Privacy Policy

This policy explains how we collect, use and protect personal data when you use our website, when you enquire about or use our service, and when we contact businesses on behalf of our clients. We are committed to handling personal data carefully and lawfully under UK data protection law.

Who we are

Mailpulse is a B2B email marketing service based at Eastham Hall, Eastham CH62 0AF. In this policy, "we", "us" and "our" refer to Mailpulse.

We are the data controller responsible for the personal data described in this policy. You can reach us at any time at hello@mailpulse.co.uk or on 03333 604 102.

Who this policy covers

We process personal data relating to two groups of people, and the detail below applies to whichever group you fall into:

• People who contact or work with us. Visitors to our website, people who get in touch or start a trial, and our clients and their staff.
• Business contacts we reach on behalf of our clients. Decision-makers at UK businesses whom we email as part of a client's campaign.

The information we collect

If you contact us or become a client

When you get in touch, start a trial or work with us, we collect the information you give us. This typically includes your name, work email address, company website, and anything you choose to tell us about your business and the audience you want to reach. If you become a client, we also hold the correspondence, campaign details and billing information needed to provide the service.

If we contact you as a business prospect

When we run a campaign on behalf of a client, we process business contact details such as a name, job role, business email address, company and, where relevant, a business telephone number, along with publicly available business information. We also record engagement information, for example whether an email was delivered, opened or clicked, or whether the recipient visited the client's website, so that we can identify genuine interest and report it to our client.

When you use our website

Our website is intentionally lightweight. We do not use advertising or tracking cookies. When you submit a form, your details are processed by our form and hosting providers solely to deliver your message to us. Our hosting provider may collect standard, limited technical information (such as IP address) for security and to keep the site running.

How we use your information, and our lawful basis

Under UK GDPR we must have a lawful basis for processing personal data. The bases we rely on are set out below.

• To respond to you and provide our service. Where you contact us or become a client, we process your data to reply, set up and run your campaigns, deliver the service and manage our relationship with you. Our lawful basis is the performance of a contract with you, or our legitimate interest in responding to enquiries and running our business.
• To carry out B2B marketing for our clients. When we email business prospects on a client's behalf, our lawful basis is our and our client's legitimate interests in promoting relevant products and services to other businesses. We have assessed this through a documented Legitimate Interests Assessment, we contact corporate recipients in line with the Privacy and Electronic Communications Regulations (PECR), and every message offers a simple way to opt out.
• To meet our legal obligations. We may process data where the law requires it, for example to keep accounting records or respond to lawful requests.

Marketing and your right to opt out

Every marketing email we send identifies who it is from and on whose behalf, and includes a clear, working way to unsubscribe. We honour opt-outs promptly and add the address to a suppression list that is applied across all of our sending, so you will not be contacted again about that campaign. You can also opt out at any time via our unsubscribe page.

You can object to our use of your data for marketing at any time, with no need to give a reason, by using the unsubscribe link in any email or by emailing hello@mailpulse.co.uk.

Who we share your information with

We do not sell personal data. We share it only where necessary:

• Service providers. Trusted suppliers who help us deliver the service, such as our email-sending infrastructure, website hosting and form processing. They act on our instructions under appropriate contractual terms.
• Our clients. Where you have shown genuine interest in a client's campaign, we provide that client with your business contact details and engagement so they can follow up, which is the purpose of the campaign.
• Legal and regulatory bodies. Where we are required to share information by law or to protect our legal rights.

Storing and transferring data

Some of our service providers may process data outside the United Kingdom. Where they do, we take steps to ensure your data receives an equivalent level of protection, for example by relying on a UK adequacy decision or putting approved transfer safeguards (such as the International Data Transfer Agreement or the UK Addendum to the EU Standard Contractual Clauses) in place.

How long we keep your information

We keep personal data only for as long as we need it for the purposes set out in this policy, after which we delete or anonymise it. Enquiry and client records are kept for the duration of our relationship and for a reasonable period afterwards to meet legal and accounting requirements. Suppression records are kept for as long as necessary to ensure we continue to honour opt-outs.

Keeping your information secure

We use appropriate technical and organisational measures to protect personal data against loss, misuse and unauthorised access. No method of transmission or storage is completely secure, but we take the security of your data seriously and review our measures regularly.

Your rights

Under UK GDPR you have a number of rights over your personal data, including the right to:

• be informed about how we use your data;
• access the data we hold about you;
• have inaccurate data corrected;
• have your data erased in certain circumstances;
• restrict or object to how we process your data, including for marketing;
• request portability of certain data.

To exercise any of these rights, email hello@mailpulse.co.uk. We will respond within the timescales set out in law.

Changes to this policy

We may update this policy from time to time to reflect changes in our practices or in the law, including ongoing changes under the Data (Use and Access) Act 2025. The date at the top shows when it was last updated, and the current version always applies.

Contact us

If you have any questions about this policy or about how we use your data, please email hello@mailpulse.co.uk.