PRIVACY POLICY

Last updated: January 1, 2025

1. Introduction

OutreachBox ("we," "our," or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our AI-powered marketing automation platform, including our website, mobile applications, and related services (collectively, the "Service").

By using the Service, you consent to the data practices described in this Privacy Policy. If you do not agree with the data practices described in this policy, you should not use the Service.

2. Information We Collect

We collect information that you provide directly to us, information collected automatically when you use the Service, and information from third-party sources.

2.1 Information You Provide

We collect information that you provide directly to us, including:

  • Account Information: Name, email address, password, phone number, company name, job title, and billing information
  • Contact Data: Email addresses, names, company information, job titles, phone numbers, and other contact details you upload or import into the Service
  • Campaign Content: Email templates, subject lines, campaign content, and personalization variables you create or upload
  • Prospect Research Data: Search queries, research criteria, and discovered prospect information collected through our research features
  • Communication Data: Messages, support tickets, feedback, and other communications you send to us
  • Payment Information: Credit card details, billing addresses, and payment history (processed through secure third-party payment processors)
  • Team Member Information: Information about team members you invite, including email addresses and assigned roles

2.2 Information Collected Automatically

When you use the Service, we automatically collect certain information, including:

  • Usage Data: How you use the Service, including features accessed, actions taken, time spent, and frequency of use
  • Email Interaction Data: Email opens, clicks, replies, bounces, unsubscribes, and engagement metrics
  • Campaign Performance Data: Campaign statistics, conversion rates, and performance analytics
  • Device Information: IP address, browser type, operating system, device identifiers, and mobile network information
  • Log Data: Access times, pages viewed, links clicked, and referring website addresses
  • Cookies and Tracking Technologies: Information collected through cookies, web beacons, and similar tracking technologies
  • AI Agent Activity: Records of AI agent usage, including content generation requests, research queries, and automated actions
  • Web Crawler Data: Information about websites crawled, content analyzed, and data extracted through our web crawling features

2.3 Information from Third Parties

We may receive information about you from third-party sources, including:

  • Integrated Services: Data synced from CRM systems, email service providers, and other integrated third-party services
  • Email Verification Services: Email validation and verification results from third-party providers
  • Prospect Data Providers: Enriched contact and company information from data providers
  • Social Media Platforms: Publicly available information from social media platforms when using our research features
  • Public Sources: Information collected from publicly available websites, directories, and databases during prospect research
  • Payment Processors: Transaction information from payment processors for billing purposes

3. How We Use Your Information

We use the information we collect to:

  • Provide and Improve the Service: Deliver, maintain, and enhance the functionality of the Service, including campaign management, AI content generation, prospect research, and analytics
  • Process Transactions: Process payments, send invoices, manage subscriptions, and handle billing-related communications
  • Communicate with You: Send technical notices, updates, security alerts, support messages, and administrative communications
  • Personalize Your Experience: Customize content, recommendations, and features based on your usage patterns and preferences
  • Enable AI Features: Power AI agents for content generation, personalization, prospect research, and workflow automation
  • Conduct Research and Analysis: Analyze usage patterns, campaign performance, and service effectiveness to improve our offerings
  • Enforce Terms and Policies: Monitor compliance with our Terms of Service and detect, prevent, and address fraud, abuse, or security issues
  • Legal Compliance: Comply with applicable laws, regulations, legal processes, and governmental requests
  • Team Collaboration: Enable team member invitations, role management, and collaborative features
  • Email Deliverability: Verify email addresses, monitor sender reputation, and improve email deliverability rates

4. Information Sharing and Disclosure

We do not sell, trade, or rent your personal information to third parties. We may share your information only in the following circumstances:

  • With Your Consent: When you explicitly consent to sharing your information
  • Service Providers: With third-party service providers who perform services on our behalf, including:
    • Cloud hosting and infrastructure providers
    • Payment processors and billing services
    • Email delivery and verification services
    • AI model providers for content generation
    • Analytics and monitoring services
    • Customer support platforms
  • Business Transfers: In connection with a merger, acquisition, reorganization, or sale of assets, where your information may be transferred as part of the transaction
  • Legal Requirements: When required by law, regulation, legal process, or governmental request, or to protect our rights, property, or safety
  • Integrated Services: When you choose to integrate with third-party services (e.g., CRM systems), we may share data as necessary to enable the integration
  • Team Members: With team members you invite to your projects, in accordance with their assigned roles and permissions
  • Anonymized Data: We may share aggregated, anonymized data that cannot be used to identify you for research, analytics, or business purposes

5. Data Security

We implement appropriate technical and organizational security measures to protect your personal information against unauthorized access, alteration, disclosure, or destruction. These measures include:

  • Encryption of data in transit using TLS/SSL protocols
  • Encryption of sensitive data at rest
  • Regular security assessments and vulnerability testing
  • Access controls and authentication mechanisms
  • Secure coding practices and security monitoring
  • Regular backups and disaster recovery procedures
  • Employee training on data security and privacy

However, no method of transmission over the internet or electronic storage is 100% secure. While we strive to use commercially acceptable means to protect your information, we cannot guarantee absolute security.

6. Your Rights and Choices

Depending on your location, you may have certain rights regarding your personal information:

  • Access: Request access to your personal information and receive a copy of the data we hold about you
  • Correction: Request correction of inaccurate or incomplete personal information
  • Deletion: Request deletion of your personal information, subject to legal and contractual obligations
  • Data Portability: Request a copy of your data in a machine-readable format
  • Objection: Object to processing of your personal information for certain purposes
  • Restriction: Request restriction of processing of your personal information
  • Withdraw Consent: Withdraw consent for processing based on consent
  • Opt-Out: Opt out of marketing communications by using unsubscribe links or contacting us

To exercise these rights, please contact us at privacy@outreachbox.com. We will respond to your request within a reasonable timeframe.

7. GDPR and International Privacy Rights

If you are located in the European Economic Area (EEA), United Kingdom, or other jurisdictions with similar data protection laws, you have additional rights under the General Data Protection Regulation (GDPR) and other applicable laws:

  • Lawful Basis: We process your personal data based on legitimate interests, contract performance, legal obligations, and your consent
  • Data Controller: OutreachBox acts as a data controller for your account and profile information, and as a data processor for contact and campaign data you manage
  • Data Processing Agreements: We enter into data processing agreements with third-party service providers who process data on our behalf
  • International Transfers: Your data may be transferred to and processed in countries outside the EEA. We ensure appropriate safeguards are in place for such transfers
  • Data Retention: We retain your personal information for as long as necessary to provide the Service or as required by law

8. Contact Data and Third-Party Information

As a marketing automation platform, OutreachBox processes contact data that you upload or import, including email addresses and personal information of your contacts. When you use the Service:

  • You represent and warrant that you have obtained necessary consents and have the legal right to process contact data through the Service
  • You are responsible for ensuring compliance with applicable data protection laws (e.g., GDPR, CCPA) when collecting and processing contact information
  • You must honor unsubscribe requests and respect opt-out preferences of your contacts
  • We act as a data processor for contact data you manage, and you remain the data controller responsible for legal compliance
  • You may export contact data at any time through the Service interface or API

9. Cookies and Tracking Technologies

We use cookies and similar tracking technologies to track activity on our Service and hold certain information. Cookies are files with a small amount of data that may include an anonymous unique identifier. We use both session cookies (which expire when you close your browser) and persistent cookies (which stay on your device until deleted).

We use cookies for:

  • Authentication and session management
  • Remembering your preferences and settings
  • Analyzing usage patterns and service performance
  • Improving user experience and functionality
  • Providing personalized content and recommendations

You can instruct your browser to refuse all cookies or to indicate when a cookie is being sent. However, if you do not accept cookies, you may not be able to use some portions of our Service.

10. AI and Automated Processing

OutreachBox uses artificial intelligence and machine learning to provide features such as content generation, prospect research, and personalization. This involves:

  • Processing your content and data through AI models to generate email content, subject lines, and personalized messages
  • Analyzing contact and campaign data to provide insights and recommendations
  • Automated prospect research using web crawling and AI analysis
  • Automated decision-making for campaign optimization and workflow automation

AI processing may involve third-party AI service providers. We ensure that such providers comply with our data protection obligations.

11. Data Retention

We retain your personal information for as long as necessary to provide the Service and fulfill the purposes described in this Privacy Policy, unless a longer retention period is required or permitted by law. Specific retention periods include:

  • Account Data: Retained while your account is active and for a reasonable period after account closure for business and legal purposes
  • Contact and Campaign Data: Retained as long as you maintain an account, or as specified in your data retention settings
  • Billing Records: Retained for accounting and tax purposes as required by law (typically 7 years)
  • Usage Logs: Retained for service improvement and security purposes for a limited period
  • Legal Requirements: Some data may be retained longer if required by law or for legal proceedings

12. Children's Privacy

The Service is not intended for individuals under the age of 18. We do not knowingly collect personal information from children. If you are a parent or guardian and believe your child has provided us with personal information, please contact us to have that information removed.

13. Changes to This Privacy Policy

We may update our Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page and updating the "Last updated" date. We may also notify you via email or through the Service for material changes.

14. Contact Us

If you have any questions about this Privacy Policy or our data practices, please contact us at:

For EU residents, you also have the right to lodge a complaint with your local data protection authority if you believe we have not adequately addressed your privacy concerns.