Privacy Policy
Last updated: 9/29/2025
1. Introduction
Email Accessibility ("we," "our," or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our email accessibility auditing service.
Please read this Privacy Policy carefully. If you do not agree with the terms of this Privacy Policy, please do not access or use the Service.
2. Information We Collect
Account Information
When you create an account, we collect:
- Email address
- Name and organization (if provided)
- Account preferences and settings
- Billing information (processed securely by our payment processor)
Email Content
To provide accessibility auditing services, we process:
- Email HTML content sent to your unique audit address
- Images and attachments embedded in emails
- Metadata such as email headers and timestamps
Usage Information
We automatically collect information about your use of the Service:
- Log data (IP address, browser type, pages visited)
- Usage statistics (audits performed, reports generated)
- Device information (operating system, device type)
- Cookies and similar tracking technologies
3. How We Use Your Information
We use the collected information for the following purposes:
Service Provision
- Analyze email content for accessibility compliance
- Generate accessibility reports and recommendations
- Provide customer support and technical assistance
- Process billing and manage your account
Service Improvement
- Improve our accessibility detection algorithms
- Analyze usage patterns to enhance user experience
- Develop new features and capabilities
- Conduct research on email accessibility trends (aggregated data only)
Communication
- Send service-related notifications and updates
- Provide customer support responses
- Send marketing communications (with your consent)
- Notify you of policy changes or service updates
4. Data Retention
We retain your information for different periods based on the type of data:
| Data Type | Retention Period | User Control |
|---|---|---|
| Account Information | Until account deletion | Delete account anytime |
| Email Content | 60 days (default) | Configurable: 1-365 days |
| Accessibility Reports | 2 years | Delete reports individually |
| Usage Analytics | 2 years (aggregated) | Opt-out available |
| Billing Records | 7 years (legal requirement) | Cannot be deleted early |
5. Data Sharing and Disclosure
We do not sell, trade, or rent your personal information. We may share information in these circumstances:
Service Providers
We work with trusted third-party service providers who assist in operating our Service:
- Cloud infrastructure providers (AWS, Google Cloud)
- Payment processors (Stripe)
- Email service providers (for transactional emails)
- Analytics providers (with anonymized data)
Legal Requirements
We may disclose information if required by law or to:
- Comply with legal processes or government requests
- Enforce our Terms of Service
- Protect the security or integrity of our Service
- Protect our rights, property, or safety
Business Transfers
In the event of a merger, acquisition, or sale of assets, user information may be transferred as part of the transaction. We will notify users of any such transfer.
6. Data Security
We implement comprehensive security measures to protect your information:
Technical Safeguards
- • Encryption in transit and at rest
- • Regular security assessments
- • Multi-factor authentication
- • Secure data centers
Operational Controls
- • Limited access to personal data
- • Employee security training
- • Incident response procedures
- • Regular backups and recovery
While we use industry-standard security measures, no method of transmission over the internet or electronic storage is 100% secure. We cannot guarantee absolute security.
7. Your Rights
Depending on your location, you may have the following rights regarding your personal information:
All Users
- Access your account information and settings
- Update or correct your personal information
- Delete your account and associated data
- Export your accessibility reports
- Control email content retention periods
GDPR Rights (EU/EEA Users)
- Right to be informed about data processing
- Right to access your personal data
- Right to rectification of inaccurate data
- Right to erasure ("right to be forgotten")
- Right to restrict processing
- Right to data portability
- Right to object to processing
CCPA Rights (California Users)
- Right to know what personal information is collected
- Right to delete personal information
- Right to opt-out of the sale of personal information
- Right to non-discrimination for exercising your rights
8. International Transfers
Your information may be transferred to and processed in countries other than your own. We ensure appropriate safeguards are in place for such transfers:
- Standard Contractual Clauses for EU data transfers
- Privacy Shield certification (where applicable)
- Adequacy decisions by relevant authorities
- Other lawful transfer mechanisms as available
9. Children's Privacy
Our Service is not intended for use by children under 13 years of age. We do not knowingly collect personal information from children under 13. If we become aware that a child under 13 has provided us with personal information, we will delete such information immediately.
10. Changes to This Privacy Policy
We may update this Privacy Policy from time to time. We will notify you of any material changes by:
- Posting the updated policy on our website
- Sending an email notification to your registered email address
- Providing notice through our Service
Your continued use of the Service after any changes indicates your acceptance of the new Privacy Policy.
11. Contact Us
If you have questions about this Privacy Policy or want to exercise your rights, please contact us:
General Inquiries
Email: privacy@emailaccessibility.com
Website: emailaccessibility.com
Data Protection Officer
Email: dpo@emailaccessibility.com
For GDPR-related requests and inquiries