PoliteMail Privacy Policy Statement

Shield with the PoliteMail flag on the front

Privacy Policy Statement

This policy applies to use of PoliteMail.com and any domains utilized for cloud server hosting for the PoliteMail Service. If you license and operate the PoliteMail Server products on premise, you are in control of your own data privacy and security.

Your data is your data. We secure and protect it. We do not use, rent, sell or otherwise provide your email address(es), database or personal data to any third party for marketing or any other purpose other than to provision and maintain the products and services we provide to you.

PoliteMail provides corporate communications software and services. We understand and respect the importance of your employee data privacy and security.

This policy statement describes the data collected by PoliteMail.com as well as data collected as a function of your utilization of our software and cloud services, and explains how PoliteMail Software and any owned and operated websites including PoliteMail.com protect and use personal information you may provide to us; or that is collected through your interactions with us as well as the use of our products and cloud services.


We will not share, sell, lease or otherwise provide your data or personal information to other parties for marketing or sales purposes. We ensure any third party vendors engaged by PoliteMail with access to systems containing your data shall be obligated to have and follow a data security and privacy program at least equivalent to our own.

We do not store your credit card information on any of our systems or servers. For recurring purchases, our credit card agent (Authorize.Net) securely stores your information within a PCI compliant infrastructure .

In order to perform certain services, such as credit card processing or cloud services hosting, we disclose some of your information to third party business partners solely for the purpose of performing such transactions.

We do not operate our own network data operations center. We partner with Tier 1 public cloud providers Microsoft Azure and Amazon Web Services and manage systems security using ISO27001 standards.

PoliteMail utilizes first party cookies and web tracking devices (beacons) to measure interactive behavior, interests, activities and interactions with our business and products. The intent of this data collection is to provide conveniences and service, while informing our communications and product development decisions.

We are subject to the investigatory and enforcement powers of the Federal Trade Commission (FTC). We may also be required at times to disclose personal information in response to lawful requests by public authorities, including to meet national security or law enforcement requirements. Unless otherwise prohibited, we may provide you an opportunity to waive your rights or to seek a protective order or other appropriate remedy.

If our business is acquired, then your information will be transferred upon sale to the purchasing entity, without prior notice.

Onward Transfer

PoliteMail Software requires third party service providers to enter into an agreement which requires such third party to provide at least the same level of privacy and security protection for the Personal Information as set forth in this policy and to adhere to PoliteMail Software’s privacy practices, the Principles described herein, and/or that the third party is subject to laws providing the same level of privacy protection as is required by the Principles and these privacy practices and that such third party agrees in writing to provide an adequate level of privacy protection.

PoliteMail’s accountability for personal data that it receives under the Privacy Shield and subsequently transfers to a third party is described in the Privacy Shield Principles. In particular, PoliteMail remains responsible and liable under the Privacy Shield Principles if third-party agents that it engages to process the personal data on its behalf do so in a manner inconsistent with the Principles, unless PoliteMail proves that it is not responsible for the event giving rise to the damage.

PoliteMail also may be required to disclose an individual’s personal information in response to a lawful request by public authorities, including to meet national security or law enforcement requirements.


PoliteMail Software shall take commercially reasonable steps to protect Personal Data from loss, misuse and unauthorized access, disclosure, alteration and destruction. PoliteMail Software has put in place appropriate physical, electronic and managerial procedures to safeguard and secure the Information from loss, misuse, unauthorized access or disclosure, alteration or destruction. We utilize firewalls, secure socket layers and encryption techniques to safeguard your information. Information is submitted via secure (HTTPS) connections and stored in a database protected by a firewall and encrypted at rest. Access to your information is restricted to authorized PoliteMail Software personnel and contracted partners only. PoliteMail Software requires employees that manage Personal Data to undergo appropriate training concerning data privacy and security.

Data Integrity

PoliteMail Software shall only process Personal Data in a way that is compatible with and relevant for the purpose for which it was collected or authorized by the individual. To the extent necessary for those purposes, PoliteMail Software shall take reasonable steps to ensure that Personal Data is accurate, complete, current and reliable for its intended use.


Data subjects have the right to access Personal Data held by PoliteMail Software about them. Any data subject that desires to review or update his or her Personal Data may do so by contacting PoliteMail Software through the Contact Information described below. Upon request, PoliteMail Software will grant individuals reasonable access to their Personal Data and shall take reasonable steps to permit individuals to correct, amend, or delete information that is demonstrated to be inaccurate or incomplete. In the case where PoliteMail is collecting data for our Customer, the Customer is responsible to provide such access, and PoliteMail will cooperate with the Customer to provide reasonable access. An individual who seeks access, or who seeks to correct, amend, or delete inaccurate data, should submit a written request to the contact information listed below. If requested to remove data, we will respond within a reasonable timeframe.

Contact Information

Questions or comments regarding this Privacy Statement should be submitted to PoliteMail Software by mail.

Data Privacy & Security Office
Politemail Software
655 Portsmouth Ave, Suite 11
Greenland, NH 03840

PoliteMail is compatible with your Microsoft infrastructure.

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