Privacy practices built for clearer communication.

Scope of this Privacy Policy

This Privacy Policy explains how Mailtrackio collects, uses, stores, discloses, and protects personal information when you visit our website, create or use an account, contact support, purchase a plan, use email-tracking features, or use fill-and-sign functionality.

It applies to Mailtrackio-operated websites, applications, dashboards, browser extensions, and related services that link to this policy. It does not govern third-party websites, applications, or services that have their own privacy notices.

Our role when processing information

Mailtrackio may process information in different roles depending on the context.

• Account and website information: Mailtrackio generally determines why and how this information is used, such as for account administration, billing, security, support, and product improvement.
• Customer-controlled tracking or document data: when a customer uses Mailtrackio to track a message or send a document request, the customer generally decides the purpose of that activity. Mailtrackio processes the information to provide the requested service, subject to the customer’s instructions and applicable terms.

Information we may collect

Information you provide

• Name, email address, company name, and contact details.
• Account credentials and authentication information.
• Billing plan, transaction status, and limited payment-related details supplied by payment providers.
• Support messages, feedback, form submissions, and correspondence.
• Documents, field information, signer details, and instructions submitted through fill-and-sign tools.

Information collected through use of the service

• Device, browser, operating system, IP address, approximate location, and log information.
• Dashboard activity, feature use, settings, plan limits, and diagnostic events.
• Email-tracking events such as a message-open signal, link-click event, timestamp, recipient reference, and related technical metadata, where enabled.
• Document-request status, delivery events, access events, completion status, and audit-related activity.
• Cookies and similar technologies described in our Cookie Policy.

The exact information available can depend on your account, enabled features, device, browser, integrations, and the actions taken by you or a recipient.

How we use information

We may use personal information to:

• Provide, operate, maintain, and troubleshoot Mailtrackio.
• Create accounts, authenticate users, and manage subscriptions.
• Record and display email opens, link clicks, document events, and related activity when those features are enabled.
• Send service messages, security notices, billing notices, and support responses.
• Prevent fraud, abuse, unauthorized access, spam, and other harmful activity.
• Monitor performance, diagnose errors, and improve features and usability.
• Comply with legal obligations, enforce our terms, and protect rights and safety.
• Send product news or marketing communications where permitted, with available unsubscribe controls.

Legal bases for processing

Where applicable data-protection law requires a legal basis, Mailtrackio may rely on one or more of the following:

• Contract: processing needed to provide the service, administer an account, or complete a requested transaction.
• Legitimate interests: operating, securing, improving, and supporting the service, provided those interests are not overridden by applicable rights.
• Consent: for certain cookies, communications, or other processing where consent is required.
• Legal obligation: processing necessary to comply with tax, accounting, regulatory, court, or lawful government requirements.
• Protection of rights: establishing, exercising, or defending legal claims and protecting users, Mailtrackio, or others.

The legal basis can vary by feature, location, and the role Mailtrackio performs for a customer.

How information may be disclosed

We may disclose information to:

• Service providers: hosting, infrastructure, security, authentication, analytics, email delivery, support, payment, and document-processing providers that help operate Mailtrackio.
• Account administrators and users: where an organization or team account controls access to the service.
• Integrations selected by the customer: when a user connects Mailtrackio to a third-party service.
• Professional advisers: auditors, insurers, legal counsel, and other advisers subject to appropriate duties.
• Authorities or other parties: when reasonably necessary to comply with law, respond to valid legal process, protect rights or safety, investigate abuse, or enforce terms.
• Business transaction participants: in connection with a financing, reorganization, merger, acquisition, or sale of assets, subject to appropriate confidentiality measures.

We do not treat routine disclosures to providers acting on our behalf as a sale of personal information. Where applicable law gives users rights concerning sale, sharing, or targeted advertising, we will provide required controls when such processing is used.

Email tracking and recipient information

Mailtrackio can help customers understand what happens after sending an email. Depending on the feature and configuration, a tracked message may include a small tracking resource or specially formatted link that records an event when the message is viewed or a link is selected.

Tracking results may be affected by image blocking, privacy protections, forwarding, security scanners, caching, proxies, shared devices, automated link checks, or other technical conditions. A recorded event should not be treated as definitive proof that a particular person personally read or intentionally clicked a message.

Customers must determine whether tracking is appropriate for their use, recipients, industry, and jurisdiction. Customers must also provide notices, honor objections, and obtain consent where required.

Data retention

We retain information for as long as reasonably necessary to provide the service, maintain account and transaction records, comply with law, resolve disputes, enforce agreements, prevent abuse, and protect the service.

Retention periods may differ based on the information type, plan, account status, customer instructions, backup schedules, security needs, and legal requirements. Information may remain in backups for a limited period after deletion from active systems.

Security

We use administrative, technical, and organizational safeguards designed to protect information against unauthorized access, loss, misuse, alteration, and disclosure. These measures may include access controls, authentication, monitoring, encryption in appropriate contexts, backup procedures, and vendor review.

No internet service or storage system can guarantee complete security. Users are responsible for protecting account credentials, enabling available security features, and promptly reporting suspected unauthorized access.

International data transfers

Mailtrackio and its providers may process information in countries other than the country where a user or recipient is located. Those countries may have different data-protection laws.

Where required, we use appropriate transfer mechanisms and safeguards, such as contractual protections, to support lawful international transfers.

Your privacy rights and choices

Depending on your location and the context, you may have rights to request access, correction, deletion, portability, restriction, or objection; withdraw consent; opt out of certain processing; or appeal a decision about a privacy request.

• Account settings may allow you to update certain profile information.
• Marketing emails should include an unsubscribe option.
• Cookie choices can be managed through available consent controls and browser settings.
• Privacy requests may be sent to support@mailtrackio.com.

We may need to verify identity and authority before completing a request. Some information may be exempt from a request or retained where permitted or required by law.

If Mailtrackio processes information only on behalf of a customer, we may direct the request to that customer because the customer controls the relevant processing.

Children

Mailtrackio is intended for business and professional use and is not directed to children. Users must not create an account or submit personal information if they are below the minimum age required to consent to online services in their location.

Contact us if you believe a child has provided personal information through Mailtrackio without appropriate authorization.

Changes to this policy

We may update this Privacy Policy to reflect product changes, operational practices, legal requirements, or other developments. The revised version will show a new effective date.

Where required, we will provide additional notice of material changes through the service, by email, or through another appropriate method.

Contact us

Questions, concerns, and privacy requests may be sent to: