Privacy Policy

Last updated 16 October 2026

The privacy of your data, and it is your data, not ours, is a big deal to us. In this policy, we lay out: what data we collect and why; how your data is handled; and your rights with respect to your data. We promise we never sell your data: never have, never will.

This policy applies to MailMonster AI ("we", "us").

This policy applies to our handling of information about site visitors, prospective customers, and customers and authorized users (in relation to their procurement of the services and management of their relationship with MailMonster AI). We refer collectively to these categories of individuals as "you" throughout this policy.

However, this policy does not cover information about a customer's subscribers that MailMonster AI receives from a customer, or otherwise processes on a customer's behalf, in connection with the services provided by MailMonster AI to the customer pursuant to an applicable services agreement (including the messages sent to them). MailMonster AI processes that information under the instructions of the relevant customer, which is the "data controller" or "business" (or occupies a similar role as defined in applicable privacy laws), as described in the applicable services agreement between such customer and MailMonster AI.

If you are a customer's subscriber and you have questions about how your information is collected and processed through the services, please contact the organization who has provided your information to us. You can stop its emails at any time with the unsubscribe link in each of them.

What we collect and why

Our guiding principle is to collect only what we need. Here's what that means in practice:

Identity and access

When you sign up for MailMonster AI, we ask for identifying information such as your name, email address, and company name. That's so we can set up your account, and we can send you service updates and other essential information.

We'll never sell your personal information to third parties, and we won't use your name or company in marketing statements without your permission either.

Billing information

If you become a paying customer, you will be asked to provide your billing details and billing address. We store them so we can charge you for service, calculate any tax due, send you invoices, and detect fraud.

Service interactions

We store on our servers the content and subscriber lists that you give us or that we create for you in MailMonster AI. This is so we can run your email marketing as intended. We keep this content as long as your account is active.

General Geolocation data

We log account access by IP address for security and fraud prevention purposes, and we keep this login data for as long as your account is active.

Website interactions

Our web server records basic information about your visit, such as your browser, your IP address and which web pages you visited, for security and to keep the site running.

Cookies

Our customer dashboard uses one essential first-party cookie to keep you signed in. This website sets no advertising cookies.

A cookie is a piece of text stored by your browser. It may help remember login information and site preferences. You can adjust cookie retention settings and accept or block individual cookies in your browser settings, although our dashboard won't work if you turn cookies off.

Voluntary correspondence

When you email MailMonster AI with a question or to ask for help, we keep that correspondence, including your email address, so that we have a history of past correspondence to reference if you reach out in the future.

We also store information you may volunteer, for example, written responses to surveys. If you agree to a customer interview, we may ask for your permission to record the conversation for future reference or use. We will only do so with your express consent.

When we access or disclose your information

To provide products or services you've requested. We use some third-party subprocessors, such as hosting, email delivery and AI providers, to help run our applications and provide the Services to you.

To help you troubleshoot or squash a software bug, with your permission. If at any point we need to access your content to help you with a support case, we will ask for your consent before proceeding.

To investigate, prevent, or take action regarding restricted uses. Accessing a customer's account when investigating potential abuse is a measure of last resort. We want to protect the privacy and safety of both our customers and the people reporting issues to us, and we do our best to balance those responsibilities throughout the process. If we discover you are using our Services for a restricted purpose, we will take action as necessary, including notifying appropriate authorities where warranted.

Aggregated and de-identified data. We may aggregate and/or de-identify information collected through the services. We may use de-identified or aggregated data for any purpose, including marketing or analytics.

When required under applicable law.

  • Requests for user data. Our policy is to not respond to government requests for user data unless we are compelled by legal process or in limited circumstances in the event of an emergency request. It is our policy to notify affected users before we disclose data unless we are legally prohibited from doing so, and except in some emergency cases.
  • If we are audited by a tax authority, we may be required to disclose billing-related information. If that happens, we will disclose only the minimum needed, such as billing addresses and tax exemption information.

Finally, if MailMonster AI is acquired by or merges with another company (we don't plan on that, but if it happens) we'll notify you well before any of your personal information is transferred or becomes subject to a different privacy policy.

Your rights with respect to your information

At MailMonster AI, we strive to apply the same data rights to all customers, regardless of their location. Some of these rights include:

  • Right to Know. You have the right to know what personal information is collected, used, shared or sold. We outline both the categories and specific bits of data we collect, as well as how they are used, in this privacy policy.
  • Right of Access. This includes your right to access the personal information we gather about you, and your right to obtain information about the sharing, storage, security and processing of that information.
  • Right to Correction. You have the right to request correction of your personal information.
  • Right to Erasure / "To Be Forgotten". This is your right to request, subject to certain limitations under applicable law, that your personal information be erased from our possession and, by extension, from all of our service providers. Fulfillment of some data deletion requests may prevent you from using our services because our applications may then no longer work. In such cases, a data deletion request may result in closing your account.
  • Right to Complain. You have the right to make a complaint regarding our handling of your personal information with the appropriate supervisory authority.
  • Right to Restrict Processing. This is your right to request restriction of how and why your personal information is used or processed, including opting out of sale of your personal information. (Again: we never have and never will sell your personal data.)
  • Right to Object. You have the right, in certain situations, to object to how or why your personal information is processed.
  • Right to Portability. You have the right to receive the personal information we have about you and the right to transmit it to another party.
  • Right to not Be Subject to Automated Decision-Making. You have the right to object to and prevent any decision that could have a legal or similarly significant effect on you from being made solely based on automated processes. This right is limited if the decision is necessary for performance of any contract between you and us, is allowed by applicable law, or is based on your explicit consent.
  • Right to Non-Discrimination. We do not and will not charge you a different amount to use our Services, offer you different discounts, or give you a lower level of customer service because you have exercised your data privacy rights. However, the exercise of certain rights may, by virtue of your exercising those rights, prevent you from using our Services.

Please note that certain information may be exempt from such requests under applicable law. For example, we need to retain certain information in order to provide our services to you.

In some cases, we also need to take reasonable steps to verify your identity before responding to a request, which may include, at a minimum, depending on the sensitivity of the information you are requesting and the type of request you are making, verifying your name and email address. If we are unable to verify you, we may be unable to respond to your requests. If you have questions about exercising these rights or need assistance, please contact us at hello@mailmonster.ai or at the address below. If an authorized agent is corresponding on your behalf, we will need written consent with a signature from the account holder before proceeding.

Depending on applicable law, you may have the right to appeal our decision to deny your request, if applicable. We will provide information about how to exercise that right in our response denying the request. You also have the right to lodge a complaint with a supervisory authority. If you are in the EU, the UK or Gibraltar, you can contact your data protection authority to file a complaint or learn more about local privacy laws.

How we secure your data

All data is encrypted via SSL/TLS when transmitted from our servers to your browser.

Data retention

We keep your information for the time necessary for the purposes for which it is processed. The length of time for which we retain information depends on the purposes for which we collected and use it and your choices, after which time we may delete and/or aggregate it. We may also retain and use this information as necessary to comply with our legal obligations, resolve disputes, and enforce our agreements.

Location of site and data

Our Services are operated from servers in the European Union, the United States and other countries. Any information you provide to us may be transferred to and stored in those countries.

When transferring personal data from the EU

The European Data Protection Board (EDPB) has issued guidance that personal data transferred out of the EU must be treated with the same level of protection that is granted under EU privacy law. UK law provides similar safeguards for UK user data that is transferred out of the UK. Accordingly, MailMonster AI uses Standard Contractual Clauses to help ensure this protection.

Changes and questions

We may update this policy as needed to comply with relevant regulations and reflect any new practices. Whenever we make a significant change to our policies, we will refresh the date at the top of this page and take any other appropriate steps to notify users.

Have any questions, comments, or concerns about this privacy policy, your data, or your rights with respect to your information? Please get in touch by emailing us at hello@mailmonster.ai and we'll be happy to try to answer them!

Adapted from the Basecamp open-source policies, licensed under CC BY 4.0.

Contact us

MailMonster AI
57/63 Line Wall Road
Gibraltar GX11 1AA
Gibraltar
Email: hello@mailmonster.ai
Phone: +357 9974 5107