Privacy Policy
Your data is safe with us. This page explains what we collect, why we collect it, and how we keep it secure.
Introduction
Welcome to PenguinMails.
This Privacy Policy explains how we collect, use, and protect your personal information when you use our website or services.
PenguinMails is a cold email automation tool currently operated under ContentLinkify LLC, a company registered in Florida, United States. Until PenguinMails becomes a separate legal entity, all legal, billing, and data-related matters are handled through ContentLinkify LLC.
We care deeply about your privacy. Whether you're a visitor browsing our website or a registered user running email campaigns, we’re committed to keeping your information safe, secure, and only used for the purposes described here.
This Privacy Policy applies to:
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All users of the PenguinMails platform
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Visitors to our website (penguinmails.com)
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Anyone who contacts us or engages with our services
By using PenguinMails, you agree to the collection and use of information in accordance with this Privacy Policy.
Information We Collect
We collect different types of information to provide and improve PenguinMails. This includes:
a) Personal Information
We collect the following details when you sign up or use our platform:
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Name
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Email address
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Domain name (to set up mailboxes or campaigns)
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Billing information (handled by Stripe, but we may store plan details and payment status)
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Account credentials (your password is stored securely in hashed form)
b) Usage Data
When you use PenguinMails, we collect data related to your activity, such as:
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Email campaigns you create
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Email sequences and templates
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Campaign performance stats (opens, clicks, replies, bounces, etc.)
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Inbox activity and mailbox performance
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Preferences, settings, and usage behavior
This data helps us offer core features like analytics, reporting, and deliverability tracking.
c) Automatically Collected Data
When you visit our site or use the app, we automatically collect some technical data, including:
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Your IP address
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Browser type, device info, and operating system
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Date and time of access
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Pages visited or actions taken on the platform
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Cookies and similar tracking technologies (see Section 7)
This helps us understand how users interact with PenguinMails and improve performance and security.
How We Use Your Information
We use the information we collect to deliver, improve, and support the PenguinMails platform. Specifically, we use your data in the following ways:
a) To Provide and Maintain the Service
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Create and manage your account
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Set up your email domains and inboxes
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Run your campaigns and track email performance
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Ensure the platform works smoothly and securely
b) To Send Onboarding and Educational Emails
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Help you get started with PenguinMails
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Share tips on improving cold email performance
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Guide you on using our features effectively
You can unsubscribe from educational emails at any time by clicking the “unsubscribe” link in those emails.
c) To Communicate About Updates or Support
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Notify you about feature updates, bug fixes, or important changes
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Respond to your questions, technical issues, or billing concerns
d) To Improve Performance and User Experience
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Analyze usage trends to improve our features and interface
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Detect bugs, monitor system performance, and optimize delivery
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Understand how users interact with PenguinMails to make better decisions
Sharing Your Information
We do not sell your personal data. We only share your information with trusted third parties when it’s necessary to operate PenguinMails, provide support, or improve our service.
a) Third-Party Service Providers
We use the following third-party tools to run PenguinMails:
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Stripe – to process payments securely
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Firebase – for authentication, hosting, and real-time data
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Google Analytics – to understand how users interact with our website
These services may store or process your data based on their own privacy policies. We only work with providers that follow strict data protection standards.
b) No Sale or Ad-Based Sharing
We never sell your personal data to advertisers, marketers, or anyone else. Your data is only used to support your experience inside PenguinMails.
c) Legal and Safety Requirements
We may disclose your information if required by law or if we believe it’s necessary to:
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Respond to lawful requests by public authorities
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Protect our rights, privacy, safety, or property
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Prevent abuse, fraud, or security threats
Legal Basis for Processing (for GDPR Users)
If you are located in the European Economic Area (EEA) or the United Kingdom, we process your personal data based on the following legal grounds:
- Consent: When you sign up for PenguinMails or agree to receive emails from us, you give us permission to collect and use your data for those specific purposes. You can withdraw your consent at any time.
- Contract: We need to process certain personal data (like your email and campaign data) to provide the services you’ve signed up for. This processing is necessary to fulfill our contract with you.
- Legitimate Interests: We may use your information to improve our platform, monitor usage trends, and run analytics — as long as these activities do not override your privacy rights.
Your Data Rights (for EU/UK Users)
If you are located in the European Economic Area (EEA) or the United Kingdom, you have certain rights under the General Data Protection Regulation (GDPR). These include:
- Right to Access: You have the right to request a copy of the personal data we hold about you.
- Right to Correct or Update: If any of your information is inaccurate or incomplete, you can request that we update it.
- Right to Delete: You can request that we delete your personal data. If you wish to delete your account or any stored information, please email us at [[email protected]].
- Right to Withdraw Consent: If you previously gave consent to receive emails or other services, you can withdraw it at any time. This will not affect any processing that occurred before your withdrawal.
Cookies and Tracking
PenguinMails uses cookies and similar technologies to improve performance, understand user behavior, and analyze traffic.
Cookies help us:
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Remember your login session
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Track how users interact with our site and app
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Improve overall functionality and user experience
We may use tools like Google Analytics to collect anonymous usage data.
If we add a cookie settings panel in the future, we’ll include a link here so you can control your preferences.
Data Retention
We keep your personal and usage data for as long as your account is active or as needed to provide you with our services.
After cancellation:
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We may retain some basic data (such as billing records) for legal, security, or compliance purposes.
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All campaign-related and account-specific data will be deleted upon request, or after a reasonable period of inactivity.
You can contact us anytime if you want your data removed manually.
Data Security
We take data protection seriously and implement reasonable technical and organizational measures to keep your information safe. This includes:
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Using SSL encryption for all data transfers
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Restricting access to your data to authorized team members only
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Hosting our infrastructure on secure, trusted platforms
However, no system can ever be 100% secure. While we do our best, we cannot guarantee absolute security of your data.
Children’s Privacy
PenguinMails is not intended for children under the age of 13 (or 16 in the European Union).
We do not knowingly collect or store personal information from children. If we become aware that we’ve collected data from a child without verified parental consent, we will take steps to delete that information immediately.
Changes to This Policy
We may update this Privacy Policy from time to time to reflect changes in our business, legal requirements, or product improvements.
If we make significant changes, we’ll notify you by email or through a notice on our website.
We encourage you to review this page regularly.
Contact Us
If you have any questions about this Privacy Policy, your personal data, or your rights, you can contact us at:
Email: [email protected]
Company: PenguinMails (a product of ContentLinkify LLC)
Address:
25 SE 2nd Ave Ste 550 #50
Miami, Florida 33131