EU/UK Privacy Notice

EU/UK Privacy Notice

Last Updated: January 15, 2025

1. Introduction

This Privacy Notice applies to users in the European Economic Area (EEA), United Kingdom, and other regions where GDPR or similar regulations apply. It supplements the main Mailopoly Privacy Policy and provides specific information required under the General Data Protection Regulation (GDPR) and UK GDPR.

2. Data Controller

Mailopoly Pty Limited is the data controller for the personal data we process. Our EU representative is [Name/Company] and can be contacted at [contact details]. Our UK representative is [Name/Company] and can be contacted at [contact details].

3. Legal Bases for Processing

We process your personal data under the following legal bases:

• Contract Performance: Processing necessary for the performance of our contract with you (email management services)
• Legitimate Interests: Processing necessary for our legitimate interests, including:
  • Improving our services
  • Ensuring network security
  • Preventing fraud
  • Direct marketing to business customers
• Legal Obligation: Processing necessary to comply with legal requirements
• Consent: Processing based on your specific consent, such as:
  • Marketing communications
  • Use of optional AI features
  • Analytics cookies

4. Data Processing Details

Category of Data	Purpose	Legal Basis	Retention Period
Account Data	Service provision	Contract	Duration of account plus 30 days
Email Content	Email management	Contract	As long as necessary for service
Usage Data	Service improvement	Legitimate Interest	12 months
Marketing Data	Promotional communications	Consent	Until consent withdrawal

5. International Transfers

We transfer personal data to countries outside the EEA/UK. We ensure adequate protection through:

• EU Standard Contractual Clauses
• UK International Data Transfer Agreement
• Adequacy decisions where applicable
• Additional technical and organizational measures

6. Your Rights

Under the GDPR and UK GDPR, you have the following rights:

• Access: Obtain confirmation about your data processing and access your data
• Rectification: Correct inaccurate data and complete incomplete data
• Erasure: Request deletion of your data in certain circumstances
• Restriction: Limit processing of your data in certain circumstances
• Portability: Receive your data in a structured format and transmit it to another controller
• Objection: Object to processing based on legitimate interests or direct marketing
• Withdraw Consent: Withdraw previously given consent
• Lodge Complaints: File complaints with supervisory authorities

7. Automated Decision-Making

Our service uses automated processing to:

• Filter and organize emails
• Extract events and tasks
• Generate response suggestions

You can opt out of automated processing features through your account settings. Significant decisions affecting your legal rights are not made solely through automated means.

8. Data Protection

We implement appropriate technical and organizational measures including:

• Encryption of data in transit and at rest
• Access controls and authentication
• Regular security assessments
• Staff training and confidentiality agreements
• Incident response procedures

9. Contact Information

To exercise your rights or ask questions about this notice, contact:

Data Protection Officer
Mailopoly Pty Limited
Email: dpo@mailopoly.com

EU Representative:
[Name/Company]
[Address]
Email: [email]

UK Representative:
[Name/Company]
[Address]
Email: [email]

10. Updates to This Notice

We may update this notice periodically. Significant changes will be notified to you through our service or by email. Continued use of our services after such notifications constitutes acceptance of the updated notice.