Privacy Policy

Last updated: 2 May 2026

This Privacy Policy explains how ExcellenceMail ("we", "us", "our") collects, uses, and protects personal data when you use our website at excellencemail.com and our email marketing platform (the "Service"). We comply with the EU General Data Protection Regulation (GDPR) and applicable national data protection laws.

1. Data controller

The data controller responsible for personal data processed through the Service is:

ExcellenceMail
Email: privacy@excellencemail.com
Contact: office@excellencemail.com

2. What data we collect

2.1 Account data

When you create an account, we collect your name, email address, company name (optional), country, and a hashed password.

2.2 Subscriber data (uploaded by you)

As a customer of the Service, you may upload contact lists containing personal data of your subscribers (typically email address, name, and optional segmentation fields). For this data, you act as the controller and we act as the processor under Article 28 GDPR.

2.3 Usage data

We log technical information such as IP address, browser type, pages visited, and timestamps to operate the Service securely and prevent abuse.

2.4 Email engagement data

When campaigns are sent through the Service, we record opens, clicks, bounces, complaints, and unsubscribes to provide reporting to our customers.

3. Legal basis for processing

• Contract (Art. 6(1)(b) GDPR) — to provide the Service you signed up for.
• Legitimate interest (Art. 6(1)(f) GDPR) — to secure the Service, prevent abuse, and improve our product.
• Consent (Art. 6(1)(a) GDPR) — for any optional marketing communication from us, where required.
• Legal obligation (Art. 6(1)(c) GDPR) — to retain accounting records and respond to lawful requests.

4. How we use your data

• To create and manage your account.
• To deliver email campaigns you create through the Service.
• To provide reporting and analytics on those campaigns.
• To communicate service updates, security notices, and billing information.
• To detect and prevent fraud, spam, and abuse of the Service.

5. Data sharing

We do not sell personal data. We share data only with the following categories of processors, under written data processing agreements:

• Hosting provider — Hetzner Online GmbH (Germany), for server infrastructure.
• Email delivery provider — Amazon Web Services EMEA SARL (Ireland) for SES (region eu-west-1).
• DNS provider — Hostinger (EU).

All processors are contractually bound to GDPR-compliant handling of personal data. Where any processor transfers data outside the EU/EEA, transfers are governed by Standard Contractual Clauses approved by the European Commission.

6. Data retention

• Account data: retained while your account is active and for 12 months after closure, unless a longer period is required by law.
• Subscriber data: retained for as long as you keep it in your account; permanently deleted within 30 days of account closure or upon your written instruction.
• Server and security logs: 90 days.
• Billing records: 7 years (legal obligation).

7. Your rights under GDPR

You have the right to:

• Access the personal data we hold about you.
• Request correction of inaccurate data.
• Request erasure ("right to be forgotten") where applicable.
• Restrict or object to processing.
• Receive your data in a portable format.
• Withdraw consent at any time, without affecting the lawfulness of processing carried out before withdrawal.
• Lodge a complaint with your national supervisory authority (in Austria: Datenschutzbehörde, dsb.gv.at).

To exercise any of these rights, email privacy@excellencemail.com. We respond within 30 days.

8. Security

We use industry-standard security measures including TLS encryption in transit, encrypted password storage (bcrypt), restricted access controls, and regular security reviews. No method of electronic transmission or storage is 100% secure, but we work continuously to protect your data.

9. Cookies

Our website uses only strictly necessary cookies for session management and security. We do not use advertising or third-party tracking cookies.

10. Children

The Service is not intended for individuals under 16. We do not knowingly collect data from children.

11. Changes to this policy

We may update this Privacy Policy from time to time. Material changes will be communicated by email or via a notice on the Service at least 30 days before they take effect.

12. Contact

For privacy-related questions, contact privacy@excellencemail.com.