Privacy policy

About this Privacy Policy

MailCamp (hereinafter ‘we’) processes personal data as described in the General Data Protection Regulation (GDPR, in Dutch: Algemene Verordening Gegevensbescherming, AVG). In this privacy statement we make clear who, what, where, when, why and how we process personal data. We also explain what your rights are in relation to our processing.

Who are we?

MailCamp is a Dutch company with 22 years of experience, and we serve more than 1,500 customers. We offer email marketing software under the name MailCamp. MailCamp is the email marketing solution for small and medium-sized businesses: affordable, user-friendly, with every function you could think of, full support and available in both a Dutch and an English version.

In addition, we provide the related services such as advice and support for using the software. In this document we refer to the software and services we offer as ‘products’.

Which data do we process?

We process your personal data because you use our products and services or because you provide this data to us yourself. Examples are signing up for a demo or requesting a demo account.

Below you will find an overview of the personal data we may process, depending on the product or service you purchase or use:

• Name and address details (NAW data)
• Telephone number
• Email address
• Job title
• IP address
• Invoice address
• Domain name of the customer (website URL)

Browsing behaviour on our website

Other personal data that you actively provide to us, for example by registering on our website, through written correspondence or by telephone.

MailCamp does not process special categories of personal data of its website visitors and/or customers.

Your data is safe with us and we will always use it with care. In this privacy statement we explain everything we at MailCamp do with the information we learn about you.

Retention periods

We keep your personal data for as long as the law requires and for as long as is necessary for the purpose for which we use your data. For example, as long as you are a customer of ours, we keep your data in line with the statutory retention period of seven years. After that we only keep your data for statistical purposes and to handle any complaints or legal matters.

Example retention period: we delete a demo account that has never been logged into after one month. Demo accounts that have been logged into are deleted after 2 months. A demo account can also be deleted by the user by clicking the “Delete My Account” button under “My Account Details”.

We keep certain customer data relating to invoicing for longer because of the statutory tax retention obligation (fiscale bewaarplicht).

Customer data is deleted once we have received approval for deletion after the last paid term has expired. This data will still exist in backups. The oldest backup is deleted after 6 weeks.

Why do we process personal data

We process personal data in order to deliver products and to optimise our services. We do this on the basis of three legal grounds, namely:

• Necessary for the performance of a contract with youExamples: data for a (demo) account that is needed to deliver the products and services. Invoicing and sending newsletters.
• Based on a legal obligationExample: payment and invoicing data for the tax authorities (Belastingdienst)
• Based on the legitimate interests of MailCampExample: data for marketing and for improving the website and/or services

If you would like to know more about this or wish to object, please contact our privacy officer.

Cookies

We use cookies. Cookies are small files in which we can store information, so that you do not have to fill it in every time. But we can also use them to see that you are visiting us again.

You can indicate yourself which types of cookies we may place. On your first visit to our website, a cookie banner appears where you can set which cookies may or may not be used.

We use 4 different types of cookies, namely:

The ‘necessary’ cookies are always active because they are needed for the website and software to function properly, and they cannot be switched off by the user. As a user you can change the other cookie settings at any time via the cookie settings on our website.

We use Google Analytics to keep track of how visitors use the website and software. We have concluded a data processing agreement (verwerkersovereenkomst) with Google. It contains strict agreements about what they may record. We have not permitted Google to use the Analytics information obtained for other Google services.

We check the location from which the user logs in to our website on the basis of the IP address. The reason is that, because of security requirements, we have excluded a number of countries.

You can find more information about our Cookie Policy and how to block cookies here: https://mailcamp.nl/cookie-beleid/

Newsletters

We have a newsletter, and if you have become a customer of ours you are automatically added to the mailing list. In the newsletter we inform our customers about our services, software updates and important news relevant to our industry. You can cancel your newsletter subscription at any time. Every newsletter contains an unsubscribe link. Besides the newsletter we do not send any advertising mailings.

Sub-processors

Below you will find our sub-processors. We have concluded separate data processing agreements with each of them.

• DuocastFor our data storage we use the services of our hosting provider Duocast, which is based in the Netherlands and also processes the data only in the Netherlands. Duocast is ISO 27001 and NEN 7510 certified.
• DigitalOceanHosting of the mailing software and storage of data within the EEA. DigitalOcean is SOC 2 and SOC 3 Type II certified. DigitalOcean is GDPR compliant.
• TransIPRedundant storage of backups from DigitalOcean. TransIP is ISO 27001, NEN 7510 and ISO 9001 certified.
• HubspotFor our customer service, managing support tickets, providing our help centre functionality and organising marketing and sales activities, we use the services of HubSpot Inc. (United States). Our HubSpot account is hosted in HubSpot's data centre in Frankfurt (Germany), within the EEA. HubSpot processes personal data on our behalf and acts as a processor.

  Within HubSpot we store and manage, among other things, contact details, communication via support tickets, interactions with our website, and information about potential leads, prospects and customers. We use this data to provide support, to improve our services and to send relevant information to interested parties and existing customers.

  HubSpot processes data in accordance with its own security standards and, where necessary, uses transfer mechanisms such as Standard Contractual Clauses (SCCs) to ensure an appropriate level of protection when data is transferred to the United States. More information about data processing by HubSpot can be found in their Privacy Policy.

• ZendeskTo handle support questions we use the helpdesk software of Zendesk. Although this company is based in the US, it stores our data in Ireland. We have of course concluded a data processing agreement with them in which they guarantee compliance with the GDPR.
• PostmasteryFor the monitoring of our MTA server and periodic assessments of our deliverability we work with Postmastery. Postmastery is based in the Netherlands and has been active in the email marketing industry for almost 25 years.

Other technologies used on the MailCamp.nl website

1. LeadinfoWe use the lead generation service of Leadinfo B.V., Rotterdam, the Netherlands. The tool recognises company visits to our website on the basis of IP addresses and shows us publicly available information, such as company names or addresses. In addition, Leadinfo places two first-party cookies to evaluate user behaviour on our website, and the tool processes domains from form entries (e.g. “Leadinfo.com”) to correlate IP addresses with companies and to improve services. More information is available at www.leadinfo.com. On this page: https://www.leadinfo.com/en/opt-out you have an opt-out option. After an opt-out, your data is no longer registered by Leadinfo.
2. Google AnalyticsGoogle Analytics helps us to optimise the MailCamp website, so that we have a better understanding of which pages are popular and can better map out the need for information.
3. HotjarWe use the analytics tool Hotjar. Hotjar helps us to understand the behaviour of visitors to our website, for example by means of heatmaps, session recordings and feedback forms. Hotjar records, among other things:
   • Pages visited
   • Click behaviour and mouse movements
   • Browser and device used
   • Operating system
   • Screen resolution
   • (Shortened) IP address — anonymised, so not traceable to an individual

   We use this information solely to improve the user experience on our website. Personally identifiable data (such as name, email address or telephone number) is not collected or stored by Hotjar.

   Hotjar stores data within the European Union and complies with the requirements of the General Data Protection Regulation (GDPR). You can find more information about how Hotjar handles data at: https://www.hotjar.com/legal/policies/privacy

   You can object to the use of Hotjar via this link: https://www.hotjar.com/policies/do-not-track/

4. OpenAI Ads

   We use the OpenAI Ads Pixel to measure the effectiveness of our advertisements within ChatGPT. This allows us, for example, to measure whether a visitor, after clicking on an advertisement, visits our website and then takes an action, such as requesting a demo, filling in a form or creating an account.

   When you visit our website via an OpenAI advertisement, OpenAI may add a unique click reference (oppref) to the URL. The OpenAI Pixel may store this reference in a first-party cookie, so that a later conversion can be linked to the relevant advertisement click.

   OpenAI may also use advanced matching to link conversions to advertisements more effectively. In this case, supported data entered via forms on our website, such as contact details, may be hashed in the browser before being sent to OpenAI with a conversion event. The original data is not sent to OpenAI via this functionality.

   We only use the OpenAI Ads Pixel after you have given consent for marketing cookies. You can change or withdraw this consent at any time via our cookie settings.

   We use the information obtained to measure the performance of our advertising campaigns and to improve our marketing activities. More information about the processing of data by OpenAI can be found in the privacy policy of OpenAI.

Sharing data with third parties

We do not share personal data with third parties other than those named in this privacy statement without your consent, unless we are legally required to do so.

To carry out our services we engage service providers. These are not ‘third parties’ but ‘processors’. These processors process the data solely on our instructions and in accordance with the data processing agreement we have concluded with them in advance.

Data security

The security of personal data is of great importance to us. To protect your privacy, we take the following measures, among others:

• We are ISO 27001 certified.
• All personal data is stored on servers within the EEA.
• Access to personal data is protected with a username and password. We also offer 2FA (two-factor authentication) and OTP.
• We use secure connections (Secure Sockets Layer or SSL) that protect all information between you and our website when you enter (personal) data.
• We keep logs of all requests for personal data.
• Our sub-processors are also ISO 27001 certified and/or have an equivalent level of security.

Your rights

If you have questions or want to know which personal data we hold about you, you can always contact our Privacy Officer, reachable at the email address info@mailcamp.nl. You have the following rights:

• Right to informationWe must explain to you in an understandable and clear way which personal data we process about you and for what purpose we use it;
• Right of accessYou may always ask us to let you view the (personal) data we hold about you.
• Right to rectificationYou may ask us to have data corrected if it is not correct or complete.
• Right to be forgottenYou may ask us to delete all the data we hold about you. In some cases we cannot or may not yet delete your data because of statutory retention periods.
• Right to data portabilityIf you are a customer of ours, you may ask us to send you the digital data we hold about you. That way you can transfer that data to another organisation if you wish.
• Right to objectYou may ask us to restrict the use of data. This means that in certain cases we may only store your data but not use it.
• Withdrawal of consentYou can ask us to withdraw consent you previously gave for the processing of personal data. The consent then lapses and we delete the data concerned.

You can direct requests to our privacy officer (info@mailcamp.nl). We will comply with your request as soon as possible and no later than within two weeks. This period may be extended for reasons relating to the specific rights of data subjects or the complexity of the request. If we extend this period, we will inform you of this in good time. We may ask you to identify yourself. In that case we will look up your data in order to be sure that you are the right person to whom the personal data belongs.

Questions or a complaint

If you have questions about this privacy statement or wish to file a complaint about the use of your personal data, you can send an email to our privacy officer: info@mailcamp.nl.

Automated decisions

We do not use software to make automated decisions that could have a negative impact on users.

Privacy Officer

We have appointed a privacy officer for all activities relating to privacy. This person’s task is to comply with privacy legislation and to handle questions and requests relating to privacy. Our Privacy Officer can be reached by email at info@mailcamp.nl.

Supervisory authority

If you feel that we are not helping you in the right way, you have the right to lodge a complaint with the supervisory authority. For this you can contact the Autoriteit Persoonsgegevens (the Dutch Data Protection Authority).

Changes to this privacy statement

We reserve the right to amend this privacy statement if this is necessary because of changes to our products and/or services, or if the legislator requires it. These changes will be announced on our website and in our newsletter.

Contact details