Privacy Policy

Last updated: April 18, 2026

1. Introduction

At Automail Digital ("we," "us," "our," or "Company"), we are committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our website, applications, and services — including the Automail email marketing platform (app.automail.digital) and the Automail Biz B2B Business Directory (biz.automail.digital).

By accessing or using any Automail service, you acknowledge that you have read and understood this Privacy Policy. If you do not agree, please discontinue use of our services.

2. Information We Collect

2.1 Personal Information You Provide

  • Account Registration: Name, email address, company name, phone number, and password
  • Billing Information: Payment method details (processed securely via third-party providers)
  • Communication: Messages, support requests, and feedback you send us
  • Sequence Data: Email templates, recipient lists, and sequence content you upload

2.2 Information Collected via Automail Biz (B2B Directory)

When you use Automail Biz (biz.automail.digital), we collect additional information depending on your role:

2.2.1 Seller / Business Page Owners

  • Business Identity: Business name, tagline, description, logo, cover image, and gallery images
  • Contact Information: Business email, phone number, WhatsApp number, address, city, state, and PIN code
  • Regulatory & Compliance Data: GST number, MSME/Udyam registration number, PAN number, Import Export Code (IEC), CIN (Company Identification Number), and DUNS number
  • Business Details: Year established, employee count, annual turnover range, certifications, awards, trade associations, factory details, QC processes, R&D capacity, and OEM/ODM capabilities
  • Products & Services: Product name, images, pricing, MOQ, technical specifications, packaging details, sample availability, HSN/SAC codes, and SKU/product codes
  • Social & Web Presence: Website URL, Facebook, Instagram, LinkedIn, YouTube, Twitter
  • Business Hours & Operations: Operating hours, services offered, and delivery information

2.2.2 Buyers / Inquiry Submitters

  • Inquiry Form Data: Name, email address, city, phone number (optional), and company name (optional)
  • Inquiry Details: Message content, product interest, quantity requirements, and source of discovery
  • Anti-Spam Verification: reCAPTCHA scores and honeypot field data (used solely for spam prevention)

2.2.3 Directory Visitors (Non-Registered)

  • Browsing Data: Categories browsed, listings viewed, search queries, and referral sources
  • Newsletter Subscription: Email address (if you subscribe to the weekly supplier updates digest)

2.3 Information Collected Automatically

  • Usage Data: Pages visited, time spent, features used, and interactions with our service
  • Device Information: IP address, browser type, operating system, and device identifiers
  • Cookies: We use cookies to enhance your experience and analyze usage patterns
  • Analytics: Information about how you navigate and use our platform
  • Biz Directory Analytics: Page view counts, inquiry volumes, search trends, and category engagement (aggregated and anonymized where possible)

3. How We Use Your Information

We use the information we collect for the following purposes:

  • Providing, maintaining, and improving our services
  • Processing transactions and sending related confirmations
  • Sending transactional emails and technical notices
  • Responding to your inquiries and providing customer support
  • Conducting marketing and promotional activities (with your consent)
  • Analyzing usage patterns to improve user experience
  • Detecting and preventing fraud or security issues
  • Complying with legal obligations and enforcing our agreements

3.1 Additional Uses Specific to Automail Biz

  • Directory Listing & Discovery: Publishing your business page on biz.automail.digital so buyers can discover your business through search, categories, and city-based browsing
  • SEO-Optimized Pages: Generating search engine-friendly business pages to maximize your online visibility
  • Inquiry Delivery: Forwarding buyer inquiries to sellers via email and in-app notifications
  • Spam Prevention: Validating buyer inquiry submissions using email MX checks, disposable email detection, reCAPTCHA scoring, and IP-based rate limiting. IP addresses are hashed (SHA-256) for privacy-safe rate limiting
  • Inquiry Sequences: Automatically enrolling inquiry submitters into seller-configured follow-up email sequences (if enabled by the seller)
  • Directory Analytics: Providing sellers with aggregated page view counts, inquiry statistics, and engagement metrics
  • Credit System: Managing inquiry credit balances, tracking credit usage, and processing credit transactions
  • Category & City Indexing: Organizing your business listing across 51 sectors, 1,800+ sub-categories and 120+ Indian cities

4. Data Security

We implement industry-standard security measures to protect your personal information, including:

  • SSL/TLS encryption for data in transit
  • Encryption at rest for sensitive data
  • Regular security audits and penetration testing
  • Access controls and multi-factor authentication
  • Secure disposal of data when no longer needed

However, no method of transmission over the internet is completely secure. While we strive to protect your information, we cannot guarantee absolute security.

5. Data Retention

We retain your personal information for as long as necessary to provide our services and fulfill the purposes outlined in this policy. You can request deletion of your account and associated data at any time by contacting us at support@automail.digital.

6. Third-Party Sharing

We do not sell your personal information. We may share information with:

  • Service Providers: Payment processors, email providers, analytics services, and cloud infrastructure providers
  • Business Partners: Only when necessary to provide our services and with explicit consent
  • Legal Compliance: When required by law or to protect our rights and users' safety

6.1 Data Sharing Specific to Automail Biz

  • Public Business Listings: Information you publish on your Automail Biz business page (business name, description, products, contact details, certifications, and city/category) is publicly accessible to all visitors of the Biz directory. This is the intended purpose of the directory service.
  • Buyer-to-Seller Inquiry Delivery: When a buyer submits an inquiry, their name, email, city, phone (if provided), and message are shared with the relevant seller. Sellers receive this data to respond to legitimate business inquiries.
  • Seller-Configured Sequences: If a seller has enabled inquiry sequences, buyer inquiry data (name and email) may be used to send automated follow-up emails on behalf of the seller via the seller's own SMTP configuration or Automail's system SMTP.
  • Aggregated & Anonymized Data: We may share aggregated, non-personally identifiable directory statistics (category trends, city-wise inquiry volumes) for research or marketing purposes.

7. Your Rights and Choices

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

  • Access: Request a copy of your personal information
  • Correction: Update or correct inaccurate data
  • Deletion: Request deletion of your information (right to be forgotten)
  • Opt-Out: Unsubscribe from marketing communications
  • Portability: Receive your data in a portable format

To exercise these rights, contact us at support@automail.digital.

8. Cookies and Tracking

We use cookies for authentication, preferences, and analytics. You can control cookies through your browser settings. Note that disabling cookies may affect service functionality.

9. International Data Transfers

Your information may be transferred to, and stored in, countries other than your country of residence. These countries may have data protection laws different from your home country. By using our services, you consent to such transfers.

9A. India — Digital Personal Data Protection Act, 2023 (DPDPA)

If you are located in India, the following additional rights apply under the DPDPA 2023:

  • Right to Information: You have the right to know what personal data we collect, the purpose of processing, and with whom it is shared.
  • Right to Correction & Erasure: You may request correction of inaccurate data or erasure of data that is no longer necessary.
  • Right to Grievance Redressal: You may raise grievances with our Data Protection Officer or the Data Protection Board of India.
  • Consent Withdrawal: You may withdraw consent at any time by contacting support@automail.digital.

Our designated Data Protection Officer for India can be reached at support@automail.digital.

10. GDPR — European Union & EEA

If you are located in the European Union (EU) or European Economic Area (EEA), the following provisions apply under the General Data Protection Regulation (EU) 2016/679 ("GDPR").

10.1 Data Controller & Processor

Automail Digital acts as the data controller for personal data collected when you create an account, use our platform, or visit our website. For email campaigns you send through Automail, you (the user) are the data controller for your subscribers' data, and Automail Digital acts as a data processor on your behalf.

Automail Biz: For the B2B directory, Automail Digital acts as the data controller for buyer inquiry data and directory visitor data. Sellers who publish business pages act as data controllers for any personal data they include in their listings. When sellers enable inquiry sequences, Automail Digital acts as a data processor for sending follow-up emails to buyers on behalf of the seller.

10.2 Lawful Basis for Processing

We process personal data under the following lawful bases defined in Article 6 of the GDPR:

  • Contract (Art. 6(1)(b)): To provide the Automail email marketing platform — account creation, email sending, sequence management, subscriber management, and analytics. For Automail Biz: to publish and maintain business listings, deliver buyer inquiries to sellers, and manage the inquiry credit system.
  • Consent (Art. 6(1)(a)): For optional analytics cookies, marketing communications, connecting third-party services via OAuth, and subscribing to the Automail Biz newsletter/weekly digest.
  • Legitimate Interest (Art. 6(1)(f)): For platform security, fraud prevention, abuse detection, service improvement, aggregate analytics, spam prevention on the Biz inquiry system, and SEO optimization of business pages.
  • Legal Obligation (Art. 6(1)(c)): To comply with applicable laws, respond to legal requests, and maintain financial records.

10.3 Your Rights Under GDPR

In addition to the rights listed in Section 7, EU/EEA residents have the following specific rights under Articles 15–22 of the GDPR:

  • Access (Art. 15): Request a copy of all personal data we hold about you.
  • Rectification (Art. 16): Correct inaccurate or incomplete personal data.
  • Erasure (Art. 17): Request deletion of your personal data ("right to be forgotten").
  • Restrict Processing (Art. 18): Request that we limit processing of your data in certain circumstances.
  • Data Portability (Art. 20): Receive your data in a structured, machine-readable format (JSON/CSV).
  • Object (Art. 21): Object to processing based on legitimate interest or direct marketing.
  • Withdraw Consent (Art. 7(3)): Withdraw consent at any time without affecting prior processing.
  • Automated Decisions (Art. 22): Automail does not make automated decisions that produce legal effects on individuals.

We will respond to all Data Subject Access Requests (DSARs) within 30 days. If additional time is needed, we will notify you within the initial 30-day period. Contact us at hello@automail.digital.

10.4 International Data Transfers

Your data may be processed in data centers located outside the EU/EEA. We rely on the following safeguards:

  • Our cloud infrastructure provider is certified under the EU-US Data Privacy Framework and maintains internationally recognized security certifications.
  • Our data processing agreements incorporate EU-approved Standard Contractual Clauses (SCCs) for transfers outside the EEA.
  • When you configure your own SMTP/IMAP servers, data transfers occur to the servers you designate. You are responsible for ensuring your chosen providers offer adequate data protection.

10.5 Data Breach Notification

In accordance with Articles 33 and 34 of the GDPR, we will notify the relevant supervisory authority within 72 hours of becoming aware of a personal data breach that is likely to result in a risk to individuals' rights and freedoms. If the breach is likely to result in high risk, we will notify affected data subjects without undue delay via email.

10.6 Data Processing Agreement (DPA)

For users who require a formal Data Processing Agreement under Article 28 of the GDPR, contact us at hello@automail.digital.

10.7 Your Responsibilities as a Data Controller

When you use Automail to send emails to your subscribers, you act as the data controller for your subscribers' personal data. You are responsible for:

  • Obtaining valid consent (or another lawful basis) before importing subscribers and sending emails
  • Providing your subscribers with a clear privacy notice explaining your use of Automail
  • Honoring all unsubscribe and data deletion requests from your subscribers
  • Including a working unsubscribe link in all emails sent through the platform
  • Not uploading sensitive/special category data (Article 9) unless you have explicit consent

10.8 Seller Responsibilities on Automail Biz

When you create a business page on Automail Biz, you are responsible for:

  • Ensuring all business information you publish is accurate, up-to-date, and does not infringe third-party rights
  • Understanding that published business page information (including contact details) becomes publicly accessible
  • Handling buyer inquiry data in compliance with applicable data protection laws
  • Configuring inquiry sequences responsibly and providing an unsubscribe mechanism for follow-up emails
  • Not publishing sensitive personal data of third parties (employees, partners) without their consent

10.9 Supervisory Authority

If you believe our processing of your personal data violates the GDPR, you have the right to lodge a complaint with your local Data Protection Authority (DPA). A list of EU/EEA DPAs is available on the European Data Protection Board website.

11. Automail Biz — Data Handling Summary

This section provides a consolidated overview of data practices specific to the Automail Biz B2B directory:

  • Public Data: Business pages published on Automail Biz are publicly accessible. This includes business name, description, products, contact information, certifications, and city/category classification.
  • Private Data: GST, PAN, MSME numbers, and other regulatory data are stored securely and are not displayed publicly unless the seller explicitly includes them on their business page.
  • Inquiry Data: Buyer inquiry data (name, email, message) is shared only with the seller to whom the inquiry is directed. IP addresses are hashed (SHA-256) for rate limiting and are never shared with sellers.
  • Analytics Data: Sellers receive aggregated analytics (view counts, inquiry counts) for their own business pages. Individual visitor identities are not disclosed to sellers.
  • Deletion Rights: Sellers may unpublish their business page at any time. Buyers may request deletion of their inquiry data by contacting support@automail.digital.
  • Credit Transactions: Credit purchase and usage history is retained for accounting purposes and is accessible only to the account holder.

12. Children's Privacy

Our services are not intended for children under 13 (or 16 in the EU/EEA). We do not knowingly collect personal information from children. If we become aware of such collection, we will promptly delete the information and notify you.

13. Policy Changes

We may update this Privacy Policy periodically. Significant changes will be communicated via email or a prominent notice on our website. Your continued use of our services constitutes acceptance of the updated policy.

14. Contact Us

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

  • Email: support@automail.digital
  • Website: https://automail.digital
  • Automail Biz: https://biz.automail.digital