This privacy notice for TraceMail ( "we," "us," or "our"), describes how and why we might collect, store, use, and/or share ("process") your information when you use our services ("Services"), such as when you:

• Visit our website at tracemail.io, or any website or extension of ours that links to this privacy notice
• Engage with us in other related ways, including any sales, marketing, or events

Questions or concerns? Reading this privacy notice will help you understand your privacy rights and choices. If you do not agree with our policies and practices, please do not use our Services. If you still have any questions or concerns, please contact us at info@tracemail.io.

Table of Contents

• WHAT INFORMATION DO WE COLLECT?
• HOW DO WE PROCESS YOUR INFORMATION?
• WHAT LEGAL BASES DO WE RELY ON TO PROCESS YOUR PERSONAL INFORMATION?
• WHEN AND WITH WHOM DO WE SHARE YOUR PERSONAL INFORMATION?
• DO WE USE COOKIES AND OTHER TRACKING TECHNOLOGIES?
• HOW DO WE HANDLE YOUR SOCIAL LOGINS?
• HOW LONG DO WE KEEP YOUR INFORMATION?
• HOW DO WE KEEP YOUR INFORMATION SAFE?
• DO WE COLLECT INFORMATION FROM MINORS?
• WHAT ARE YOUR PRIVACY RIGHTS?
• CONTROLS FOR DO-NOT-TRACK FEATURES
• DO WE MAKE UPDATES TO THIS NOTICE?
• HOW CAN YOU REVIEW, UPDATE, OR DELETE THE DATA WE COLLECT FROM YOU?
• UTILIZATION OF GOOGLE'S APIs
• UTILIZATION OF MICROSOFT'S APIs
• DATA SHARING POLICY FOR AI POWERED FEATURES
• OPTING OUT AND USER RESPONSIBILITIES IN TRACEMAIL'S SERVICE
• HOW CAN YOU CONTACT US ABOUT THIS NOTICE?

1. WHAT INFORMATION DO WE COLLECT?

Personal information you disclose to us

We collect personal information that you voluntarily provide to us when you register on the Services, express an interest in obtaining information about us or our products and Services, when you participate in activities on the Services, or otherwise when you contact us.

The personal information we collect may include the following:

• names
• email addresses
• usernames
• contact or authentication data

Sensitive Information. When necessary, with your consent or as otherwise permitted by applicable law, we process the following categories of sensitive information:

• Payment Data. We may collect data necessary to process your payment if you make purchases. All payment data is stored by our payment processor, Stripe. You may find their privacy notice link(s) here: Stripe Privacy Policy.
• Social Media Login Data. We provide you with the option to register using your existing social media account details. If you choose to register in this way, we will collect the information described in the section called "HOW DO WE HANDLE YOUR SOCIAL LOGINS?" below.

All personal information that you provide to us must be true, complete, and accurate, and you must notify us of any changes to such personal information.

Information automatically collected

We automatically collect certain information when you visit, use, or navigate the Services. This information does not reveal your specific identity (like your name or contact information) but may include device and usage information, such as your IP address, browser and device characteristics, operating system, language preferences, referring URLs, device name, country, location, information about how and when you use our Services, and other technical information. This information is primarily needed to maintain the security and operation of our Services, for our internal analytics and reporting purposes.

The information we collect includes:

• Log and Usage Data. Log and usage data is service-related, diagnostic usage, and performance information our servers automatically collect when you access or use our Services and which we record in log files. This may include information like your IP address, device information, browser type and settings, and information about your activity in the Services (such as date/time stamps associated with your usage, viewed pages and files, searches and other actions you take like which features you use), device event information (such as system activity, error reports (sometimes called "crash dumps"), and hardware settings).
• Location Data. We collect location data such as information about your device's location, which can be either precise or imprecise. The amount and type of information we collect depend on the type and settings of the device you use to access the Services. For example, we may use GPS and other technologies to collect geolocation data that tells us your current location (based on your IP address). You can opt out of allowing us to collect this information either by refusing access to the information or by disabling your location setting on your device. Note, however, if you choose to opt out, you might not be able to use certain aspects of the Services.

2. HOW DO WE PROCESS YOUR INFORMATION?

We process your personal information for a variety of reasons, depending on how you interact with our Services, including:

• To facilitate account creation and authentication and otherwise manage user accounts. We may process your information so you can create and log in to your account, as well as keep your account in working order.
• To save or protect an individual's vital interest. We may process your information when necessary to save or protect an individual’s vital interest, such as to prevent harm.

3. WHAT LEGAL BASES DO WE RELY ON TO PROCESS YOUR PERSONAL INFORMATION?

The General Data Protection Regulation (GDPR) and UK GDPR require us to explain the valid legal bases we rely on in order to process your personal information. As such, we may rely on the following legal bases to process your personal information:

• Consent. We may process your information if you have given us permission (i.e., consent) to use your personal information for a specific purpose. You can withdraw your consent at any time.
• Legal Obligations. We may process your information where we believe it is necessary for compliance with our legal obligations, such as to cooperate with a law enforcement body or regulatory agency, exercise or defend our legal rights, or disclose your information as evidence in litigation in which we are involved.
• Vital Interests. We may process your information where we believe it is necessary to protect your vital interests or the vital interests of a third party, such as situations involving potential threats to the safety of any person.

4. WHEN AND WITH WHOM DO WE SHARE YOUR PERSONAL INFORMATION?

We may need to share your personal information in the following situations:

• Business Transfers. We may share or transfer your information in connection with, or during negotiations of, any merger, sale of company assets, financing, or acquisition of all or a portion of our business to another company.
• Affiliates. We may share your information with our affiliates, in which case we will require those affiliates to honor this privacy notice. Affiliates include our parent company and any subsidiaries, joint venture partners, or other companies that we control or that are under common control with us.
• Business Partners. We may share your information with our business partners to offer you certain products, services, or promotions.

5. DO WE USE COOKIES AND OTHER TRACKING TECHNOLOGIES?

We may use cookies and similar tracking technologies (like web beacons and pixels) to access or store information. Specific information about how we use such technologies and how you can refuse certain cookies is set out in our Cookie Policy.

6. HOW DO WE HANDLE YOUR SOCIAL LOGINS?

Our Services offer you the ability to register and log in using your third-party social media account details (like your Google or Outlook logins). Where you choose to do this, we will receive certain profile information about you from your social media provider. The profile information we receive may vary depending on the social media provider concerned, but will often include your name, e-mail address, friends list, profile picture, as well as other information you choose to make public on such a social media platform.

We will use the information we receive only for the purposes that are described in this privacy notice or that are otherwise made clear to you on the relevant Services. Please note that we do not control, and are not responsible for, other uses of your personal information by your third-party social media provider. We recommend that you review their privacy notice to understand how they collect, use, and share your personal information, and how you can set your privacy preferences on their sites and apps.

7. HOW LONG DO WE KEEP YOUR INFORMATION?

We will only keep your personal information for as long as it is necessary for the purposes set out in this privacy notice, unless a longer retention period is required or permitted by law (such as tax, accounting, or other legal requirements). No purpose in this privacy notice will require us keeping your personal information for longer than the period of time in which users have an account with us.

When we have no ongoing legitimate business need to process your personal information, we will either delete or anonymize such information, or, if this is not possible (for example, because your personal information has been stored in backup archives), then we will securely store your personal information and isolate it from any further processing until deletion is possible.

8. HOW DO WE KEEP YOUR INFORMATION SAFE?

We have implemented appropriate and reasonable technical and organizational security measures designed to protect the security of any personal information we process. However, despite our safeguards and efforts to secure your information, no electronic transmission over the Internet or information storage technology can be guaranteed to be 100% secure, so we cannot promise or guarantee that hackers, cybercriminals, or other unauthorized third parties will not be able to defeat our security and improperly collect, access, steal, or modify your information. Although we will do our best to protect your personal information, transmission of personal information to and from our Services is at your own risk. You should only access the Services within a secure environment.

9. DO WE COLLECT INFORMATION FROM MINORS?

We do not knowingly solicit data from or market to children under 18 years of age. By using the Services, you represent that you are at least 18 or that you are the parent or guardian of such a minor and consent to such minor dependent’s use of the Services. If we learn that personal information from users less than 18 years of age has been collected, we will deactivate the account and take reasonable measures to promptly delete such data from our records. If you become aware of any data we may have collected from children under age 18, please contact us at info@tracemail.io.

10. WHAT ARE YOUR PRIVACY RIGHTS?

In some regions (like the EEA, UK, Switzerland, and Canada), you have certain rights under applicable data protection laws. These may include the right (i) to request access and obtain a copy of your personal information, (ii) to request rectification or erasure; (iii) to restrict the processing of your personal information; (iv) if applicable, to data portability; (v) not to be subject to automated decision-making. In certain circumstances, you may also have the right to object to the processing of your personal information. To make such a request, please use the contact details provided below.

We will consider and act upon any request in accordance with applicable data protection laws.

If you are located in the EEA or UK and you believe we are unlawfully processing your personal information, you also have the right to complain to your local data protection supervisory authority. If you are located in Switzerland, the contact details for the data protection authorities are available on the Swiss Federal Data Protection and Information Commissioner (FDPIC) website.

Withdrawing your consent: If we are relying on your consent to process your personal information, you have the right to withdraw your consent at any time. You can withdraw consent by contacting us using the contact details provided below, or adjusting your preferences in your account settings.

However, please note that this will not affect the lawfulness of the processing before its withdrawal, nor will it affect the processing of your personal information conducted in reliance on lawful processing grounds other than consent.

Account Information

If you would like to review, change, or terminate your account at any time, you may:

• Contact us using the contact information provided.
• Log in to your account settings and update your user account.

Upon your request to terminate your account, we will deactivate or delete your account and information from our active databases. However, we may retain some information in our files to prevent fraud, troubleshoot problems, assist with any investigations, enforce our legal terms and/or comply with legal requirements.

Cookies and similar technologies: Most Web browsers are set to accept cookies by default. If you prefer, you can usually choose to set your browser to remove cookies and to reject cookies. If you choose to remove cookies or reject cookies, this could affect certain features or services of our Services. For more information about cookies, including how to disable them, refer to your browser's documentation.

If you have questions or comments about your privacy rights, you may email us at info@tracemail.io.

11. CONTROLS FOR DO-NOT-TRACK FEATURES

Most web browsers and some mobile operating systems and mobile applications include a Do-Not-Track ("DNT") feature or setting you can activate to signal your privacy preference not to have data about your online browsing activities monitored and collected. No uniform technology standard for recognizing and implementing DNT signals has been finalized. As such, we do not currently respond to DNT browser signals or any other mechanism that automatically communicates your choice not to be tracked online. If a standard for online tracking is adopted that we must follow in the future, we will inform you about that practice in a revised version of this privacy notice.

12. DO WE MAKE UPDATES TO THIS NOTICE?

We may update this privacy notice from time to time. The updated version will be indicated by an updated "Revised" date and the updated version will be effective as soon as it is accessible. If we make material changes to this privacy notice, we may notify you either by prominently posting a notice of such changes or by directly sending you a notification. We encourage you to review this privacy notice frequently to be informed of how we are protecting your information.

13. HOW CAN YOU REVIEW, UPDATE, OR DELETE THE DATA WE COLLECT FROM YOU?

You have the right to request access to the personal information we collect from you, change that information, or delete it. To request to review, update, or delete your personal information, please send an email to info@tracemail.io.

14. UTILIZATION OF GOOGLE'S APIs

In our efforts to enhance TraceMail's functionality and performance, we use and transfer of information received from Google APIs to any other app will adhere to Google API Services User Data Policy, including the Limited Use requirements.

15. UTILIZATION OF MICROSOFT'S APIs

TraceMail leverages Microsoft's APIs to deliver improved service capabilities. By using our services, you inherently agree to the Microsoft API Terms of Use. We recommend you familiarize yourself with these terms to fully understand the scope of your adherence.

16. DATA SHARING POLICY FOR AI POWERED FEATURES

TraceMail employs AI and third-party technologies, including OpenAI, to power its AI Assistant features, which involve sharing mail data such as email content, subjects, and addresses only upon activation and usage by our users. Our steadfast commitment to privacy means no personal data is ever stored in our databases. We exclusively collaborate with reputable AI partners committed to the highest data security standards. Obtaining explicit user consent for data sharing is mandatory, facilitated through a transparent consent form accessed upon the initial use of the AI Assistant feature.

17. OPTING OUT AND USER RESPONSIBILITIES IN TRACEMAIL'S SERVICE

For those receiving emails dispatched through TraceMail's services and desiring to exercise rights under the GDPR or other data protection laws, it's important to direct your inquiries or requests to the TraceMail user who initiated the communication. The sender of the email dictates the recipients, message content, and objectives of the correspondence, hence they bear the responsibility for satisfying your data privacy rights. As such, they are singularly equipped to address any concerns regarding the processing of recipient data.

At TraceMail, we remain steadfast in our commitment to privacy protection. If you need assistance contacting a TraceMail user regarding privacy issues, you can reach out to info@tracemail.io. We are dedicated to supporting our users in fulfilling their roles as data controllers and facilitating their compliance with obligations related to your rights as a recipient. However, the ultimate accountability for response and action lies with the individual user.

17. HOW CAN YOU CONTACT US ABOUT THIS NOTICE?

If you have questions or comments about this notice, you may email us at info@tracemail.io.