MailRook (together with its affiliates companies – "MailRook", "we", "our" or "us") collect, store, use and disclose personal data regarding individuals ("you") who: (i) visit or otherwise interact with our websites ("Visitors"), available at mailrook.com or any other website, webpage, e-mail, text message or online ad under our control (collectively – "Sites"); (ii) use our cloud-based human resources management platform, via the Sites or mobile applications and any additional extensions whether as an end user ("users") or as an administrator ("Admin") on behalf of our business customers ("customers"; and together with the Sites – the "Service").
Your privacy is important to us, and we are strongly committed to making our practices regarding your personal data transparent and fair.
Please read this Privacy Policy carefully and make sure that you fully understand and agree to it.
You are not legally required to provide us with any Personal Data (defined below), and may do so (or avoid doing so) at your own free will.
If you do not wish to provide us with such Personal Data, or to have it processed by us or any of our Service Providers (defined below), please simply do not enter our Sites or use our Service. You may also choose not to provide us with "optional" Personal Data, but please keep in mind that without it we may not be able to provide you with the full range of our services or with the best user experience when using our Service.
This Privacy Policy pertains to MailRook's practices as a "data controller", where we determine the means and purposes for processing personal data. Where we process data on our Customers' behalf, we act as their "data processor", pursuant to our agreement with them (as further explained in Section 9 below). If you are a User of the Service on behalf of any of our Customers, we suggest that you contact your Admin with any questions or requests which pertain to your personal data processed by us on behalf of such customer.
This Privacy Policy forms part of our Terms and Conditions and our Customer Subscription Terms (collectively, the "Terms"). Any capitalized but undefined term in this Privacy Policy shall have the meaning given to it in the Terms applicable to your use.
We collect various types of personal data regarding our Users as well as data regarding Visitors to our Sites. Such data is typically collected and generated through your interaction with us or our Service, through automatic means, or directly from you, from other Users, from our customers, or from other third parties (including Service Providers, as hereinafter defined).
Specifically, we collect the following categories of data (which, to the extent it relates to an identified or identifiable individual, is deemed as "Personal Data"):
User Data received from you: When you contact us or sign up to the Service and create your individual profile ("User Profile"), you may provide us with Personal Data. This includes your name, workplace, gender and position, contact details (such as e-mail, phone and address), account login details (e-mail address and passwords which are automatically hashed), image, as well as any other data you choose to provide when you use our Service, contact us, or interact with others via our Service. If you choose to sign up or login using your Google or Microsoft account, we will receive these and other details you might have listed there.
Once you are logged in to our Service, you (or your organization's Admin) may submit various additional details and documentation concerning yourself or your relatives – depending on the requirements and settings by your Admin. This could include your employee ID, government-issued ID or national security number, information and documentation concerning your employment, compensation and benefits details, family status and details on your dependents and emergency contacts, bank account details, investment preferences and plans, and other information you or your organization choose to submit in order to further and more fully utilize the various features of the Service (collectively, "User Data").
Data automatically collected or generated: When you visit, interact with, or use our Service, we may collect, record or generate certain technical data about you. We do so either independently or with the help of third party Service Providers (as defined in Section 4 below), including through the use of "cookies" and other tracking technologies (as detailed in Section 5 below).
Such data consists of connectivity, technical and aggregated usage data, such as IP addresses and general locations, device and application data (like type, operating system, mobile device id, browser version, locale and language settings used), date and time stamps of usage, the cookies and pixels installed or utilized on such device and the recorded activity (sessions, clicks and other interactions) of Visitors and Users in connection with our Service. In addition, phone calls (e.g. with our customer success or product consultants) may be automatically recorded, tracked and analyzed, for purposes including analytics, service-, operations-, and business quality control and improvements, and record-keeping purposes.
User Data received from our customers and Users: Our customers and Users may provide us with the contact details of their employees, team members and colleagues, in order for us to contact, invite or subscribe them as Users to our Service. Such data typically includes these individuals' names, phone numbers and work e-mails.
Data received from other third parties: We may receive Personal Data concerning you from other sources. For example, if you participate in an event, webinar or promotion that we sponsor or participate in, we may receive your Personal Data from its organizers. We may also receive your contact and professional details (e.g., your name, company, position, contact details and professional experience, preferences and interests) from our business partners or service providers, and through the use of tools and channels commonly used for connecting between companies and individuals in order to explore potential business and employment opportunities, such as LinkedIn and other data sources.
In any event, such data will only be processed by MailRook on behalf of your organization – our customer, in accordance with our Data Processing Agreement executed by us with a customer (to the extent applicable), any other agreements between us and such organization, and this Privacy Policy.
Data concerning service integrations: If, when using the Service, you or your Admin choose to integrate your organization's Service account with a third-party service (and such service is supported by our Service as detailed in our Site), we will connect and integrate that third-party service to ours. The third-party provider of this integration may receive certain relevant data about or from your organization's account (including User Data), or share certain relevant data from your account on their service with our Service, depending on the nature and purpose of such integration. Note that we do not receive or store your passwords for any of these third-party services (but do typically require your API key in order to integrate with them). If you do not wish your data to be shared with such third-party service(s), please contact your Admin.
Data obtained through Analytics Tools: We use analytics tools (e.g. Google Analytics) to collect data about the use of our Sites and Service. Analytics tools collect data such as how often Users and Visitors visit or use the Sites or Service, which pages they visit and when, and which website, ad or e-mail message brought them there.
We use Personal Data as necessary for the performance of our Service; to comply with our legal and contractual obligations; and to support our legitimate interests in maintaining and improving our Service, e.g. in understanding how our Service are used and how our campaigns are performing, and gaining insights which help us dedicate our resources and efforts more efficiently; in marketing, advertising and selling our Service to you and others; providing customer service and technical support; and protecting and securing our Users, customers, Visitors, ourselves and our Service.
If you reside or are using the Service (i) in a territory governed by privacy laws under which "consent" is the only or most appropriate legal basis for processing Personal Data (in general, or specifically with respect to the types of Personal Data you choose to share via the Service), your acceptance of our Terms and of this Privacy Policy will be deemed as your consent to the processing of your Personal Data for all purposes detailed in this Privacy Policy. If you wish to revoke such consent, please contact us by email at [email protected].
Specifically, we use Personal Data for the following purposes: