things as the number of visitors to the various parts of the site. We may include web beacons in our promotional emails or newsletters to determine whether the message has been opened or edited and whether our mailing tools are functioning properly.

We undertake such processing based on consent or in the pursuit of our legitimate interests in improving our website, to provide a better service, source of information and communications to visitors.

All content you submit to us

If you send us objectionable content or otherwise behave in a disruptive manner when using our website, we may process personal data included in your messages to respond to and stop such behavior.

We only process personal data in this way for the legitimate interests of ensuring that use of our website and the Platform is lawful, does not disrupt our systems, does not harass our staff or other individuals, and to enforce our legal rights and to comply with our legal obligations.

Where we reasonably believe you are or may be in breach of the law (for instance, because content you send amounts to harassment or is defamatory), we may use your personal data to inform relevant third parties such as your email/internet provider or law enforcement agencies about the content.

Where we process personal data in this way, we will hold that personal data on our systems for as long as is reasonably necessary to achieve these objectives.

 

3. Google / G-Suite API Usage

All content you submit to us

Mailtastic offers the option to Mailtastic Clients to connect the Platform account with their GSuite account.

The connection has the following two functions:

  • transfer the user data to Mailtastic: The selected user data is transferred to Mailtastic and is used there for the purpose of generating our signatures.

  • transfer the signature to the user: The data can be deleted from Mailtastic at any time by the Mailtastic Admin and the connection to Suite can be stopped at any time.

4. Do We Share Your Information?

Sharing Data with our Group Companies for their Services

We are part of the Cognism Group and may share your personal data with other companies in our Group.

Where a Mailtastic client has provided us with your business contact data in order to create a signature for you, this will become part of Cognism’s database. See Cognism’s privacy policy here for further details. Cognism gathers current and historic business contact data and provides its clients with access to this information in its database.

Cognism or Cognism’s clients may use the information to contact you on your business telephone, through electronic mail or conduct online advertising campaigns, in order to market products and/or services.

If you do not wish for your personal data to be used in Cognism’s database for the purposes set out above (and as further detailed in Cognism's privacy policy, available here), please fill in your details here https://cognism.com/privacy-policy or contact us using the above contact details. You will also be given the opportunity to opt out of this data sharing at the Mailtastic opt out form here: https://app.mailtastic.com/#/optout

Other Data Sharing

We may disclose your personal data to our personnel, suppliers or subcontractors insofar as it is reasonably necessary for the purposes set out in this Policy. We only permit them to process your personal data for specified purposes and in accordance with our instructions. All our third-party service providers are required to take appropriate security measures to protect your personal data. Activities which are carried out by or in collaboration with third party service providers include hosting and live chat (chat/email) support.

In addition, we may disclose your personal data to the extent that we are required to do so by law (which may include to government bodies and law enforcement agencies); in connection with any legal proceedings or prospective legal proceedings; and to establish, exercise or defend our legal rights (including providing information to others for the purposes of fraud prevention).

If we are involved in a merger, acquisition, or sale of all or a portion of our business or assets, the personal data we hold may be included as part of that sale, in which case you will be notified via email, your account and/or a prominent notice on the website of any changes in ownership or use of your information, as well as any choices you may have regarding that information.

 

5. Your Rights In Relation To Your Personal Data Which We Process.

You have the following rights over the way we process personal data relating to you. We aim to comply without undue delay, and within one month at the latest, in response to any requests submitted by you to us:

  • for a copy of personal data we are processing about you and/or to have inaccuracies corrected;

  • to restrict, stop processing, or to delete your personal data;

  • for a machine-readable copy of your personal data, which you can use with another service provider. Where it is technically feasible, you can ask us to send

  • this information directly to another provider if you prefer; and

  • to make a complaint to a data protection regulator. You may contact them at: https://ico.org.uk/concerns/

To make a request in relation to any of the aforementioned rights, please send your requests to hello@mailtastic.com

If you’d like to stop sharing your business signature data, please use our opt-out form at: https://app.mailtastic.com/#/optout

 

6. Children

We do not use the website to knowingly solicit information from or market to children under the age of 16. If a parent or guardian becomes aware that his or her child has provided us with information without their consent, he or she should contact us at hello@mailtastic.com. We will delete such information within a reasonable time.

7. Security

We will take appropriate technical and organisational measures to ensure a level of security appropriate to the risk that could be encountered via the use of our website and Services taking into account the likelihood and severity those risks might pose to the rights and freedoms of our website visitors and customers.

In particular, we will take precautions to protect against the accidental or unlawful destruction, loss or alteration, and unauthorized disclosure of or access to the personal data transmitted, stored or otherwise processed by us.

The Platform and the Website use SSL encryption for data security reasons and to protect the transmission of confidential content, such as requests you send to us as a site operator. You can recognize an encrypted connection by the fact that the address line of the browser changes from "http://" to "https://" and by the lock symbol in your browser line. If SSL encryption is activated, the data you transmit to us cannot be read by third parties.

Please be aware that, while we make the security of our website and your personal data a high priority and devote considerable time and resources to maintain robust IT security, no security system can prevent all security breaches. When you choose to share your personal data with us, you accept the aforesaid and provide your information at your own risk.

 

8. International Data Transfers

We are a European service provider but are part of a global group of companies.

There are agreements in place to ensure that where personal data is transferred out of the EEA it is processed using appropriate safeguards that meet the requirements of data protection laws. Such appropriate safeguards may include standard data protection clauses adopted by a data protection regulator and approved by the European Commission, such as the European Commission’s standard contractual clauses.

If you would like to find out more about these safeguards or if you have any other queries or comments in relation to this Policy, please let us know by emailing us at hello@mailtastic.com.

To find out more about the standard contractual clauses, please visit: https://ec.europa.eu/info/law/law-topic/data-protection/data-transfers-outside-eu/model-contracts-transfer-personal-data-third-countries_en 

 

9. Retention Periods or Criteria

We will hold your personal data for as long as is necessary for the relevant purpose for which that personal data was obtained, or as otherwise described in this Policy.

To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorized use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.

If you would like us to stop using or holding your personal data and/or would like to request its deletion, please email us at hello@mailtastic.com.

 

10. Changes

This Policy may be updated from time to time. We will notify you of any changes by posting the new Policy here https://mailtastic.com/free-de-privacy-policy/, and, where feasible, by letting you know by email or your account.

 

11. Contact Us

Questions, comments and requests in relation to this Policy are welcome and should be addressed to hello@mailtastic.com.