Updated April 22, 2020.
SafetyMails is a service whose purpose is to promote the improvement of the quality of email databases used for email marketing, through validations and verifications of email addresses, based on diverse information obtained from emails providers, various technical documentation, such as RFC 822 and RFC 5321, as well as other technical data sources, allowing email communication to be done without major complications, with reduced error rates, and thus with a considerable increase in reputation, reduction of the overall cost of sending, both for senders and for the services that are receiving emails.
This document will inform you of the procedures adopted by SafetyMails regarding the collection of general data, use and storage of information provided by you in our databases and how we handle the information provided by you.
In this document, you will find, among other affairs:
- Why do we offer this service?;
- What kinds of data we collect in our system;
- What kinds of data we collect in our website;
- How we deal with the email data entered into our system;
- Deleting your data;
- Protecting your data;
- What kinds of data we provide;
- Permission to send e-mail messages;
- Hyperlinks to third party services;
- Data security;
- About your account.
Why do we offer this service?
Over the last few years we have realized that the email marketing industry in general has one problem in common: poor quality e-mail lists. We found that most sites that have a registration area don’t perform email verification using the Double Opt-in feature (where an email is sent to the address you entered for verification) or any other that would guarantee the quality level of the email addresses. In addition, many emails were left inactive for long periods in the databases, raising questions about the current status of those accounts (users tend to change email frequently and eventually delete or inactivate old email addresses ).
This behavior results in: a drop of reputation in IPs and domains, increased provider blockages, lower inbox placement and lower ROI for E-commerce. Direct marketing done correctly requires that information be up to date and correct to avoid undue contact.
The service provides that the processing of this email information is relevant to the extent that it is necessary for the execution of contracts or requests from which the recipients of the actions of our customers are part (GDPR – Regulation EU 2016/679 – General Data Protection Regulation, Art. 6, item 1b), to protect the interests of those same recipients (GDPR, Art. 6, item 1d).
For this reason, SafetyMails promotes the cleaning of email databases, because we believe that the email marketing industry can be healthier and more profitable if we avoid sending invalid emails. Providers aprove of this behavior, customers will have reduce costs and more recipientes may be hit correctly by the actions.
What kinds of data we collect in our system
When you create your account at SafetyMails, we require registration information, such as company name, address and other information that identifies your organization.
In addition, we also request data from the user (s) (name, phone and e-mail address) who will access SafetyMails for customer registration purposes.
It is also necessary that the user who is creating the SafetyMails account is at least 18 years old.
In order to use SafetyMails’ validation and verification of e-mail addresses, is necessary to share e-mail addresses data for the processing purposes. Although your database may have other data from your customers, SafetyMails does not need it and does not use it in its service scope, admitting this data is also submitted to the same data protection regulatory standards (in case of doubt, we suggest reading our Data Protection Policy and Non-disclosure agreement).
The purpose of data collection is the fullfilment of laws, regulations and data privacy best practicies, identifying the Data Controller (means the natural or legal person, public authority, agency or other body which, alone or jointly with others, determines the purposes and means of the processing of personal data), the Data Processor (SafetyMails) and stablishing the responsabilities of each party for Data Protection.
What kinds of data we collect in our website
Cookies are small files sent from a website and stored on the user’s computer by the user’s web browser, containing information about previous activities performed by the visitor. Each time the visitor returns to the website, the browser sends cookies back to the server in order to report on previous activities in the website.
Cookies are designed to be reliable and serve to enhance experience and navigation, indicating previously clicked links, pages visited, etc.
Among the cookies on our website, there are, in addition to ours, some related to analytical services, such as Google Analytics, and Social Networks, such as Facebook and Twitter.
ABOUT REGISTRATIONS AND FORMS
To offer access to exclusive content, webinars, among other content materials or services, we make the visitor’s registration, requesting contact information, such as name, email address, company where it works, among other data. This information will be used exclusively for SafetyMails’ relationship with the visitor, without any sharing, exchange or sale of this information.
How we deal with the email data entered into our system
Once a list is uploaded for validation, it will be processed by SafetyMails, which may include making changes to the composition of email records, modifying domains, removing invalid characters, and adding new columns of information to the original file. This process is automatic and has no human interaction.
Results obtained from recent validation (if an email is valid, invalid, etc) will be part SafetyMails’ main database to cooperate with other future customers validation results, but not characterizing data leakage in any case.
The results of validations may also be an important part of the evaluative surveys, with the purpose of informing the market about the quality of market bases, progress achieved, among other documents such as whitepapers, slide projections, informative videos, and others that SafetyMails consider relevant, without mentioning specific email addresses, nor characterizing individuals or companies and therefore not violating the criteria of protection of personal data or those protected by Non-disclosure agreement.
Deleting your data
SafetyMails will not promote the exclusion of emails that are incorrect, nonexistent or harmful to your email address base. The option to download results from a base account has a filtering that is configured by the user, and it is up to him to decide what kind of emails he wants to be part of the final file.
After 3 months of the last analysis done on a email list, it will be deleted from the account, active or not. Therefore, it is up to the user to download the information from their database before this time period
You can request that your data be deleted and your account be closed at any time (GDPR, Art 17 – ‘Right to be forgotten’).
Protecting your data
SafetyMails does not share information with third parties and observes strict data protection and confidentiality criteria. (“Marco Civil da Internet”, brazilian law No. 12.965 / 14, Cap 1, Art 7, Item VIII).
To learn more about how we protect our data, read our Data Protection Policy
To learn more about how we maintain confidentiality about technical and business information, read our Non-disclosure Agreement.
To learn more about how we handle sending messages and email marketing, read our Anti-spam Policy .
What kinds of data we provide
E-mails that make part of your email bases will be ranked according to criteria established by SafetyMails, due to the aspects that these email addresses present. This information is provided through the use of credits, which may be purchased by the user at any time via credit card, Paypal, among others.
Permission to send email messages
When you sign up for SafetyMails and create your account, you are automatically allowing us to make periodic email submissions, reporting on aspects that are relevant to your usage of the system and customer relations, such as maintenance notices, usage statements, notices of completion of procedures, payments, among others.
SafetyMails also decides to send, modify the content and design of these emails in order to improve service quality.
Este envio de e-mails respeita o Código Brasileiro de Autorregulamentação para a Prática de E-mail Marketing, que prevê que e-mails que sejam parte integrante da prestação de um determinado serviço tem seu envio permitido, e também as diretrizes do Can-spam Act – Controlling the Assault of Non-solicited Pronography and Marketing Act of 2003 (Pub.L. 108-187). Caso queira mais informações a respeito, leia nossa Política Anti-spam.
This sending of e-mails respects the e-mail marketing best practicies, which provides that emails that are an integral part of the provision of a certain service are permitted to send, and also the guidelines of the Can-spam Act – Controlling the Assault of Non-solicited Pronography and Marketing Act of 2003 (Pub.L. 108-187). If you would like more information, read our Anti-spam Policy
Hyperlinks to third party services
Eventually, links that direct clients to third party websites and web services may be made available to promote a more user-friendly user experience
In the case of integrated services, such as e-mail tools, the integration will only be used for exchanging information between email bases – to obtain data for research, data return for updating or creation of a new base, without adding sending mechanisms or deleting other files.
We emphasize that such actions will only be carried out upon express request of the Customer/User/Data Controller, not being performed automatically or compulsorily by the SafetyMails system
Integration will be made within the technical possibilities and capabilities of each partner.
However, because there are third-party services and information involved, SafetyMails is not responsible for the integrity of the information, nor for the availability of their services. If any partner is discontinued, this will not be responsibility of SafetyMails.
All connections to the SafetyMails system, as well as its website and other subdomains, are protected by encrypted SSL certificates from Comodo, Certifying Authority in accordance with AICPA / CIA WebTrust.
All information stored in SafetyMails is protected in the database of servers stored in the OVH’s Data Center, which benefits from the ISO / IEC 27001: 2013 certification, the international attestations SOC 1 type II (SSAE 16 and ISAE 3401) and SOC 2 type II, as well as PCI DSS Level 1 certification.
The user’s connection is based on a login (his own email, provided at the time of registration) and a unique and personal password, which is provided by email only, and which must be modified by the user upon first access. SafetyMails will not have access to the password chosen by the user.
In case of a forgotten password, SafetyMails can offer a new password, at the request of the user, which must also be modified after its first access.
The e-mail address provided to the system can’t be changed by the user. To do this, the user must send a request by email (to [email protected]) and wait for a period up to 48 working hours.
About your account
Your account gives you access to only one user (except in cases where there is real need and express request of the main user), who will be responsible for uploading databases, analysis, purchasing credits, contracting for optional services, filtering and downloading reports.
The information provided by the user for registration must be real and belong to a person over 18 years old or to a company registered with the Cadastro Nacional de Pessoas Jurídicas – CNPJ (Brazilian National Registry of Legal Entities) or similar registration, if foreign company.
By registering, the user states that the information provided is true, under the penalties of the law.
We will ask for your information in order to better know you and know the best means to contact you: your phone, your e-mail to send information about your account and its use, etc.
User information will remain in the system until the user makes a formal request for removal by email. However, while fully deactivated, SafetyMails reserves the right to store this information for a longer period of time in its databases, for purposes of evidentiary legal action.