Privacy Policy

Last Updated: 2/4/2025

Inbox Genie is an online marketing platform operated by Inbox Genie LLC a company headquartered in the State of North Carolina in the United States (“we,” “us,” “our,” and “Inbox Genie”).

Our Service enables our clients to send and manage email campaigns. We also provide other related services, such as data analytics and insights to help our clients track and personalize their marketing activities.

Key Terms

In this privacy policy, these terms have the following meanings:

  •  “Affiliate” means an entity that directly or indirectly controls, is controlled by or is under common control with an entity.
  •  “Contact” is a person a client may contact through our service. In other words, a contact is anyone on a client’s distribution list or about whom a client has given us information.
  •  “Distribution List” is a list of contacts a client may upload or manage on our platform and all associated information related to those contacts (for example, email addresses).
  • “Client” means any person or entity that is registered with us to use the service.
  • “Personal Information” means any information that identifies or can be used to identify an individual directly or indirectly. Examples of personal information include, but are not limited to, first and last name, date of birth, email address, gender, occupation, or other demographic information.
  • “Service” has the meaning given to it in our Terms of Service.
  • “Visitor” means, depending on the context, any person who visits the Inbox Genie website, offices, or otherwise engages with us at our events or in connection with our marketing or recruitment activities.
  • “you” and “your” means, depending on the context, either a client, a contact, or a visitor.

Information We Collect

The personal information that we collect depends on the context of your interactions with Inbox Genie, your Inbox Genie account settings, the products and features you use, your location, and applicable law. However, the personal information we collect broadly falls into the following categories:

(i) Information you provide to us: you (or your organization) may provide certain personal information to us when you sign up for a Inbox Genie account and use the service, consult with our customer service team, send us an email, integrate the service with another website or service.

This information may include:

  • Business contact information (such as your name, job title, organization, location, phone number, email address, and country);
  • Marketing information (such as your contact preferences);
  • Account log-in credentials (such as your email address or username when you sign up for an account with us);
  • Troubleshooting and support data (which is data you provide, or we otherwise collect in connection with support queries we receive from you. This may include contact or authentication data, the content of your chats and other communications with us, and the product or service you are using related to your help inquiry); and
  • Payment information (including your credit card numbers and associated identifiers and billing address).

(ii) Information we collect automatically: When you use the service, we may automatically collect or receive certain information about your device and usage of the service (collectively “Service Usage Data”). In some (but not all) countries, including countries in the European Economic Area (“EEA”), this information is considered personal information under applicable data protection laws. We use cookies and other tracking technologies to collect some of this information.

Service Usage Data may include:

  • Device information: We collect information about the device and applications you use to access the service, such as your IP address, your operating system, your browser ID, and other information about your system and connection.
  • Log data: Our web servers keep log files that record data each time a device accesses those servers and the nature of each access, including originating IP addresses and your activity in the service (such as the date/time stamps associated with your usage, pages and files viewed, searches and other actions you take (for example, which features you used)), device event information (such as system activity, error reports (sometimes called ‘crash dumps’)), and hardware settings. We may also access metadata and other information associated with files that you upload into our service.
  • Usage data: We collect usage data about you whenever you interact with our service, which may include the dates and times you access the service and your browsing activities (such as what portions of the service you used). We also collect information regarding the performance of the service, including metrics related to the deliverability of emails and other communications you send through the service. This information allows us to improve the content and operation of the service and facilitate research and analysis of the service.

(iii) Information we collect from other sources: From time to time, we may obtain information about you from third-party sources, such as public databases or social media platforms.

Examples of the information we receive from other sources include demographic information (such as age and gender), or location information (such as city and state). We use this information, alone or in combination with other personal information we collect, to enhance our ability to provide relevant marketing and content to you and to develop and provide you with more relevant products, features, and service.

Use of Personal Information

We may use the personal information we collect or receive through the service (alone or in combination with other data we source) for the purposes and on the legal bases identified below:

  • To bill and collect money owed to us by you to perform our contract with you for the use of the service or where we have not entered into a contract with you, in accordance with our legitimate interests to operate and administer our service. This includes sending you emails, invoices, receipts, notices of delinquency, and alerting you if we need a different credit card number. We use third parties for secure credit card transaction processing, and those third parties collect billing information to process your orders and credit card payments.
  • To send you system alert messages in reliance on our legitimate interests in administering the service and providing certain features. For example, we may inform you about temporary or permanent changes to our service, such as planned outages, or send you account, security or compliance notifications, such as new features, version updates, releases, abuse warnings, and changes to this privacy policy.
  • To communicate with you about your account and provide customer support to perform our contract with you for the use of the service or where we have not entered into a contract with you, in reliance on our legitimate interests in administering and supporting our service.
  • To enforce compliance with our Terms of Service and applicable law, and to protect the rights and safety of our clients in reliance on our legitimate interest to protect against misuse or abuse of our service and to pursue remedies available. This may include developing tools and algorithms that help us prevent violations. For example, sometimes we review the content our clients send or display to ensure it complies with our Terms of Service. To improve that process, we have software that helps us find content that may violate our Terms of Service. We may or our third-party service provider may also review content that our clients send or display. This benefits all clients who comply with our Terms of Service because it reduces abuse and helps us maintain a reliable platform. Please do not use Inbox Genie to send or display confidential information.
  • To meet legal requirements, including complying with court orders, valid discovery requests, valid subpoenas, and other appropriate legal mechanisms.
  • To provide information to representatives and advisors, including attorneys and accountants, to help us comply with legal, accounting, or security requirements in reliance on our legitimate interests.
  • To prosecute and defend a court, arbitration, or similar legal proceeding.
  • To respond to lawful requests by public authorities, including to meet national security or law enforcement requirements.
  • To provide, support and improve the service to perform our contract with you for the use of the service or where we have not entered into a contract with you, in reliance on our legitimate interests in administering and improving the service and providing certain features. For example, this may include sharing your information with third parties in order to provide and support our service or to make certain features of the service available to you. When we share your personal information with third parties, we take steps to protect your information in a manner that is consistent with our obligations under applicable privacy laws.
  • To provide suggestions to you and to provide tailored features within our service that optimize and personalize your experience in reliance on our legitimate interests in administering the service and providing certain features. This includes using data to recommend products or services that you may be interested in or that may be relevant to you or your contacts. Some of these suggestions are generated through analysis of the data used in our data analytics projects.
  • To perform data analytics projects in reliance on our legitimate business interests in improving and enhancing our products and services for our clients. Our data analytics projects use data from Inbox Genie accounts to provide and improve the service. We use information like your sending habits, so we can make more informed predictions, decisions, and products for our clients. 

Third-Party Integrations

We may use the personal information we collect or receive through the service, as a processor and as otherwise stated in this privacy policy, to enable your use of the integrations and plugins you choose to connect to your Inbox Genie account.

Cookies and Tracking Technologies

We and our third-party partners may use various technologies to collect and store service usage data when you use our service. This may include using cookies and similar tracking technologies, such as pixels, and web beacons. For example, we use web beacons in the emails we send on your behalf, which enable us to track certain behavior, such as whether the email sent through the service was delivered and opened and whether links within the email were clicked. These web beacons allow us to collect information such as the recipient’s IP address, browser, email client type and other similar data as further described above details. We use this information to measure the performance of your email campaigns, to provide analytics information, enhance the effectiveness of our service, and for other purposes described above. Reports are also available to us when we send email to you, so we may collect and review that information.

 Client Distribution Lists

In order to send an email campaign or use certain features in your account, you need to upload a distribution list that provides us information about your contacts, such as their names and email addresses. We use and process this information to provide the service in accordance with our contract with you or your organization and this privacy policy.

A distribution list can be created by importing contacts via API or by uploading a file from within the Inbox Genie application. A distribution list contains at a minimum and Contact’s email address.  Additional contact information may be provided by the Client at their discretion. Any additional contact data stored in Inbox Genie is available for Contact segmentation and/or email creative personalization purposes.   We do not, under any circumstances, sell, share or otherwise make available your distribution lists / Contact information to any parties outside your organization. If someone on your distribution list complains or contacts us directly, we might then contact that person. In the event of such a complaint we will most often Unsubscribe the Contact who has complained from the list that generated the email they complained about. You may export (download) your distribution lists from Inbox Genie by accessing the “Lists & Segments” tab from within your account.

If we detect abusive or illegal behavior related to your distribution list, we may share your distribution list or portions of it with affected ISPs or anti-spam organizations to the extent permitted or required by applicable law.

If a contact chooses to use the forward-to-a-friend link in an email campaign a client sends, it will allow the contact to share the client’s email content with individuals not on the client’s distribution list. When a contact forwards an email to a friend, we do store the contact’s email address and their friend’s email address, but no one is added to any distribution list as a result of the forward-to-a-friend link. 

How We Share Information

We may share and disclose your personal information with our affiliates and to the following types of third parties for the purposes described in this privacy policy.

(i) Our service providers: Sometimes, we share your information with our third-party service providers working on our behalf for the purposes described in this privacy policy. For example, companies we’ve hired to help us provide and support our service or assist in protecting and securing our systems and services and other business-related functions.

Other examples include analyzing data, hosting data, engaging technical support for our service, processing payments, and delivering content.

(ii) Advertising partners: We may partner with third-party advertising networks, exchanges, and social media platforms to display advertising on the Inbox Genie website or to manage and serve our advertising on other sites, and we may share personal information of clients and visitors with them for this purpose. We and our third-party partners may use cookies and other similar tracking technologies, such as pixels and web beacons, to gather information about your activities on the Inbox Genie website and other sites in order to provide you with targeted advertising based on your browsing activities and interests.

(iii) Any competent law enforcement body, regulatory body, government agency, court or other third party where we believe disclosure is necessary (a) as a matter of applicable law or regulation, (b) to exercise, establish, or defend our legal rights, or (c) to protect your vital interests or those of any other person.

(iv) A potential buyer (and its agents and advisors) in the case of a sale, merger, consolidation, liquidation, reorganization, or acquisition. In that event, any acquirer will be subject to our obligations under this privacy policy, including your rights to access and choice. We will notify you of the change either by sending you an email or posting a notice on the Inbox Genie website.

(v) Any other person with your consent.

Legal Basis for Processing Personal Information (EEA and UK Persons Only)

If you are located in the EEA or UK, our legal basis for collecting and using the personal information described above will depend on the personal information concerned and the specific context in which we collect it.

However, we will normally collect and use personal information from you where the processing is in our legitimate interests and not overridden by your data-protection interests or fundamental rights and freedoms. Our legitimate interests typically include improving, maintaining, providing, and enhancing our technology, products, and services; ensuring the security of the service and our Inbox Genie website; and supporting our marketing activities.

If you are a client, we may need the personal information to perform a contract with you. In some limited cases, we may also have a legal obligation to collect personal information from you. If we ask you to provide personal information to comply with a legal requirement or to perform a contract with you, we will make this clear at the relevant time and advise you whether the provision of your personal information is mandatory or not, as well as of the possible consequences if you do not provide your personal information.

Where required by law, we will collect personal information only where we have your consent to do so.

Your Choices and Opt-Outs

Clients and visitors who have opted in to our marketing emails can opt out of receiving marketing emails from us at any time by clicking the “unsubscribe” link at the bottom of our marketing messages.

Also, all opt-out requests can be made by emailing us at [email protected]. Please note that some communications (such as service messages, account notifications, billing information) are considered transactional and necessary for account management, and clients cannot opt out of these messages unless you cancel your Inbox Genie account.

Our Security

We take appropriate and reasonable technical and organizational measures designed to protect personal information from loss, misuse, unauthorized access, disclosure, alteration, and destruction, taking into account the risks involved in the processing and the nature of the personal information.

Inbox Genie accounts require a username and password to log in. Clients must keep their username and password secure, and never disclose it to a third party. Because the information in a client’s Inbox Genie account is private, account passwords are hashed, which means we cannot see a client’s password. We cannot resend forgotten passwords either. We will only provide clients with instructions on how to reset them.

Retention of Data

We retain personal information where we have an ongoing legitimate business or legal need to do so. Our retention periods will vary depending on the type of data involved, but, generally, we’ll refer to these criteria in order to determine retention period:

  • Whether we have a legal or contractual need to retain the data.
  • Whether the data is necessary to provide our service.
  • Whether our clients have the ability to access and delete the data within their Inbox Genie accounts.
  • Whether our clients would reasonably expect that we would retain the data until they remove it or until their Inbox Genie accounts are closed or terminated.

When we have no ongoing legitimate business need to process your personal information, we will either delete or anonymize it or, if this is not possible (for example, because your personal information has been stored in backup archives), then we will securely store your personal information and isolate it from any further processing until deletion is possible.

California Privacy

The California Consumer Privacy Act (“CCPA”) provides consumers with specific rights regarding their personal information. You have the right to request that businesses subject to the CCPA (which may include our Clients with whom you have a relationship) disclose certain information to you about their collection and use of your personal information over the past 12 months. In addition, you have the right to ask such businesses to delete personal information collected from you, subject to certain exceptions. If the business sells personal information, you have a right to opt-out of that sale. Finally, a business cannot discriminate against you for exercising a CCPA right.

When offering services to its clients, Inbox Genie acts as a “service provider” under the CCPA and our receipt and collection of any consumer personal information is completed on behalf of our clients in order for us to provide the service. Please direct any requests for access or deletion of your personal information under the CCPA to the client with whom you have a direct relationship.

Do not Track

Certain state laws require us to indicate whether we honor “Do Not Track” settings in your browser. Inbox Genie adheres to the standards set out in this privacy policy and does not monitor or follow any Do Not Track browser requests.

Changes to this Policy

We may change this privacy policy at any time and from time to time. The most recent version of the privacy policy is reflected by the version date located at the top of this privacy policy. All updates and amendments are effective immediately upon notice, which we may give by any means, including, but not limited to, by posting a revised version of this privacy policy or other notice on InboxGenie.com. We encourage you to review this privacy policy often to stay informed of changes that may affect you. Our electronically or otherwise properly stored copies of this privacy policy are each deemed to be the true, complete, valid, authentic, and enforceable copy of the version of this privacy policy that was in effect on each respective date you visited the Inbox Genie website..