Your Privacy Matters to XPMails
We believe transparency builds trust. This policy explains exactly how we collect, use, and protect your information when you visit xpmails.eu, subscribe to our newsletter, or engage with our AI tools and services.
At XPMails, we collect information to provide better services to our community of over 50,000 monthly visitors. We understand that your privacy is important, and we're committed to being transparent about what information we collect and how we use it. This policy applies to all visitors of xpmails.eu, subscribers to our newsletters, and clients who engage our consulting services.
We believe you deserve to know exactly what happens to your data when you interact with our platform. That's why we've written this policy in plain language rather than legal jargon, and why we provide clear controls for managing your privacy preferences. If you ever have questions about our data practices, we're here to help—reach out to privacy@xpmails.eu anytime.
Information We Collect
Information You Provide Directly
When you interact with XPMails, you may voluntarily provide information including:
- Contact information: Name, email address, company name, phone number when you subscribe to our newsletter, contact us via forms, or download resources.
- Account details: If you create an account, we collect authentication credentials and profile information.
- Communications: When you email us, complete contact forms, or participate in surveys, we collect the content of those communications.
- Consulting engagement data: If you engage our AI consulting services, we collect information necessary to deliver those services.
Automatically Collected Information
When you visit xpmails.eu, our servers automatically collect certain technical information:
- Device and browser information: IP address, browser type and version, operating system, device type (desktop/mobile/tablet).
- Usage data: Pages visited, time spent on pages, links clicked, referring URLs, search terms used on our site.
- Performance data: Page load times, technical errors encountered, and other performance metrics.
Cookies and Similar Technologies
We use cookies and similar tracking technologies to improve your browsing experience. For detailed information about our cookie usage, please review our Cookie Policy.
Essential cookies are required for basic site functionality and cannot be disabled. Analytics cookies help us understand how visitors use our site so we can improve. Functional cookies remember your preferences for a better experience. Marketing cookies are only used if you opt into marketing communications.
How We Use Your Information
Operational Uses
We use your information to operate, maintain, and improve our website and content. This includes processing your requests, providing customer support, delivering requested resources, and ensuring site security and performance.
Communications
We send newsletters, AI industry updates, and marketing communications you've opted into. You can unsubscribe anytime by clicking the link in any email or contacting us directly. We never send spam or share your email with third parties for marketing.
Analytics & Improvement
We analyze usage patterns to understand how visitors use our site, measure content effectiveness, identify technical issues, and improve user experience. This analysis is performed on aggregated, anonymized data wherever possible.
Security & Compliance
We use collected information to detect, prevent, and address technical issues, security threats, fraud, and abuse. We also use data to comply with legal obligations and respond to lawful requests from authorities.
Sharing Your Information
We never sell your personal data. Period. This is a core principle that guides our business practices. We share your information only in the following limited circumstances:
Service Providers
We use trusted third-party services (email delivery providers, analytics platforms, cloud hosting) that process data only on our behalf under strict data processing agreements.
Legal Compliance
If required by law, court order, or to protect our rights, property, or safety, we may disclose information to authorities or others as necessary.
Business Transfers
In the event of a merger, acquisition, or sale of assets, your data may be transferred as part of that transaction. We'll notify you before such transfer if it occurs.
Data Security
We implement industry-standard security measures to protect your information from unauthorized access, alteration, disclosure, or destruction. Our security practices include:
Encryption
All data transmitted to and from our site uses TLS encryption.
Access Controls
Strict access controls limit who can access personal data.
Regular Audits
We conduct security audits and penetration testing regularly.
Secure Infrastructure
Hosting with SOC 2 compliant providers in secure data centers.
However, no method of transmission over the Internet is 100% secure, and we cannot guarantee absolute security. We encourage you to take steps to protect your own information, such as using strong passwords and keeping software updated.
Your Privacy Rights
What rights do I have under GDPR?
If you're located in the European Economic Area (EEA), you have comprehensive rights under the General Data Protection Regulation:
- Right of access: Request a copy of your personal data we hold.
- Right to rectification: Ask us to correct inaccurate information.
- Right to erasure: Request deletion of your data (subject to legal obligations).
- Right to restriction: Request we limit how we use your data.
- Right to data portability: Receive your data in a machine-readable format.
- Right to object: Object to our processing based on legitimate interests.
- Right to withdraw consent: Withdraw consent at any time where processing is based on consent.
What rights do I have under CCPA?
If you're a California resident, the California Consumer Privacy Act grants you additional rights:
- Right to know: Request disclosure of data collected, sources, purposes, and third parties.
- Right to delete: Request deletion of personal information.
- Right to opt-out: Opt out of the sale of personal information (we don't sell data).
- Right to non-discrimination: You won't be discriminated against for exercising rights.
How can I exercise my rights?
To exercise any of your privacy rights, contact us at privacy@xpmails.eu. We'll respond to your request within 30 days. For data portability requests, we'll provide information in JSON format. For deletion requests, we'll acknowledge receipt and complete deletions within 30 days unless legal retention applies.
How long do you retain my data?
We retain your information as long as necessary to fulfill the purposes outlined in this policy. Specifically: Account data is retained until you delete your account or request deletion. Newsletter subscribers data is retained until you unsubscribe. Analytics data is retained for 26 months in aggregated form. Consulting client data is retained for 7 years per legal requirements for financial records. When data is no longer needed, we delete or anonymize it.
Do you transfer data internationally?
XPMails is based in Romania, and your data may be transferred to and processed in countries outside your own. When we transfer data internationally, we ensure appropriate safeguards are in place, including Standard Contractual Clauses approved by the European Commission. Our third-party service providers similarly maintain appropriate safeguards for international data transfers.
Questions About Our Privacy Practices?
We're committed to transparency and answering your questions about how we handle your data. Contact our privacy team anytime.