This privacy notice tells you what to expect us to do with your personal information when you use our service. We will not share your information with any third parties for the purposes of direct marketing. We only use your data to provide you a service with your consent. The full details and limits of this are set out in this policy document and our terms and conditions. If you wish to contact our Data Protection Officer, please email email@example.com.
Why we do what we do
GroupSend provides a way for organisations to get consent for their activities. The privacy of our members and those who consent through our services is very important to us.
Consent is at the heart of GroupSend. There are two ways you give consent for us to provide a service and to be part of an email group:
- By signing up.
- By accepting an invitation to sign-up from someone else
You can withdraw your consent at any time by going to our website by going to our site and:
- Clicking one of the consents you wish to withdraw and click “Withdraw”.
- leaving specific email groups that you have been invited to and previously accepted,
- or by deleting your account and thereby deleting all consents and removing yourself from all groups.
Asking others for consent
If you are a manager or administrator in of an organisation created on Groupsend, you can create forms asking for permission or consent. When you invite others to complete the form, others will see:
- Your name
- Your organisations name
- When you created the form
If you are an administrator of an email group you can invite others to join. They will receive an email asking if they agree to join.
The email invitation will include:
- Your name
- Your organisations name
- When you created the form
- The name of the group they are being asked to join.
Until someone explicitly completes a form or agrees to be part of your group, we assume that consent has not been given, and they will not appear in any reports or be part of your email group.
Who will see your details (Additional information for Email Group Administrators)
When members consent to join your email group, they will see who is administering the group and how to contact them – which will be via a substitute email address.
Your name and organisation will appear in the “from” part of each email, and your name and organisation will appear in emails requesting consent for members to join.
Group members details are not listed unless they specifically give consent.
How we get your information
We collect information from you when you sign-up to our service, contact us in some way or enter information into our website service.
We do not offer our products or services for use by children. If you are under 18, you may not use the service, or provide any information to the service without involvement of a parent or a guardian. We do not knowingly collect information from, and/or about children.
Use of your data
We will not share your information with any third parties for the purposes of direct marketing.
We do use your data for the following reasons:
- to create and maintain your account, and to control access to it.
- to provide you with information regarding usage and status of the emails you send through us.
- to answer requests from you for support or questions about our service.
- to communicate with you about our services, for example about changes or any technical issues or planned work.
- for billing and subscription purposes.
- for the investigation and prevention of fraud and breaches of the terms of service.
- to enable third parties to provide services to us.
- for customers that request allocated dedicated domains.
- to comply with applicable laws to which we are subject.
Members of our team have access to your account to provide support and answer queries. They will not have access to your credit card or other payment method details. All team members have agreed in writing to conform to strict standards of privacy and confidentiality.
We use your data to improve what we do
By monitoring how our service is used and what problems and issues people have, we use your data to…
- improve our service to ensure that content is presented in the most effective manner.
- administer the service and for internal operations, including troubleshooting, data analysis, testing, research, statistical and survey purposes.
- allow you to participate in features of our service when you choose to do so.
We also monitor various aspects of how you use our service as part of our efforts to keep our service safe and secure.
Sharing your data with third parties
Except for circumstances we described in this document or in our terms of service, we do not share your personal data with third parties. When we need to provide your personal data to third parties, we will only share it to the extent necessary to provide you with our services. We may also share your personal data as required or permitted by law and as described below.
We use third-party services embedded into our website (such as Wix, Optimizely, and Google Analytics).
We use Stripe to process subscription payments, and therefore provide them with the personal data required to charge your credit card.
In order to process the emails you send to the groups you create, we use mailing services such as SendGrid and Mailgun along with software running on our own servers. Each of these will temporarily store the emails you send in queues until they are processed. Logs containing details of who has been emailed what, including time information and some status details, may be stored for up to 90 days.
We use third party services for customer engagement, customer chat, product feedback and customer support ticketing.
Additionally, we will provide information to a third party in the event of any reorganisation, merger, sale, joint venture, assignment, transfer or other disposition of all or any portion of our business, assets or stock (including in connection with any bankruptcy or similar proceedings).
When we are obliged to share data
In some circumstances we are legally obliged to share information. For example under a court order or where we co-operate with other supervisory authorities in handling complaints or investigations. We might also share information with other regulatory bodies in order to further their, or our, objectives. In any scenario, we will satisfy ourselves that we have a lawful basis on which to share the information and will document our decision making.
Where is your data stored
Our marketing website, the website you see before you sign-in, is hosted and operated using third party services from data centres throughout the United States and Europe.
Our core service, the part you access after signing in, is hosted in Europe along with our databases.
How we protect your data
The security of your personal information is important to us. We follow generally accepted standards to protect the personal information submitted to us, both during transmission and once it is received. GroupSend infrastructure is located in top-tier data centres. All GroupSend employees undergo thorough background checks and sign non-disclosure agreements at the time of hire. If you have any questions about the security of your personal information, you can contact our Data Protection Officer (details can be found at the top and bottom of this document).
Remember though, that some parts of the services are public and that email, by its nature, is not a reliably private means of communication. If you voluntarily provide personal data in a public area of the website, unrelated parties online will be able to view it and collect it. If you don’t want to make this information publicly available, you shouldn’t post it.
Reviewing, correcting and removing your data
If you are based in the EU, you have certain privacy rights granted by law. We will apply these rights to all our members in any region or country.
Amongst these rights:
- You have the right to obtain a copy of all the data we hold.
- You have the right to correct any data we hold most of which you will be able to do online via our service.
- You have the right to have your data deleted.
Contact our Data Protection Officer for further information. Details can be found at the top and bottom of this document.
We will not provide explicit ways to export lists of email group members as this is potentially a breach of their own rights. However, you will be able to see a list of members via our services.
Changes to this policy
Contacting our Data Protection Officer
If you wish to contact our Data Protection Officer, please email firstname.lastname@example.org
Include in your email the details of your complaint so we can investigate it and fulfil our duties in full.
When we receive a complaint from you, we will set up a case file. This normally includes your contact details and any other information you have given us about the other parties in your complaint.