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Privacy Policy

Our privacy policy and how we use your data

Last updated: August 4, 2025

1. Introduction

ColdReach ("we," "our," or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our email outreach platform and related services.

2. Information We Collect

2.1 Information You Provide

  • Account Information: Name, email address, company name, billing information
  • Campaign Data: Email content, recipient lists, campaign settings
  • Domain Information: Domain names, DNS settings, email configurations
  • Communication Data: Support tickets, feedback, correspondence

2.2 Information Collected Automatically

  • Usage Data: Features used, campaigns created, emails sent
  • Device Information: IP address, browser type, operating system
  • Analytics Data: Page views, clicks, navigation patterns
  • Performance Data: Email delivery rates, open rates, bounce rates

2.3 Information from Third Parties

  • Microsoft 365: Account data when you connect your Microsoft account
  • Payment Processors: Transaction information from our payment partners
  • Analytics Services: Aggregated data about service usage

3. How We Use Your Information

We use the collected information to:

  • Provide and maintain our Service
  • Process your transactions and manage billing
  • Send administrative communications
  • Improve and optimize our Service
  • Monitor and prevent fraud or abuse
  • Comply with legal obligations
  • Provide customer support

4. Data Sharing and Disclosure

We may share your information with:

4.1 Service Providers

  • Cloud hosting providers (Microsoft Azure)
  • Payment processors
  • Analytics services
  • Customer support tools

4.2 Legal Requirements

We may disclose your information if required by law or in response to valid requests by public authorities.

4.3 Business Transfers

In the event of a merger, acquisition, or sale of assets, your information may be transferred to the acquiring entity.

5. Data Security

We implement appropriate technical and organizational measures to protect your information, including:

  • Encryption of data in transit and at rest
  • Regular security assessments
  • Access controls and authentication
  • Employee training on data protection

6. Data Retention

We retain your information for as long as necessary to provide our services and comply with legal obligations:

  • Account Data: Retained while your account is active
  • Campaign Data: Retained for 90 days after campaign completion
  • Analytics Data: Aggregated and anonymized after 24 months
  • Legal Records: Retained as required by applicable law

7. Your Rights

Depending on your location, you may have the following rights:

  • Access: Request a copy of your personal data
  • Correction: Update or correct inaccurate data
  • Deletion: Request deletion of your data
  • Portability: Receive your data in a portable format
  • Objection: Object to certain processing activities
  • Restriction: Limit how we use your data

8. International Data Transfers

Your information may be transferred to and processed in countries other than your own. We ensure appropriate safeguards are in place for such transfers, including:

  • Standard contractual clauses
  • Adequacy decisions
  • Privacy Shield frameworks (where applicable)

9. Children's Privacy

Our Service is not intended for children under 18 years of age. We do not knowingly collect personal information from children under 18.

10. Third-Party Links

Our Service may contain links to third-party websites. We are not responsible for the privacy practices of these external sites.

11. Marketing Communications

You can opt-out of marketing communications at any time by:

  • Clicking "unsubscribe" in our emails
  • Updating your preferences in your account settings
  • Contacting us directly

12. California Privacy Rights (CCPA)

California residents have additional rights under the CCPA, including:

  • Right to know what personal information is collected
  • Right to delete personal information
  • Right to opt-out of the sale of personal information
  • Right to non-discrimination

We do not sell personal information.

13. European Privacy Rights (GDPR)

If you are in the European Economic Area, you have additional rights under the GDPR. Our legal bases for processing include:

  • Contract performance
  • Legal obligations
  • Legitimate interests
  • Consent (where applicable)

14. Changes to This Privacy Policy

We may update this 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.

15. Contact Us

If you have questions about this Privacy Policy or our privacy practices, please contact us at:

  • Email: privacy@coldreach.com
  • Address: [Your Business Address]
  • Data Protection Officer: dpo@coldreach.com

16. Complaints

If you believe we have not addressed your concerns adequately, you may have the right to complain to your local data protection authority.