Privacy Policy

Welcome to TheMailEffect.com (“Website”, “we”, “our”, or “us”). We respect your privacy and are committed to protecting your personal data. This Privacy Policy explains how we collect, use, and protect your information when you visit our site or use our services.

We are based in Greece and operate globally, meaning your data may be processed in accordance with international privacy standards including the General Data Protection Regulation (GDPR) and other applicable laws around the world.

1. Who We Are

TheMailEffect.com is owned and operated by The Mail Effect, a digital agency specializing in email marketing services for ecommerce brands.

We are the data controller for the personal data you provide through this website.

2. Information We Collect

We collect personal information to provide you with our services and improve your experience. Here’s what we may collect:

a. Information You Provide

  • Name, email address, and phone number

  • Company details (e.g., company name, website, VAT number)

  • Billing and payment information

  • Communications sent via forms or email

b. Automatically Collected Data

  • IP address and location

  • Device type, browser, and OS

  • Date/time of visits

  • Pages visited and time spent

  • Cookies and tracking pixels

c. Information from Third Parties

  • Analytics tools (e.g., Google Analytics)

  • Email platforms (e.g., Klaviyo)

  • Form services (e.g., Typeform)

  • Social media platforms (e.g., Meta/Facebook, LinkedIn)

3. Why We Collect Your Data

We use your data for the following purposes:

  • To deliver and manage our services

  • To respond to your inquiries and support requests

  • To process payments and issue invoices

  • To send marketing emails (only with consent)

  • To monitor and improve website performance

  • To comply with tax and legal obligations

We do not sell or rent your personal data to third parties.

4. Legal Basis for Processing (GDPR)

If you are in the EU, UK, or Switzerland, we process your personal data based on:

  • Consent – when you subscribe or opt-in

  • Contract – to fulfill your service request

  • Legal obligation – for tax, financial, or legal compliance

  • Legitimate interest – to grow our business and improve services (balanced with your rights)

5. How We Protect Your Data

We implement industry-standard security measures to protect your information:

  • SSL encryption for all website traffic

  • Secured hosting and databases

  • Access controls and 2FA on admin systems

  • Limited access to data by authorized personnel only

We retain data only as long as necessary for business, legal, or compliance purposes.

6. Sharing Your Data

We may share data with trusted third parties such as:

  • Payment processors (e.g., Stripe, PayPal)

  • Email platforms (e.g., Klaviyo, Mailchimp)

  • Analytics providers (e.g., Google Analytics)

  • Form tools (e.g., Typeform)

  • Professional service providers (e.g., legal or accounting)

All vendors are required to comply with data protection laws and sign Data Processing Agreements (DPAs) where applicable.

7. International Data Transfers

As we serve a global audience, your data may be transferred outside your country of residence. We ensure these transfers are protected by:

  • Adequacy decisions by the European Commission

  • Standard Contractual Clauses (SCCs) for countries without adequacy

  • Ensuring vendors adhere to privacy frameworks (e.g., EU-US Data Privacy Framework)

8. Your Privacy Rights

a. If You Are in the EU, UK, or Switzerland

You have the right to:

  • Access the personal data we hold about you

  • Request correction or deletion of your data

  • Restrict or object to certain processing

  • Request data portability

  • Withdraw consent at any time

  • File a complaint with a Data Protection Authority

To exercise these rights, email privacy@themaileffect.com.

b. If You Are Outside the EU, UK, and Switzerland

Depending on your country (e.g., USA, Brazil, Canada, Australia), you may also have rights such as:

  • Accessing and correcting your data

  • Requesting deletion of personal information

  • Objecting to processing

  • Withdrawing consent for marketing

We will do our best to honor your rights under applicable laws. Please contact us at privacy@themaileffect.com and specify your location so we can assist you accordingly.

9. Cookies and Tracking

We use cookies and similar technologies to enhance your experience. These include:

  • Essential cookies for website functionality

  • Analytics cookies to understand usage

  • Marketing cookies to deliver personalized ads (with consent)

You can manage cookie preferences via your browser or through our Cookie Settings panel.

For full details, see our Cookie Policy.

10. Data Retention

We retain your personal data:

  • As long as needed to provide services

  • As long as required by law (e.g., for tax or billing)

  • Until you withdraw consent (for marketing emails)

We regularly review and delete data that is no longer necessary.

11. Children’s Privacy

Our services are not directed to individuals under 16. We do not knowingly collect personal data from minors. If we become aware of such collection, we will delete the data immediately. Parents or guardians may contact us at privacy@themaileffect.com to request removal.

12. Changes to This Policy

We may update this Privacy Policy periodically. When we do, we’ll revise the “Last Updated” date above and, if the changes are significant, notify you directly (e.g., via email or a notice on our site).

13. Contact Us

If you have any questions about this Privacy Policy or how we process your data, contact us:

📧 Email: privacy@themaileffect.com
📍 Address: Irodotou 18, Kalamaria, 55133, Thessaloniki, Greece

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