Privacy policy

Introduction

Promo.ly LTD ("Promoly", "we", "us") is a company registered in England and Wales (company number 09153668). We're committed to protecting your personal data. This policy explains what data we collect, why we collect it, and what rights you have.

This policy applies to all users of promo.ly and mailer.promo.ly, including account holders, campaign recipients, and website visitors.

Data we collect

Account data

When you create a Promoly account, we collect your name, email address, company name, and billing information. If you sign up through a third-party provider (like Google), we receive your name and email from that provider.

Campaign data

When you send campaigns, we store the audio files you upload, your contact lists, campaign settings, and any feedback or comments collected from recipients. We also track campaign engagement data (opens, plays, downloads, and clicks).

Usage data

We collect information about how you use Promoly, including pages visited, features used, browser type, IP address, and device information. This helps us improve the product.

Cookie data

We use cookies and similar technologies. For details, see our cookie policy.

How we use your data

We use your personal data to:

• Provide and maintain your account and campaigns
• Send campaign emails on your behalf through Amazon SES
• Process payments through Stripe
• Improve our product through analytics and usage patterns
• Respond to support requests and communicate product updates
• Detect and prevent fraud or misuse

Legal basis for processing

Under GDPR, we process your data based on the following grounds:

• Contract: Processing necessary to provide the services you've signed up for.
• Legitimate interest: Analytics, product improvement, and fraud prevention.
• Consent: Marketing communications and non-essential cookies. You can withdraw consent at any time.
• Legal obligation: Where we're required by law to retain certain data.

Third-party services

We share data with these service providers to operate Promoly:

We don't sell your personal data to anyone. We only share data with third parties when it's necessary to run the service or when required by law.

Data storage and security

Your data is stored on AWS servers. We use encryption in transit (TLS) and at rest. Access to production systems is restricted to authorized personnel. We regularly review our security practices, but no system is 100% secure. If you discover a vulnerability, please contact us at security@promo.ly.

Data retention

We keep your account data for as long as your account is active. If you cancel your account, we'll delete your personal data within 90 days, except where we're legally required to retain it (such as billing records). Campaign data and uploaded files are deleted when you delete them or when your account is closed.

Your rights

Under GDPR, you have the right to:

• Access your personal data and request a copy
• Correct inaccurate data
• Delete your data ("right to be forgotten")
• Restrict processing of your data
• Port your data to another service
• Object to processing based on legitimate interest
• Withdraw consent for marketing or cookies at any time

To exercise any of these rights, email privacy@promo.ly. We'll respond within 30 days.

You also have the right to lodge a complaint with the UK Information Commissioner's Office (ICO) at ico.org.uk.

International data transfers

Some of our service providers (AWS, Stripe, PostHog) process data outside the UK and EEA. Where this happens, we ensure appropriate safeguards are in place, including Standard Contractual Clauses and adequacy decisions.

Children's data

Promoly is not intended for anyone under 16. We don't knowingly collect data from children. If you believe a child has provided us with personal data, contact us and we'll delete it.

Changes to this policy

We may update this policy from time to time. If we make significant changes, we'll notify you by email or through the app. The "last updated" date at the top shows when the policy was last changed.

Contact us

If you have questions about this privacy policy or how we handle your data: