Privacy Policy

1. What information we collect

Account Data: When you install MailMonk from the monday.com marketplace, we receive your monday account ID, user ID, name, and email. We use this information only to identify users, enable collaboration, and communicate when necessary.

Integration Data: When you connect Gmail or Outlook, we receive OAuth permission to send email on your behalf. When you verify a domain for Marketing Campaigns, we process DNS records to authenticate your sending identity.

2. Recipient Data (Data Processing)

In the course of providing our service, MailMonk processes the email addresses and contact information of your recipients ("Recipient Data").

• We act strictly as a Data Processor for this information. You (the user) are the Data Controller.
• We will never sell, rent, or use your Recipient Data for our own marketing or promotional purposes.
• We process this data solely to deliver the emails you schedule, track engagement (opens/clicks), and manage mandatory suppression lists (bounces/unsubscribes) to ensure compliance with global anti-spam laws.

3. Usage data & Cookies

We use Mixpanel for analytics and Sentry for bug tracking to improve reliability and user experience. This data is aggregated and anonymized where possible. We use a single security cookie to prevent cross‑site request forgery attacks. We do not track users for advertising or profiling.

4. How we use your information

• To provide email automation and broadcast services.
• To enforce compliance with our Acceptable Use Policy (tracking bounce rates and spam complaints).
• To support and troubleshoot issues.
• To communicate about product updates or requests.

5. Data security & Retention

We rely on secure cloud infrastructure and encryption practices. We retain your data only while you maintain an active account with MailMonk. When you uninstall the app or request deletion, your account data and associated Recipient Data are removed within 7 working days, except for suppression lists required to prevent future unwanted emails.

6. Third‑party subprocessors

To provide our services reliably, we share limited necessary data with the following infrastructure partners:

• SMTP2GO – High-volume email delivery infrastructure (Processes outbound campaign emails and tracks bounces/complaints).
• Mixpanel – Product analytics.
• Sentry – Bug and crash tracking.
• OpenAI, L.L.C. – Automated content-safety screening of campaign content.

AI-based content safety screening

To keep our platform safe and to comply with anti-spam and acceptable-use obligations, outbound campaign content may be automatically screened for abusive, fraudulent, or prohibited material before it can be sent. This screening is performed using OpenAI’s API (the “OpenAI Platform”), provided by OpenAI, L.L.C., which acts as a sub-processor on our behalf.

What is shared with OpenAI: only the content of your campaign — the sender (“from”) name, the subject line, and the text of the email body. We do not share your recipient lists, contact email addresses, or any contact personal data with OpenAI.

How OpenAI handles this data: Per OpenAI’s published API data-usage policy:

• “As of March 1, 2023, data sent to the OpenAI API is not used to train or improve OpenAI models (unless you explicitly opt in to share data with us).” We have not opted in to any such data-sharing.
• OpenAI may retain API inputs and outputs for up to 30 days for the purpose of identifying and preventing abuse, after which they are deleted from OpenAI’s systems unless OpenAI is legally required to retain them.

You can review OpenAI’s current data policies at https://platform.openai.com/docs/guides/your-data and https://openai.com/enterprise-privacy/.

7. Changes to this policy

We may update this Privacy Policy occasionally to reflect changes in our practices or relevant laws. Continued use of MailMonk after changes means you accept the updated policy.

8. Contact us

For any questions regarding this Privacy Policy, or to submit a data deletion request under GDPR or CCPA, please contact support@mailmonk.app.