Privacy Policy & Data Protection

1. Information We Collect

When you use the MailZentra platform, we collect information necessary to operate, maintain, and optimize outbound email deliverability infrastructure:

• Account Credentials: Name, work email address, billing information, and encrypted password hashes.
• Mailbox OAuth Tokens & SMTP/IMAP Credentials: Access tokens required to authenticate with Google Workspace, Microsoft 365, or custom SMTP/IMAP servers.
• Campaign & Contact Metadata: Prospect email addresses, custom personalization tags, dispatch timestamps, and bounce/reply status codes.

2. Data Ownership & Zero-LLM Training Guarantee

You maintain 100% intellectual property ownership over all uploaded lead data, generated email templates, and campaign structures. Your data is isolated in customer-partitioned schema instances.

3. IMAP & 2-Way Email Sync Privacy

Our Omnibox 2-way IMAP engine connects to mailboxes solely to monitor replies to outbound campaigns originated through MailZentra. We do not inspect personal emails or unrelated inbox folders. Synced reply threads are processed strictly in-memory for sentiment classification (Booking, Objection, Opt-out).

4. GDPR & CAN-SPAM Compliance Standards

MailZentra adheres to the EU General Data Protection Regulation (GDPR) and the US CAN-SPAM Act:

• Automated Opt-Out Handlers: 1-click unsubscribe headers (RFC 8058 `List-Unsubscribe-Post`) injected automatically.
• Immediate Global Suppression: Once a contact unsubscribes, their address is added to an immutable suppression list across all your campaigns.
• Right to Erasure (Article 17 GDPR): You or your recipients can request complete data purge at any time via automated API endpoint or email request.