Privacy Policy
Effective Date: 1/1/2025
MailIntake.com (“we,” “us,” or “our”) is a software-as-a-service (SaaS) platform dedicated to analyzing, organizing, and managing incoming mail and email, as well as sending client notifications via SMS and email. We integrate with third-party applications such as Prima.Law, Clio.com, and Zapier to streamline workflows. At MailIntake.com, we are committed to protecting the privacy and confidentiality of your data and maintaining compliance with international standards and industry best practices, including ISO 27001 requirements.
This Privacy Policy explains how we collect, use, disclose, and protect your information. By using MailIntake.com, you agree to the terms outlined below.
1. Information We Collect
We collect the following categories of information:
a. Personal Information
• User account details, including names, email addresses, phone numbers, and business information.
• Login credentials for secure access to our platform.
b. Client Data
• Client information provided by you, such as mail, email, and SMS communication details, as well as any associated attachments.
c. Statistical Data
• Aggregated, anonymized data collected for business analytics and service improvement. This data does not identify individuals and is used to optimize platform performance and enhance user experience.
d. Usage Data
• Information about how you and your clients interact with our platform, including IP addresses, browser types, device details, and activity logs.
e. Payment Information
• Billing information necessary for subscription processing, managed securely by third-party payment processors.
2. How We Use Your Information
We use your information for the following purposes:
1. Service Delivery
To provide, maintain, and improve our SaaS platform, including integrations with third-party services like Prima.Law, Clio.com, and Zapier.
2. Business Analytics
To collect anonymized, statistical data for internal business analysis and research. This helps us measure platform performance, understand usage trends, and identify areas for improvement.
3. Customer Support
To respond to inquiries, provide technical support, and enhance your experience on the platform.
4. Compliance and Security
To comply with legal and regulatory requirements, enforce our terms of service, and ensure data security.
5. Notifications
To notify you and your clients of updates, reminders, or changes in services via email or SMS.
3. Data Protection and Privacy Procedures
We adhere to industry-leading standards and ISO requirements to safeguard your data. Our privacy and security measures include:
• Data Encryption: All data in transit and at rest is encrypted using advanced encryption protocols.
• Access Control: Strict role-based access controls to limit data access only to authorized personnel.
• Data Minimization: We collect only the data necessary to provide our services effectively.
• Anonymization: Statistical data used for business analysis is fully anonymized and cannot be traced back to individual users or clients.
• Incident Response: A formalized procedure for responding to data breaches or security incidents promptly.
• Audits and Compliance: Regular security audits and compliance checks to ensure adherence to ISO 27001 and other applicable standards.
4. How We Share Information
We do not sell your information. We may share data in the following scenarios:
1. Service Providers
Trusted vendors that support our operations, such as hosting services, data analytics, partner companies, our parent companies and customer support.
2. Third-Party Integrations
Applications like Prima.Law, Clio.com, and Zapier, as authorized by you for seamless functionality.
3. Legal Compliance
When required by law, or in response to lawful requests, such as subpoenas or court orders.
4. Anonymized Data
Aggregated and anonymized data for research, marketing, and statistical analysis that cannot identify any individual.
5. Data Retention
We retain your data for as long as necessary to:
• Fulfill the purposes outlined in this Privacy Policy.
• Comply with legal, regulatory, and contractual obligations.
• Conduct statistical and business analysis.
You can request deletion or anonymization of your data, subject to legal and operational constraints.
6. Your Rights
Depending on your location, you may have the following rights:
1. Access your personal information.
2. Request corrections to inaccurate data.
3. Request deletion of your personal information.
4. Object to or restrict certain data processing activities.
5. Receive your data in a portable format.
To exercise your rights, contact us at [Insert Contact Email].
7. Data Security
We implement a comprehensive security framework to protect your data, including:
• Multi-factor authentication for account access.
• Firewalls and intrusion detection systems.
• Regular vulnerability assessments and penetration testing.
• Backup systems for data recovery in case of an incident.
Despite these measures, no system is completely secure. You are responsible for maintaining the confidentiality of your login credentials.
8. ISO Compliance and Industry Best Practices
MailIntake.com follows the guidelines set forth by ISO 27001 for information security management, ensuring that:
• Risk assessments are conducted regularly.
• Security policies are documented and enforced.
• Continuous monitoring and improvement practices are in place.
We also adhere to industry best practices, including GDPR, CCPA, and other relevant data protection regulations.
9. International Data Transfers
If you use our platform from outside the United States, your data may be transferred to and processed in the U.S. By using MailIntake.com, you consent to such data transfers.
10. Changes to This Privacy Policy
We may update this Privacy Policy from time to time. Updates will be posted on our website with the “Effective Date” noted above. Please review this policy periodically.
11. Contact Us
If you have questions or concerns about this Privacy Policy or our data practices, contact us at:
MailIntake.com
603 E 16th St, Ste 110 Holland, MI
Email: support@mailintake.com
Phone: 616-298-86
12. California Privacy Rights (CCPA)
If you are a California resident, you have specific rights under the California Consumer Privacy Act (CCPA), including the right to request access to your data and to opt out of the sale of personal information. Contact us at compliance@mailintake.com to exercise your rights.
13. GDPR Compliance
If you are located in the European Economic Area (EEA), we process your data in compliance with the General Data Protection Regulation (GDPR). For inquiries or to exercise your rights, please contact our Data Protection Officer at compliance@mailintake.com.
This Privacy Policy was last updated on 1/14/2025.
