Privacy & Cookies Policy

Last Updated: October 2020

Mail Manager Ltd values the personal information you provide to us and wouldn’t want to use your personal data in a way that you wouldn’t expect. This Privacy Policy describes our collection, use, disclosure and retention of your personal information. We will process your personal information in accordance with the applicable data protection law and in accordance with this notice.

Who we are

This Privacy Policy applies to all products, and services offered by Mail Manager (part of the Arup Group).

How we collect information

We collect personal data in the following ways:

• When you provide your contact details to us when requesting information about our products or services, either via telephone, our online forms (including call back requests or downloading information such as whitepapers) or face-to-face
• When you place an order for a Mail Manager license
• When you register to attend one of our events or webinars
• When you contact us offline, for example by telephone, email or post and 
• Via openly available public sources (e.g. LinkedIn or company websites etc.)
• When you use our products

Mail Manager licensing

When you use Mail Manager, we may collect your email addresses and hostnames for verification from time to time for licensing purposes. This information is held securely by us and is shared with your employer only so that they can monitor the licences they own. We will not share your email account details or hostnames with any third parties. 

What information do we collect?

Website:
When you submit or register information through our website we’ll collect the kind of standard, non-sensitive information you would expect a B2B supplier to request including:  

• Your name
• Your job title
• Your job role
• Your email address and contact number
• Your postal address
• The name of the company you work for
• The type of industry you work in 
• The number of employees in your organisation 
• We’ll also collect and store data on the transactions and purchase you make with us.

Direct communications:
We may also collect personal information from telephone calls and/or other correspondence with you. We do not collect any special categories of personal data, as defined under the GDPR. Our products and services are not aimed at children.

Products:
Data about your device and the product and features you use, including information about your hardware and software, how our products perform, as well as your settings for example:

• Operating System and version
• Outlook version
• Mail Manager product name
• Product version and build
• Installer type where applicable (per-machine or per-user)
• Licence ID
• Licence type
• Anonymous user hash/reference
• Anonymous device hash/reference
• Shared config folder used (Yes/No)
• Filing activity for each integration protocol (Yes/No)
• Search activity for each integration protocol (Yes/No)

Products will not collect any personally identifiable information or information processed by the product.

Error reports and performance data:
Data about the performance of the products and any problems you experience, including error reports. Error reports can include details of the software or hardware related to an error, contents of files opened when an error occurred, and data about other software on your device.

Troubleshooting and help data:
Data you provide when you contact Mail Manager Ltd for help, such as the products you use, and other details that help us provide support. For example, contact data, the content of your chats and other communications with Mail Manager Ltd, data about the condition of your device, and the products you use related to your help enquiry. When you contact us, such as for customer support, phone conversations or chat sessions with our representatives may be monitored and recorded for training or diagnostic purposes.

Feedback and ratings:
Information you provide to us and the content of messages you send to us, such as feedback, survey data, and product reviews you write.

How we use your information

We may use your information for the following purposes:

Lawful basis for processing: For the performance of a contract or agreement:

• To manage and administer your use of our products and services
• To manage our relationship with you (for example, customer services and support activities)
• To maintain records of current and past clients and our suppliers

Lawful basis for processing: Legitimate Interests, which we have balanced with the interests of our clients, suppliers and business contacts:

• To maintain records of prospective customers
• To fulfil a query or request for services for prospective customers
• To track your use of our websites and interaction with our emails. For example, statistics on your page views and we will ask your permission to do so. (Please see our Cookie Notice below).
• To deliver targeted marketing or information to you which may be useful to you
• To carry out research and development to improve our products and services

You have the right to object to processing based on our legitimate interests, and if you wish to do so, please contact us at support@mailmanager.com to discuss this further. You can also unsubscribe from any email marketing using the links provided in the emails we send to you.

If you object, this may affect our ability to provide you with certain services and/or solutions for your benefit.

We will retain your personal information for as long as is necessary for the purposes we are using it for. How long we retain data will vary depending on the purposes it is used for. We routinely update our prospect and email data to ensure those who are not engaged are removed.

Sharing your information

We may share your personal information with companies acting on our behalf who will only use the information to provide that service. However, we will retain control of your data and any third party service provider that we use must act in accordance with our instructions. We may also share your personal information with a purchaser or potential purchaser of our business.

In some circumstances, we may have to disclose your personal information by law, because a court or the police or other law enforcement agency has asked us for it.

Your information and your rights

You have a number of rights under data protection law, which have been strengthened under the General Data Protection Regulation (GDPR):

• Access: You have the right to access the personal data we may hold about you and the purposes for which we are using it. We may ask for proof of your identity. On receipt of such a request, we will endeavour to respond to you as soon as possible, at most within one calendar month.
• Rectification: You have the right to request that we amend any personal data which is incorrect or requires updating.
• Erasure: You have the right to request that we delete any personal information pertaining to you. We will assess any deletion request on a case by case basis and will endeavour to respond to you as soon as possible, at most within one calendar month.

If you are concerned about the manner in which we have collected and used your personal data, please contact us at support@mailmanager.com – we will do our best to help. 

Cookies Policy

The website uses cookies - small text files that are placed on your machine to help the site provide a better user experience. In general, cookies are used to retain user preferences, store information for things like shopping carts, and provide anonymised tracking data to third party applications like Google Analytics. As a rule, cookies will make your browsing experience better. However, you may prefer to disable cookies on this site and on others. The most effective way to do this is to disable cookies in your browser. We suggest consulting the Help section of your browser or taking a look at the About Cookies website which offers guidance for all modern browsers.

Further information

If you have any queries about how we treat your information, the contents of this Privacy Policy, how to update your records or how to obtain a copy of the information that we hold about you, please write to us at support@mailmanager.com  and we will do our best to help.