Privacy Policy

This policy explains what information OwnSender collects, why, and what happens to it. It covers the OwnSender website and the OwnSender application.

OwnSender is operated by [Registered entity name]. Where this policy says “we” or “us”, it means that entity.

A distinction runs through the whole document and is worth stating first: there is information about you, the account holder, and there is the recipient data you upload about other people. We treat the second as yours, not ours, and the difference shapes how each is used and kept.

We collect three kinds of information:

• Account information you give us when you register and use the service.
• Content and data you upload — templates, datasets, and the files generated from them.
• Technical information generated by using the service, such as request logs and error reports.

We do not buy contact lists, and we do not enrich or supplement your data with information from third-party data brokers.

When you create an account we collect:

• Your name and email address.
• A password, stored only as a cryptographic hash — we cannot read it, and neither can anyone with database access.
• Your organisation or workspace name, and the roles of anyone you invite.
• Billing records: which plan you bought, for which period, the amount, and the payment reference. Card details are handled by the payment provider and are never stored by us.

Email verification is required, so we send a one-time code to the address you register. That code is stored hashed and expires.

When you upload a dataset — a CSV, Excel or JSON file, or rows supplied through the API — it may contain personal information about your recipients: names, email addresses, and whatever other columns your send needs.

We process that data on your instruction and for no purpose of our own. Specifically, we do not:

• Use your recipient data to market anything to those recipients.
• Share, sell or rent it.
• Merge it with another customer's data.
• Use it to train models.

Uploaded datasets are stored privately and are readable only within your own workspace. You remain responsible for having a lawful basis to hold and email the people in your dataset — see the Terms of Service.

We use the information above to:

• Provide the service — generate your files and send your campaigns.
• Authenticate you and keep your account secure.
• Enforce the limits of your plan and bill you for it.
• Send transactional email such as your verification code.
• Diagnose faults and keep the service running.
• Meet legal obligations that apply to us.

We do not use recipient data for any of these beyond the first: it exists to produce your messages and documents.

To send on your behalf, you connect a sending account. Three kinds are supported, and each stores something different:

• Gmail and Outlook connect through OAuth. We store the access and refresh tokens the provider issues. We never receive or store your provider password.
• Custom SMTP requires a host, port, username and password, which you supply and we store in order to open the connection.

These credentials are stored so that they are not returned by ordinary reads of your account, and they are used for one purpose: sending the campaigns you start. We request the narrowest provider permissions the send requires.

Your campaigns leave from your own mailbox, not from a shared OwnSender address. That is deliberate — replies and any deliverability consequences belong to your domain and your relationship with your provider, not to ours. You can disconnect an account at any time, which removes the stored credential.

Worth being explicit, because many sending tools do the opposite: OwnSender does not track message opens, does not rewrite links to track clicks, and does not insert tracking pixels into your emails.

We also do not track bounces. A campaign records whether the receiving mail server accepted each message; what happens after that is reported by your own provider to your own mailbox.

Your data is held in a database and an object store operated on our infrastructure. Generated files, uploaded datasets and template assets are stored privately, scoped to the workspace that created them.

Hosting region: [Hosting region to be confirmed]. If you have a requirement about where data is stored, ask us before you upload anything.

Measures we take include:

• Traffic to the service is encrypted in transit over HTTPS.
• Passwords are stored only as hashes.
• Provider credentials are excluded from normal API responses, so they are not exposed by routine reads.
• Access is scoped per workspace and per role, so a member sees only what their role permits.
• Uploaded files are private by default rather than public-by-accident.

We do not claim any certification or audit standard for these practices. No service can promise absolute security, and we do not. If you believe you have found a vulnerability, please tell us through the contact form before disclosing it publicly.

Delivering the service means relying on a few external providers. The categories are:

• Email providers you choose to connect — Google, Microsoft, or the SMTP service you configure. Your messages pass through them under their own terms.
• Payment processing for card payments, so that we do not handle card details ourselves.
• Hosting and infrastructure for the servers, database and file storage.
• An advertising provider, on the ad-supported Free plan only, to fill the advert slots described under Cookies. It receives no account data.

We do not send your recipient data to any third party other than the email provider you connected, which needs it in order to deliver the message you asked us to send.

The application uses cookies for one thing: keeping you signed in. They hold your session and authentication tokens, and the service cannot work without them.

We do not embed social-media trackers, and we do not sell or share your personal information with advertisers.

The Free plan is ad-supported. Where adverts are shown, the ad provider may set its own cookies in your browser to measure impressions and limit how often you see the same advert. Those cookies are the provider’s, not ours, and they never carry your templates, datasets, recipients or campaign contents — the ad slot sits alongside the application and has no access to your account data. Paid plans are ad-free and set no advertising cookies at all.

Clearing these cookies signs you out. Blocking them prevents sign-in altogether.

We keep your content for as long as your account exists, because it is what the account is for: templates, datasets and campaign records stay available until you delete them.

When you delete a dataset, template or generated file, it is removed from your workspace. Campaign records are kept while the account is open so that you retain a history of what was sent.

Billing records are kept for as long as required for accounting and tax purposes, which may outlast the account itself.

Retention period after account closure: [Retention period after closure to be confirmed]. If you need your data removed sooner, contact us.

Regardless of which data-protection law applies to you, the product itself lets you:

• See and correct your account information from your profile.
• Export or download the files you generated.
• Delete templates, datasets and generated files.
• Disconnect a sending account, removing its stored credential.
• Close your account.

You can also ask us for a copy of the personal information we hold about you, ask us to correct or delete it, or object to a particular use. Contact us and we will respond.

Where your recipients exercise rights over their own data, you are the party they deal with — the data is yours. We will assist you in responding.

Applicable data-protection law: [Governing data-protection regime].

OwnSender is a business tool and is not intended for children. We do not knowingly collect personal information from anyone under the age at which they can enter a contract in their jurisdiction, and accounts may not be created by them.

If you believe a child has created an account or that we hold a child's personal information, tell us and we will delete it.

We may update this policy as the product changes. The date at the top of this page shows when it was last revised.

If a change materially affects how we handle your information, we will tell account holders rather than relying on you to notice the date has moved.