Cleaner Mails is strongly committed to protecting your privacy and complying with your choices. You will be in full control of all data relating to yourself. Both personal and non-personal data and information collected is safeguarded according to the highest privacy and data protection standards adopted worldwide. We strive to make you feel safe when we collect or share your data and therefore, we want to be transparent on how we collect, use, share and store the information about you and the choices available to you as data subject.
- Usage of personal data
To offer you the functionalities of the Website and for the technical and functional management thereof.
We strive to make our Website easily accessible and to offer you the best possible experience and functionalities. We process technical data of everyone who visits and uses our Website in order to manage it and improve its performance. We may also need to process your personal data so that you can save your data (or preferences) to configure your device to give you a personalized experience.
We process all functional and technical data that you have entered on our Website, including your IP address, browser, and device type.
(iv) How long?
We will retain information for this purpose for a maximum of 2 years.
For answering your questions and handling complaints
If you contact us through a contact form on our Website or in any other way, we will use your personal information to answer your question or to handle a complaint.
We process your personal data based on consent and legitimate interest. Where possible, we will ask for you consent before you contact us, such as through the contact form.
We process your name, contact details, your correspondence with Cleaner Mails about your question or complaint, and all other personal information that is required to answer your question or handle your specific query and/or complaint. If you include any further personal data in any message or correspondence with us, we may process this as well.
(iv) How long?
We keep your personal data for as long as necessary to complete your request or handle the complaint, plus an additional month, after which the data will be removed from our systems.
For relationship management and marketing
Cleaner Mails may use the information in the contractual relationships database to send you newsletters and to otherwise update you on developments within Cleaner Mails. We also use your personal data for the development, execution and analysis of market research and marketing strategies.
We process your personal data for this purpose based on your consent. You can withdraw your consent at any time by changing your e-mail preferences.
For this purpose, we process your contact details such as your address and e-mail address and personal details such as your name, contact preferences, and correspondence with us.
(iv) How long?
Personal data is stored for a maximum of 5 years. After this period your personal data will be deleted from our systems.
To create an account on the Website and for the use of our services
If you want to use our Website, we need to process your data to be able to set up an account for you so that you will be able to use the services we offer. When you create an account for the use of our services, you may share third-party email addresses with us as well. In that case, we will act as your data processor. This relationship will be governed by a separate Data Processing Agreement.
Data will be processed on the basis of your consent. We also process data for this purpose on the basis of our contract with you, which is established once you accept the applicable Terms and Conditions.
We will process your name, email address, and address for this purpose.
(iv) How long?
We will retain your personal data for this purpose for as long as you maintain your account and registration with Cleaner Mails. Upon deleting your account and ending your relationship with Cleaner Mails, we will promptly delete all personal data.
To process your payments
In order to use our services, you will need to make to make payments to Cleaner Mails. Depending on your choices, these payments may be recurring. Given the nature of our business, we establish contractual relationships with you for this reason, and we need to be able to perform our legal obligations under the applicable Terms and Conditions. We process your personal data to process your payment, as well as for administrative purposes, such as sending invoices.
Data will be processed on the basis of our contract with you, which is established once you accept the applicable Terms and Conditions.
For this purpose, we process your contact details such as your (billing) address and e-mail address, personal data such as name, and payment date such as credit/debit information, payment history and other data stored in our database with all relations of the Cleaner Mails.
(iv) How long?
Your personal information will be stored for up to 7 years after the end of our relationship with you. After this period your personal data will be deleted from our systems.
We insist on not processing any personal data of children under the age of 16, unless this is explicitly consented to by a parent or legal guardian. However, as it is hard to detect whether we are doing so, we strongly encourage you to inform us if you have reason to believe we process the personal data of a minor. We will delete this personal data instantly.
- Which parties have access to your personal data?
Cleaner Mails only shares personal information with third parties if it is necessary to serve the applicable purpose as set out above. When a third party processes your personal data, this is only possible according to the instructions of Cleaner Mails. They therefore act as our data processor. In all cases, we will ensure that third parties with access to your personal information have implemented appropriate technical and organizational measures to maintain our intended level of privacy and security. We will conclude the necessary agreement with the data processor(s), whereby we include obligations to ensure that your personal data is only processed so that the data processor can fulfil his duty to provide services to us.
Under these conditions, the following third parties will have access to your personal data:
- Professional service providers such as accountants, consultants and auditors may get access to your data when they are retained to provide us with their respective services.
- Information regarding your use of our website and other information received from cookies and similar technology is shared with web analytics, session recording, and online marketing services.
- Stripe is used to process payments for our services, and they will get access to your payment details, name, address, and email address.
- Our services are hosted on Microsoft Azure, which may get access to your personal data.
In all other cases, your personal information will not be provided to third parties, unless required by law. Cleaner Mails will never sell your personal data.
- Transfer of your personal data
For EU users, whenever we transfer your personal data to countries outside of the European Economic Area (EEA), we will do so in accordance with the General Data Protection Regulation (GDPR). Any party located outside of the EEA will have to enter into the alongside any data processing agreement they enter into the EU Standard Contractual Clauses alongside any data processing agreement they enter into.
Your personal information is stored securely at all times. We value the protection of your privacy. We have taken strong security measures to protect your data from loss, misuse, unauthorized access, disclosure, alteration, or destruction. We further ensure that personal data is only accessible to those specific persons who are authorized based on their function.
Only the raw uploaded files (e.g. email lists) will be stored. These files will be secured through end-to-end encryption. The key for this encryption will be provided to the user, and we will not have access to this key ourselves. All other personal data that we store will also be secured through encryption where we have access to the encryption key.
In addition, we have implemented measures to guarantee your safe visit to and use of our Website. This way we prevent misuse of your data. These measures include computer security and protected files and facilities. Your connection to our website is safe through activation of Secure Socket Layer (SSL). We also use Cloudflare as a firewall and for DDoS protection.
Personal data entered on the Website is non-public, unless the user chooses to make information public. For example, the user may share their tasks, habits, and/or goals with other users. Users should be aware that any of this contains personal information, such as a username containing your actual name, this information will be publicly available.
Cleaner Mails has taken the necessary technical and organizational measures to prevent, identify, report and deal with data protection breaches. However, in the event that a data breach occurs, Cleaner Mails will, without undue delay and where possible, not later than 72 hours after being notified, report the breach of personal data to the relevant Data Protection Authority.
- Your rights
As the owner of the personal data, you have the following rights:
- Right of access: You have the right to receive a copy of the personal information we hold about you to verify that we are lawfully processing the data.
- Right to correction: You may request any incomplete or incorrect information that we may have about you to be corrected or supplemented.
- Right to be “forgotten”: If there is no good reason to keep your personal information, we will stop processing. You also have the right to ask us to delete your personal information.
- Right to limit the processing of your personal data: You can submit a request not to process your personal data, either temporarily or permanently.
- Right to portability: You can submit a request to transfer your personal data to a person or institution designated by you.
- Right to object to processing: Under certain circumstances you can object to the processing of personal data altogether.
- Right to withdraw consent: You also have the right to withdraw your previously granted permission to process your personal data or to object to the processing of your personal data by Cleaner Mails.
Every request is subject to applicable law, which means that we may have to store the personal information. We also want to remind you that you have the right to make a complaint to your national Data Protection Authority if you think we are not compliant with the applicable data protection legislation.
If you want to exercise any of your rights as set out above, you can do so here at any time:
Our Website may display links to third-party websites. Unless these other websites are affiliated with Cleaner Mails, we are not responsible for the privacy policies that these other websites use, nor for its content and security. We advise you to inform yourself by reading the privacy policies on these websites.
Questions or comments?