Data Processing Agreement

01Overview

This page summarises how Votelly processes the personal data you upload, import, connect, or otherwise process through the Votelly platform.

When you use Votelly, you are the controller of the data you provide, including contacts, recipient email addresses, company information, campaign data, email content, and related records. Votelly processes this information on your behalf as your data processor.

This Data Processing Agreement ("DPA") forms part of the Votelly Terms of Service.

Customers who require additional information or a signed DPA can contact us through our general support channel.

02Our Commitments

We process your data only according to your instructions and as necessary to provide the Votelly services you have configured.

We do not sell your contact lists, campaign data, recipient information, connected email-account data, or other customer-controlled personal data.

Security

We apply appropriate technical and organisational measures designed to protect your information, including:

Encryption in transit

Protection of sensitive credentials

Account and tenant isolation

Access controls

Authentication controls

Monitoring and security logging

Infrastructure protection

Vulnerability management

Regular security testing

Backup and recovery measures

Sub-processors

Votelly may use trusted third-party providers to help operate and maintain the service.

These providers may support areas such as hosting, databases, authentication, email delivery, email verification, payment processing, monitoring, analytics, security, and integrations.

We require providers processing customer information to follow appropriate confidentiality, security, and data-protection obligations.

Where required, we provide reasonable notice before material changes to sub-processors that process customer personal data.

International Transfers

Votelly and its service providers may process information in different countries or regions.

Where personal data is transferred internationally, we take reasonable steps to use appropriate safeguards required by applicable data-protection laws.

These safeguards may include contractual protections, data-processing agreements, Standard Contractual Clauses, or other recognised transfer mechanisms.

Connected Services

If you connect an email account or another supported service to Votelly, we process only the information necessary to provide the functionality you authorize.

This may include:

Account identifiers

Sender email information

Authorization credentials

Email sending permissions

Campaign information

Delivery information

Engagement information

We do not sell information obtained through connected services for advertising purposes.

Campaign Data

When you use Votelly for email campaigns, we may process information such as:

Contact names

Recipient email addresses

Company information

Custom fields

Email content

Campaign schedules

Follow-up sequences

Delivery information

Bounce information

Engagement information

Unsubscribe information

Campaign analytics

You remain responsible for determining the purpose and lawful basis for processing this information.

Data-Subject Requests

We provide reasonable assistance when you need to respond to requests from individuals whose personal information is processed through Votelly.

These requests may include:

Access

Correction

Deletion

Restriction

Portability

Objection

We assist customers in responding within applicable legal timeframes where required.

Breach Notification

If Votelly becomes aware of a confirmed personal-data breach affecting customer-controlled information, we will notify affected customers without undue delay where required by applicable law.

We will provide available information reasonably necessary to help customers understand the incident and meet their own legal obligations.

Confidentiality

Personnel authorised to access or process customer information are subject to appropriate confidentiality obligations.

Access is restricted according to operational requirements and appropriate access controls.

Return & Deletion

When your Votelly account or service agreement ends, you should export any information you wish to retain.

After termination, Votelly will delete or anonymize customer-controlled personal data according to applicable retention procedures, except where information must be retained for legal, security, financial, fraud-prevention, dispute-resolution, or backup purposes.

03Sensitive Data

Votelly is a general business email outreach and campaign-management platform.

Please avoid storing highly sensitive or special-category personal information unless you are legally authorised to process it and have determined that Votelly is appropriate for that purpose.

Examples include:

Medical or health information

Government identification information

Biometric information

Complete payment-card information

Financial account credentials

Highly sensitive authentication credentials

Other specially protected categories of personal information

04Customer Responsibilities

As the controller of the information processed through Votelly, you are responsible for:

Having an appropriate lawful basis for processing

Collecting contact information lawfully

Providing required privacy notices

Obtaining consent where required

Respecting unsubscribe and objection requests

Managing account access

Maintaining appropriate data-retention practices

Ensuring campaigns comply with applicable privacy and anti-spam laws

05Contact

For questions about data processing, privacy, legal requests, security, or a signed DPA, contact: Legal@votelly.com