Privacy Policy

Last updated: 26 November 2024

1. Who We Are

Outreach ("we", "us", "our") is an email marketing platform operated by Regen Outreach Ltd. We are the data controller responsible for your personal data.

Contact Details:

• Email: privacy@regenoutreach.com
• Data Protection Officer: dpo@regenoutreach.com
• Address: United Kingdom

ICO Registration Number: [To be added upon registration]

2. What Data We Collect

We collect and process the following categories of personal data:

2.1 Account Information

• Name (first name, last name)
• Email address
• Password (encrypted)
• Account preferences

2.2 Contact Data (Your Subscribers)

When you use our platform to manage your email lists, you may upload:

• Contact names and email addresses
• Custom fields you define
• Subscription preferences and consent records
• Engagement data (opens, clicks, unsubscribes)

2.3 Technical Data

• IP address
• Browser type and version
• Device information
• Pages visited and actions taken
• Cookies and similar technologies (see our Cookie Policy)

2.4 Payment Information

• Billing address
• Payment card details (processed securely by our payment provider)
• Transaction history

3. How We Use Your Data

We use your personal data for the following purposes:

Purpose	Lawful Basis
Providing our email marketing services	Contract performance
Account management and authentication	Contract performance
Sending service-related communications	Contract performance / Legitimate interest
Improving our services	Legitimate interest
Marketing communications (with consent)	Consent
Fraud prevention and security	Legitimate interest / Legal obligation
Compliance with legal obligations	Legal obligation

4. Data Sharing

We may share your data with:

• Service providers: Email delivery services (Postmark, SendGrid), hosting providers, payment processors
• Professional advisers: Lawyers, accountants, auditors where necessary
• Law enforcement: When required by law or to protect our rights

We do not sell your personal data to third parties.

5. International Transfers

Your data may be transferred to and processed in countries outside the UK/EEA. Where this occurs, we ensure appropriate safeguards are in place, including:

• Standard Contractual Clauses approved by the UK ICO / European Commission
• Adequacy decisions where applicable

6. Data Retention

We retain your personal data for as long as necessary to:

• Provide our services while your account is active
• Comply with legal obligations (typically 6 years for financial records)
• Resolve disputes and enforce agreements

Contact engagement data is retained according to configurable retention periods. You can view and configure these in your account settings.

7. Your Rights

Under UK GDPR and EU GDPR, you have the following rights:

To exercise any of these rights, contact us at privacy@regenoutreach.com. We will respond within one month.

8. Automated Decision Making

We do not use automated decision-making or profiling that produces legal effects concerning you.

9. Security

We implement appropriate technical and organisational measures to protect your data, including:

• Encryption in transit (TLS/SSL) and at rest
• Access controls and authentication
• Regular security assessments
• Employee training on data protection

10. Complaints

If you are unhappy with how we handle your data, you have the right to lodge a complaint with:

• UK: Information Commissioner's Office (ICO) - ico.org.uk
• EU: Your local Data Protection Authority

We encourage you to contact us first so we can try to resolve your concerns.

11. Changes to This Policy

We may update this policy from time to time. Material changes will be notified via email or through our platform. The "Last updated" date at the top indicates when this policy was last revised.

12. Contact Us

For any questions about this privacy policy or our data practices:

• Email: privacy@regenoutreach.com
• Data Protection Officer: dpo@regenoutreach.com