Privacy Policy

Privacy &
Data Protection

We built Respondoria with privacy by design. This policy explains how we collect, use, and protect your data when you use our email infrastructure platform.

Last Updated: March 5, 2025
Effective Date: March 5, 2025

Information We Collect

  • Account Information: When you create an account, we collect your name, email address, company name, and payment information.
  • Usage Data: We collect information about how you interact with our services, including log data, device information, and usage patterns.
  • Email Data: For email sending functionality, we process recipient email addresses, email content, and delivery status.
  • Technical Data: IP addresses, browser type, operating system, and other technical information for security and analytics.

How We Use Your Information

  • Service Provision: To provide, maintain, and improve our email infrastructure services.
  • Communication: To send you service updates, security alerts, and support messages.
  • Security: To protect against fraud, abuse, and security risks.
  • Compliance: To comply with legal obligations and enforce our terms.
  • Improvement: To analyze usage patterns and improve our services.

Data Storage & Security

  • Encryption: All data is encrypted in transit using TLS 1.2+ and at rest using AES-256 encryption.
  • Access Controls: Strict access controls and authentication mechanisms protect your data.
  • Data Retention: We retain your data only as long as necessary to provide our services.
  • Backups: Regular encrypted backups ensure data durability and availability.
  • Security Audits: Regular security assessments and penetration testing.

Your Rights

  • Access: You can access your personal information through your account settings.
  • Correction: You can update or correct your information at any time.
  • Deletion: You can request deletion of your personal information, subject to legal requirements.
  • Export: You can export your data in standard formats.
  • Opt-Out: You can opt out of marketing communications at any time.

Third-Party Services

  • Infrastructure Providers: We use AWS for cloud infrastructure and data storage.
  • Payment Processors: Stripe for payment processing (we don't store payment card details).
  • Analytics: We use privacy-focused analytics to improve our services.
  • Sub-processors: All sub-processors are bound by data protection agreements.

Email-Specific Provisions

  • Recipient Data: We process recipient email addresses only for delivery purposes.
  • Content Scanning: We scan email content for security threats only.
  • No Data Mining: We do not mine or analyze email content for advertising.
  • Compliance: We help you comply with CAN-SPAM, GDPR, and other regulations.
  • Transparency: Full audit trails of all email sending activity.

Compliance & Certifications

GDPR
EU Data Protection
CCPA
California Privacy
CAN-SPAM
Email Compliance
SOC 2
Security Controls

Contact & Updates

Data Protection Officer

For privacy-related inquiries, contact our Data Protection Officer at:
dpo@respondoria.com

Policy Updates

We may update this policy periodically. We'll notify you of significant changes via email or through our platform. Continued use of our services after updates constitutes acceptance of the revised policy.

Data Processing Agreement

Enterprise customers can request a Data Processing Agreement (DPA) that outlines specific data protection obligations.