1. Overview
GridMail ("GridMail," "we," "us") provides software that helps independent recruiters and staffing firms research prospects, draft personalized outreach, and send it from their own Gmail or Google Workspace account. This policy explains what information we collect when you use GridMail, why we collect it, and the choices you have.
This policy covers our website and the GridMail application. It does not cover third-party services you connect to GridMail, like Google or Microsoft, which have their own privacy policies governing your use of their products.
2. Data we collect
We collect information in three ways: what you give us directly, what we collect automatically, and what we receive through the integrations you connect.
Information you provide
- Account information: name, work email, and password (or authentication credentials if you sign in through a third party).
- Billing information: processed by our payment provider. We do not store full card numbers on our own servers.
- Support requests: anything you send us through the contact form or email, including your name, email address, and message.
Information collected automatically
- Usage data: pages visited, features used, and general interaction data, collected to understand how the product is used and to fix problems.
- Device and log data: IP address, browser type, and timestamps, collected for security and troubleshooting.
Information from connected accounts
- Email account access: when you connect Gmail or Google Workspace, we request permission to send email on your behalf and to detect replies so we can stop a sequence automatically. We request the minimum access needed for that purpose and do not read email unrelated to campaigns you run through GridMail.
3. Data about the people you contact
To use GridMail, you upload information about the companies and individuals you want to contact, typically a name, company, job title, and website. This is data about third parties that you provide to us, and you're responsible for having a lawful basis to contact them, consistent with our Terms of Service and Unsubscribe Policy.
We process this data solely to provide the service to you: researching the prospect's public website, drafting an opener, sending the sequence, and tracking replies and unsubscribes. We do not sell this data, use it to build profiles across customers, or contact these individuals for our own purposes.
If a prospect unsubscribes or asks to be removed, we add them to a permanent suppression list as described in our Unsubscribe Policy.
4. How we use data
- To provide, maintain, and improve GridMail.
- To personalize email drafts using information from a prospect's public website.
- To detect replies and automatically stop follow-up sequences.
- To process payments and manage your subscription.
- To respond to support requests.
- To monitor for abuse, fraud, and violations of our Terms of Service.
- To comply with legal obligations.
5. Who we share data with
We do not sell your data or the data of the prospects you upload. We share data only with service providers who help us run GridMail, under agreements that limit how they can use it:
- Infrastructure and hosting providers that store application data.
- Email sending infrastructure used to route messages through your connected Gmail or Google Workspace account.
- AI and language model providers used to generate draft copy from prospect website content.
- Payment processors that handle billing.
- Analytics providers used in aggregate to understand product usage.
We may also disclose information if required by law, to protect the rights and safety of GridMail or our users, or in connection with a merger, acquisition, or sale of assets, with notice to affected users where required.
6. Security
We use industry-standard safeguards, including encryption in transit, access controls limiting who at GridMail can view customer data, and regular review of our systems. No method of transmission or storage is completely secure, and we can't guarantee absolute security.
7. Data retention
We retain account data for as long as your account is active and for a reasonable period afterward to comply with legal obligations, resolve disputes, and enforce our agreements. Uploaded prospect data is retained for as long as needed to run and report on the campaigns you create, and is deleted or anonymized on a rolling basis after a campaign is closed, except for suppression records, which are kept indefinitely so we can continue honoring unsubscribe requests.
8. Your rights and choices
Depending on where you live, you may have the right to access, correct, export, or delete your personal data, or to object to or restrict certain processing. To exercise any of these rights, contact us using the details below. We'll respond within the timeframe required by applicable law.
You can update your account information directly in the app, and you can disconnect your Gmail or Google Workspace account at any time from your account settings, which revokes GridMail's access immediately.
9. Children's privacy
GridMail is a business tool intended for professional use and is not directed at anyone under 18. We do not knowingly collect personal information from children.
10. International data transfers
GridMail may process and store data in countries other than your own. Where we transfer personal data internationally, we use appropriate safeguards required by applicable law.
11. Changes to this policy
We may update this policy as GridMail evolves. If we make material changes, we'll notify you by email or through the app before the changes take effect. The "Last updated" date at the top of this page reflects the most recent revision.
12. Contact us
Questions about this policy or how we handle data? Reach out through the contact form on our homepage, or email us directly. We aim to respond to privacy-related requests within a reasonable timeframe and in line with applicable law.