Privacy Policy

Overview

MailTantra ("we", "our", "us") is operated by Marvonix Technologies Pvt. Ltd. This Privacy Policy explains how we collect, use, store, and protect information about you when you use MailTantra (the "Service").

By accessing or using the Service, you agree to the practices described in this policy. If you do not agree, please discontinue use of the Service.

Information we collect

Information you provide directly

• →Account registration data: name, email address, company name, job title, and password.
• →Billing information: payment card details processed via Stripe. We never store raw card numbers.
• →Campaign content: email copy, subject lines, lead lists, and sequence configurations you upload or create.
• →Support communications: messages you send to our team via chat, email, or our contact form.

Information we collect automatically

• →Usage data: pages visited, features used, clicks, and session duration.
• →Device and browser data: IP address, browser type, operating system, and device identifiers.
• →Email analytics: open and click events generated by tracking pixels embedded in your sent campaigns.
• →Log data: server logs, API request metadata, and error reports.

Information from third parties

• →OAuth tokens when you connect Google Workspace or Microsoft 365 accounts to send emails.
• →Enrichment data from integrated providers (e.g., Apollo, Clearbit) when you use the lead enrichment feature.

How we use your information

We use the information we collect to:

• →Provide, maintain, and improve the Service.
• →Process payments and manage your subscription.
• →Send you transactional communications: receipts, account alerts, and security notices.
• →Send marketing communications if you have opted in (you may opt out at any time).
• →Detect and prevent fraud, abuse, and security incidents.
• →Comply with legal obligations.
• →Generate anonymised, aggregated analytics to improve product performance.

We do not sell your personal data to third parties. We do not use your campaign content to train AI models without your explicit consent.

Data storage & security

All personal data is stored on infrastructure we operate and control. Data in transit is encrypted using TLS. Passwords, one-time verification codes, and password-reset tokens are never stored in plain text -- only cryptographic hashes are persisted.

Access to production systems is restricted to authorised personnel on a need-to-know basis, using key-based authentication rather than shared passwords.

In the event of a data breach affecting your personal information, we will notify you within 72 hours as required by applicable law.

Google API Services User Data

When you connect a Gmail or Google Workspace account, MailTantra's use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements.

We request the following Gmail scope: sending, reading, and managing messages in the connected mailbox (https://mail.google.com/), plus your basic profile (openid, email). This access is used solely to:

• →Send campaign emails and follow-up sequences on your behalf, from the mailbox you connect.
• →Read incoming messages in that mailbox to detect and classify replies to your campaigns, so sequences can auto-stop when a prospect responds.
• →Confirm the connected account matches the mailbox you authorised, and keep the connection alive (token refresh).

We do not use Gmail data to serve advertisements, and we do not use Gmail data to train generalised AI or machine learning models. Reply content is processed to classify sentiment (e.g. positive, objection, neutral) for your own campaigns only, and is not shared with any other MailTantra customer.

Gmail data is transferred to no other party except as necessary to provide the Service you requested (e.g. our email-sending and AI-classification infrastructure described in "Data sharing" below), or as required by law.

You can revoke MailTantra's access to your Google account at any time from your Google Account security settings (myaccount.google.com/permissions), or by disconnecting the mailbox from within MailTantra. Revoking access does not delete data already processed; see "Data retention" below.

Data sharing

We share data only in the following circumstances:

• →Service providers: trusted sub-processors (e.g., AWS, Stripe, Postmark, Sentry) under data processing agreements that restrict their use of your data.
• →Legal requirements: when required by a valid court order, subpoena, or applicable law.
• →Business transfers: in connection with a merger, acquisition, or sale of assets, subject to confidentiality obligations.
• →With your consent: for any other purpose with your explicit permission.

Cookies & tracking

We use cookies and similar technologies to:

• →Maintain your session and authentication state.
• →Remember your preferences.
• →Analyse usage patterns via Google Analytics, which sets cookies to distinguish visitors and sessions. You can decline these on your first visit via the cookie banner, or opt out at any time using the cookie settings link in the footer.
• →Enable campaign tracking pixels for deliverability analytics.

You can control cookies through your browser settings or the cookie banner/footer link described above. Disabling certain cookies may affect Service functionality.

Your rights

Depending on your jurisdiction, you may have the following rights regarding your personal data:

• →Access: request a copy of the personal data we hold about you.
• →Rectification: correct inaccurate or incomplete data.
• →Erasure: request deletion of your personal data ("right to be forgotten").
• →Portability: receive your data in a structured, machine-readable format.
• →Restriction: restrict processing in certain circumstances.
• →Objection: object to processing based on legitimate interests or direct marketing.
• →Withdrawal of consent: withdraw consent at any time where processing is consent-based.

To exercise any of these rights, contact us at privacy@mailtantra.com. We will respond within 30 days. You also have the right to lodge a complaint with your local data protection authority.

Data retention

We retain your account data for the duration of your subscription plus 90 days after cancellation, to allow account recovery. After this period, account data is permanently deleted.

Campaign data (lead lists, email content, analytics) can be deleted by you at any time from within the Service. Billing records are retained for 7 years as required by tax law.

Backup data may persist for up to 30 additional days after deletion requests are processed.

Changes to this policy

We may update this Privacy Policy from time to time. When we make material changes, we will notify you via email and display a prominent notice in the Service at least 14 days before the changes take effect.

Continued use of the Service after the effective date constitutes acceptance of the updated policy.

Contact & DPO

Data Controller: Marvonix Technologies Pvt. Ltd., Bangalore, India.

Data Protection Officer: dpo@mailtantra.com

Privacy enquiries: privacy@mailtantra.com