Privacy policy

Going Postal (goingpostal.app) is run by In Code Studios Ltd, a company in the United Kingdom (“we”, “us”). This policy explains what personal data we collect when you visit the site or use the service, why, who we share it with and what rights you have. Questions go to privacy@goingpostal.app.

Who is responsible for your data

For our website, your account, your team and billing, we are the controller under the UK GDPR and the Data Protection Act 2018 (and the EU GDPR where it applies).

When an agency or other customer adds other people’s details to Going Postal, such as client contacts who review emails, people they invite to their team or test-send recipients, the customer is the controller of that data and we process it on their behalf as a processor. Those people should contact the customer first; we will help the customer answer them. Customers who need a data processing agreement can ask at privacy@goingpostal.app.

What we collect

When you create and use an account

• Your email address, password (stored only as a hash by our authentication provider) and display name.
• Your teams, roles, invitations and the brands or clients you set up, including brand kits, logos and fonts.
• Everything you make: emails, their versions and code, saved blocks and templates, uploaded images, chat messages with the AI assistant, QA results, review rounds, comments and decisions.
• Connections to your email platforms (Mailchimp, Klaviyo, HubSpot or Brevo). Access tokens and API keys are encrypted at rest and used only to push the templates you choose.
• Billing status: your plan, trial dates, seats and subscription identifiers. Card details go straight to Stripe and never reach us.
• Usage records, such as how many AI messages, test sends and link checks your team has used, so plan limits work.
• Where you came from when you first visited (an ad campaign tag or referring website) and, if you answer it, how you heard about us.

When you add other people

• Client contacts’ names and email addresses, their comments, approvals and whether they have opted out of review emails.
• The email addresses of people you invite and of test-send recipients.

When you visit the site

• Technical data our hosting provider records to run and secure the site, such as IP address, browser and pages requested.
• For our free public tools we count requests per visitor to stop abuse. We store a one-way keyed hash of the IP address with a daily count, never the IP address itself.
• HTML you paste into the free HTML to MJML converter is converted and returned to you. We don’t save it.

How we use it, and our legal bases

• To provide the service you signed up for: accounts, teams, editing, AI features, exports, review links, test sends and integrations (performance of a contract).
• To bill you and apply plan limits (contract, and legal obligations for tax and accounting records).
• To send service emails: sign-up confirmation, invitations, review notifications and important account notices (contract and legitimate interests). We don’t send marketing emails without your consent, and every one we send will let you opt out.
• To keep the service secure, prevent abuse and fix problems (legitimate interests).
• To understand which channels bring people to us and to improve the product (legitimate interests).
• To publish anonymous, aggregated statistics, for example the most common accessibility problems found across emails built with Going Postal. These are counts only, cover at least 20 teams each, and never include email content, names or anything that identifies a person, team or client (legitimate interests).

AI features

When you use an AI feature (chat edits, Fix with AI, HTML import, brand import or the free converter), the content needed for that request is sent to our AI provider, Anthropic, to generate the answer. That can include your email’s code and text, your message, your brand kit, and for brand import the pages, screenshots or emails you supply. Under its commercial terms Anthropic does not use this data to train its models and keeps it only for a limited period. Please don’t paste personal data you don’t need into AI features or the free converter.

Who we share it with

We don’t sell personal data. We use these service providers (sub-processors), each under a contract that protects it:

• Supabase: database, authentication and file storage (hosted in London).
• Vercel: website hosting and serverless functions (run in London, served through a global network).
• Stripe: payments, subscriptions, invoices and tax. For some purchases Stripe’s reseller service acts as the seller of record, which you will see at checkout and on your invoice; it then also processes your billing details as a controller under its own privacy policy.
• Resend: sending our service emails, review emails and your test sends.
• Anthropic: the AI models behind our AI features.
• Cloudflare: DNS for our domain (it doesn’t see page traffic).
• Your email platforms (Mailchimp, Klaviyo, HubSpot, Brevo), only when you connect one and push a template to it. They handle that data under their own terms with you.

We may also disclose data where the law requires it, to protect our rights or users’ safety, or to a buyer if the business is sold (who would have to keep this policy’s protections).

International transfers

Our database and app run in the UK. Some providers (including Anthropic, Stripe and Resend) process data in the United States or elsewhere. Where data leaves the UK or EEA we rely on adequacy regulations (such as the UK–US data bridge) or approved safeguards such as the UK International Data Transfer Addendum and the EU Standard Contractual Clauses.

Images you upload are public by link

Images you upload are hosted at public web addresses so they display in emails that have already been sent. Anyone with the address can view the image, including after you delete it from your library, because deleting it from the library must not break emails already in people’s inboxes. Don’t upload images that must stay private. To have an image removed completely, contact us.

Cookies

We use only first-party cookies. We don’t use advertising or cross-site tracking cookies.

• Sign-in cookies (set by our authentication provider) keep you logged in. Essential.
• gp_team and gp_brand remember which team and client you are working in. Essential.
• gp_oauth_state protects the step where you connect an email platform; it lasts a few minutes. Essential.
• gp_src remembers the campaign or website that first brought you to us (only the site’s name, never the full address), so we can see which channels lead to sign-ups. It lasts up to 90 days and is cleared when you sign up, when that source is saved with your account. It holds no personal details and is never shared.

Your theme choice is kept in your browser’s local storage and never sent to us.

How long we keep it

• Account and team content: while your account exists. Deleting your account deletes your personal team and everything in it.
• Invitations expire after 7 days; review links stop working when a round is replaced or revoked.
• Billing and invoice records: as long as tax and accounting law requires (normally six years in the UK).
• Usage and security records: only as long as needed for limits, abuse prevention and fixing problems.
• Backups are overwritten on a rolling basis, so deleted data can remain in them for a short time.

To delete your account, email privacy@goingpostal.app from the address you signed up with. If you own a shared team, transfer or delete it first, since other members rely on it.

Your rights

You can ask to access, correct, delete or receive a copy of your data, to restrict or object to how we use it, and to withdraw consent where we rely on it. Email privacy@goingpostal.app; we reply within one month. If you are unhappy with our answer you can complain to the UK Information Commissioner’s Office (ico.org.uk) or your local data protection authority.

If you are in California, you have similar rights to know, delete and correct your data, and we don’t sell or share it for cross-context advertising.

Security

Data is encrypted in transit, every database table is protected by row-level access rules, and email-platform credentials are encrypted with keys kept outside the database. Tokens for review links and invitations are stored only as hashes. No system is perfectly secure; if a breach affects you, we will tell you and the regulator as the law requires.

Children

Going Postal is a business tool and isn’t meant for anyone under 18. We don’t knowingly collect children’s data.

Changes to this policy

We will update the date above when this policy changes, and tell account holders by email before any change that materially affects how we use their data.

Contact

In Code Studios Ltd. Email privacy@goingpostal.app.