Privacy Policy

Effective Date: April 14, 2025 | Last Updated: April 14, 2025

Welcome to Artificial Mails (artificialmails.eu). Your privacy is critically important to us. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website, use our AI email generation services, or interact with us. Please read this privacy policy carefully. If you do not agree with the terms of this privacy policy, please do not access the site or use our services.

Quick Summary: What You Need to Know

At Artificial Mails, we are committed to protecting your personal data. We collect only the information necessary to provide our AI email marketing services, improve your experience, and communicate with you. We never sell your personal data to third parties. We are fully GDPR compliant and respect your privacy rights. You can request access, correction, or deletion of your data at any time by contacting alex@artificialmails.eu.

1. Information We Collect

We collect several types of information from and about users of our website and services. The categories of information we collect include:

1.1 Personal Data You Provide Directly

When you use our services, contact us, or interact with our website, you may provide us with:

• Contact Information: Name, email address, phone number, company name, job title, and postal address when you fill out forms, subscribe to newsletters, request consultations, or contact customer support.
• Account Information: Username, password, and account preferences when you create an account on our platform.
• Payment Information: Billing address, payment method details, and transaction history when you purchase our services. Payment processing is handled by secure third-party payment processors (Stripe, PayPal). We do not store full credit card numbers on our servers.
• Communication Data: Email content, chat messages, support tickets, and feedback you provide when interacting with our team.
• AI Email Content: Email drafts, subject lines, campaign content, and recipient data you generate using our AI email tools. This data is processed to provide our services and is stored securely on our servers (EU-based).

1.2 Information Collected Automatically

When you visit our website or use our services, we automatically collect certain information:

• Usage Data: Pages visited, time spent on pages, features used, search queries, and navigation patterns.
• Device Information: IP address, browser type, operating system, device type, screen resolution, and language settings.
• Location Data: Approximate geographic location derived from your IP address (city/country level).
• Cookies and Similar Technologies: We use cookies to remember your preferences, analyze site traffic, and improve your experience. You can control cookie settings through your browser preferences.

1.3 Information from Third Parties

We may receive information about you from third parties when:

• You interact with us on social media platforms
• You use third-party integrations connected to our services (e.g., CRM systems, email marketing platforms)
• Our partners or affiliates refer you to us
• We use analytics providers (Google Analytics, privacy-friendly alternatives)

2. How We Use Your Information

We use the information we collect for the following purposes:

2.1 To Provide and Maintain Our Services

• Generate AI-powered email content based on your prompts
• Process and deliver your email campaigns
• Manage your account and provide customer support
• Process payments and prevent fraudulent transactions
• Send service notifications, updates, and security alerts

2.2 To Improve and Develop Our Services

• Analyze usage patterns to improve our AI models and user interface
• Train and optimize our AI email generation algorithms
• Identify and fix bugs, errors, and performance issues
• Develop new features, tools, and integrations

2.3 To Communicate With You

• Respond to your inquiries, requests, and support tickets
• Send you technical notices, updates, security alerts, and administrative messages
• Send you marketing communications (only with your explicit consent)
• Send newsletters, educational content, and product updates (opt-out available)

2.4 For Legal and Security Purposes

• Detect, investigate, and prevent fraudulent or illegal activities
• Protect the rights, property, and safety of Artificial Mails, our users, and others
• Comply with legal obligations, court orders, and regulatory requirements
• Enforce our Terms of Service and other agreements

3. Legal Basis for Processing (GDPR Compliance)

For users in the European Economic Area (EEA), we process your personal data under the following legal bases:

• Contract Performance: Processing necessary to provide our services to you under our Terms of Service.
• Legitimate Interests: Processing necessary for our legitimate business interests, such as improving our services, preventing fraud, and marketing our products (where your interests and rights do not override these interests).
• Consent: Processing based on your explicit consent for marketing communications, cookies, and certain data collection activities.
• Legal Obligation: Processing necessary to comply with applicable laws, regulations, and legal processes.

4. Sharing Your Information

We do not sell, rent, or trade your personal information to third parties. We may share your information in the following circumstances:

4.1 Service Providers and Partners

We share your information with trusted third-party service providers who perform services on our behalf:

• Cloud Hosting: EU-based servers for data storage and processing
• Payment Processors: Stripe, PayPal for secure payment processing
• Email Service Providers: For sending transactional and marketing emails
• Analytics Providers: Privacy-friendly analytics to understand usage patterns
• Customer Support Tools: To manage support tickets and communications

All service providers are contractually obligated to protect your data and comply with applicable privacy laws.

4.2 Legal Requirements

We may disclose your information if required by law, court order, or governmental regulation, or if we believe disclosure is necessary to:

• Comply with legal processes or law enforcement requests
• Protect the rights, property, or safety of Artificial Mails, our users, or others
• Investigate or prevent fraud, security issues, or technical problems

4.3 Business Transfers

In the event of a merger, acquisition, reorganization, bankruptcy, or sale of assets, your information may be transferred as part of that transaction. We will notify you via email and/or prominent notice on our website of any change in ownership or use of your personal information.

5. Data Security

We implement appropriate technical and organizational measures to protect your personal data against unauthorized access, alteration, disclosure, or destruction:

• Encryption: All data transmitted between your browser and our servers is encrypted using TLS/SSL (HTTPS). Data at rest is encrypted using industry-standard encryption.
• Access Controls: Access to personal data is restricted to authorized employees who need it to perform their job functions. All employees receive privacy and security training.
• Regular Audits: We conduct regular security assessments, vulnerability scans, and penetration testing.
• Data Minimization: We collect only the data necessary for the purposes described in this policy.
• Secure Data Centers: Our servers are located in EU data centers with 24/7 physical security, redundant power, and fire suppression systems.

While we strive to protect your personal data, no method of transmission over the Internet or electronic storage is 100% secure. We cannot guarantee absolute security, but we continuously work to improve our security practices.

6. Data Retention

We retain your personal data only for as long as necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required or permitted by law.

• Account Data: Retained for as long as your account is active, plus a reasonable period afterward to comply with legal obligations, resolve disputes, and enforce agreements.
• Email Content: Your AI-generated email drafts and campaign data are retained for 12 months after your last activity, after which they may be anonymized or deleted.
• Usage Data: Anonymized or aggregated usage data may be retained longer for analytical purposes.
• Marketing Communications: Contact data for marketing purposes is retained until you unsubscribe or request deletion.
• Transaction Records: Financial records are retained for 7 years to comply with tax and accounting regulations.

7. Your Privacy Rights (GDPR, CCPA, and Other Laws)

Depending on your location, you may have certain rights regarding your personal data. We are committed to respecting these rights.

7.1 Rights for EEA Residents (GDPR)

If you are located in the European Economic Area, you have the following rights:

• Right to Access: Request a copy of the personal data we hold about you.
• Right to Rectification: Request correction of inaccurate or incomplete data.
• Right to Erasure (Right to be Forgotten): Request deletion of your personal data under certain circumstances.
• Right to Restrict Processing: Request restriction of processing of your personal data.
• Right to Data Portability: Request transfer of your data to another controller in a structured, machine-readable format.
• Right to Object: Object to processing based on legitimate interests or direct marketing.
• Right to Withdraw Consent: Withdraw consent at any time where processing is based on consent.
• Right to Lodge a Complaint: Lodge a complaint with your local supervisory authority (e.g., the Data Protection Commission in Ireland or equivalent).

7.2 Rights for California Residents (CCPA/CPRA)

If you are a California resident, you have the following rights:

• Right to Know: Request information about the categories and specific pieces of personal data we have collected.
• Right to Delete: Request deletion of your personal data, subject to certain exceptions.
• Right to Opt-Out: Opt-out of the sale or sharing of your personal data (we do not sell your data).
• Right to Correct: Request correction of inaccurate personal data.
• Right to Non-Discrimination: Exercise your rights without receiving discriminatory treatment.

7.3 How to Exercise Your Rights

To exercise any of these rights, please contact us at:

• Email: alex@artificialmails.eu
• Phone: +40 750 480 666

We will respond to your request within 30 days. We may need to verify your identity before processing your request. There is no fee for exercising your rights, though reasonable fees may apply for excessive or repetitive requests.

8. Cookies and Tracking Technologies

We use cookies and similar tracking technologies to improve your experience on our website. Cookies are small text files stored on your device.

8.1 Types of Cookies We Use

• Essential Cookies: Required for basic website functionality (login, security, shopping cart). Cannot be disabled.
• Functional Cookies: Remember your preferences and settings for a better experience.
• Analytics Cookies: Help us understand how visitors use our website (page views, time on site, clicks).
• Marketing Cookies: Used to deliver relevant advertisements and track campaign performance (only with your consent).

8.2 Managing Cookies

You can manage cookies through your browser settings. Most browsers allow you to:

• See what cookies are stored and delete them
• Block third-party cookies
• Block all cookies
• Delete all cookies when you close your browser

Please note that disabling essential cookies may affect website functionality.

9. Children's Privacy

Our services are not intended for individuals under the age of 16. We do not knowingly collect personal information from children under 16. If you are a parent or guardian and believe your child has provided us with personal information, please contact us. If we discover that we have collected personal information from a child under 16 without parental consent, we will delete that information immediately.

10. International Data Transfers

Artificial Mails is based in the European Union (Romania). Your information may be transferred to, stored, and processed in countries other than your country of residence. We ensure that any international data transfers comply with applicable data protection laws:

• Data is primarily stored on EU-based servers
• For transfers outside the EEA, we use Standard Contractual Clauses (SCCs) approved by the European Commission
• We ensure adequate protection for any data transferred internationally

11. Third-Party Links

Our website may contain links to third-party websites, products, and services. This Privacy Policy does not apply to those third parties. We are not responsible for the privacy practices or content of third-party sites. We encourage you to read the privacy policies of any third-party websites you visit.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or operational needs. We will notify you of any material changes by:

• Posting the updated Privacy Policy on this page with a new "Effective Date"
• Sending an email notification to registered users (for significant changes)
• Displaying a prominent notice on our website

We encourage you to review this Privacy Policy periodically to stay informed about how we protect your data.

13. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:

14. Regulatory Authority (For EEA Residents)

If you are located in the European Economic Area and believe we have not adequately addressed your privacy concerns, you have the right to lodge a complaint with your local supervisory authority. For users in Romania, the supervisory authority is:

National Supervisory Authority for Personal Data Processing (ANSPDCP)
Website: www.dataprotection.ro

Frequently Asked Questions (FAQ)

Does Artificial Mails sell my personal data?

No. We never sell, rent, or trade your personal information to third parties.

How long do you keep my AI-generated email content?

We retain your email drafts and campaign data for 12 months after your last activity, after which they may be anonymized or deleted.

Is my data stored in the EU?

Yes. All personal data is stored on EU-based servers to ensure GDPR compliance.

How do I delete my account and data?

Contact us at alex@artificialmails.eu with your deletion request. We will process it within 30 days.

Do you use my emails to train AI models?

We may use anonymized and aggregated data to improve our AI models, but we never use your personal or identifiable email content for training without explicit consent.