Privacy Policy

What personal data Votelly collects, why we hold it, how long we keep it and the choices you have over it.

Last updated 31 July 2026

01Introduction

Votelly ("Votelly," "we," "us," or "our") is committed to protecting the privacy and security of the information entrusted to us.

Votelly provides email outreach, email campaign management, contact management, email tracking, follow-up automation, email verification, email warm-up, sender-account management, and related productivity services for businesses and professionals.

This Privacy Policy explains how personal information and other data may be collected, processed, stored, used, transferred, and protected when you access the Votelly website, applications, platform, and related services.

We do not sell or rent customer contact lists, campaign data, connected email-account data, or personal information for advertising purposes.

This Privacy Policy may apply to:

Visitors to our website

Registered Votelly users

Existing, potential, and former customers

Business contacts

Customer representatives

Suppliers and service providers

Partners

People communicating with our support team

Individuals whose information is processed by a Votelly customer through the platform

Votelly may collect and process different categories of personal and technical information depending on how you interact with our Services.

021 Account and Personal Information

Information may include:

First and last name

Email address

Phone number, when provided

Profile picture

Password or authentication information

Company or organization name

Job title

Country or region

Billing information

Account preferences

Subscription information

Communication preferences

Votelly does not intentionally store passwords in readable plain text. Authentication credentials are protected using appropriate security measures.

032 Account Access and Usage History

We may collect information about how your account is accessed and used, including:

IP address

Device information

Authentication activity

Session information

Features accessed

User actions

Account settings changes

Connected sender accounts

Security-related events

This information may be used for security, troubleshooting, fraud prevention, and service improvement.

043 Contact List Data

Votelly enables customers to upload, create, manage, or import contact information.

This may include:

Contact name

Email address

Company

Job title

Phone number, where provided

Custom fields

054 Campaign and Email Data

When you create or send campaigns using Votelly, we may process:

Sender email address

Recipient email address

Email subject

Email body

Email templates

Attachments

Campaign name

Campaign scheduling information

Follow-up sequences

Sending status

Message identifiers

Delivery information

Bounce information

Unsubscribe status

Open activity

Click activity

Campaign analytics

This information is processed to deliver the features of Votelly.

065 Payment Information

When you purchase a paid subscription, we may process information such as:

Billing name

Billing email address

Billing address

076 Device and Technical Information

We may automatically collect technical information including:

IP address

Browser type

Browser version

Device type

Device identifiers

Operating system

Screen or device characteristics

Language preferences

Referring URLs

Page visits

Feature interactions

Request identifiers

Error logs

Security logs

Approximate location derived from IP address

Website interaction information

This information helps us operate, secure, analyze, troubleshoot, and improve Votelly.

087 Information You Provide Voluntarily

You may voluntarily provide additional information when you:

Contact customer support

Submit a contact form

Request a demonstration

Participate in a survey

Send us feedback

Report a technical problem

Communicate through email

Submit feature requests

Participate in promotional or research activities

We use such information for the purpose for which it was provided.

091 Collection and Purpose

If Votelly requests a phone number, it may be used for purposes such as:

Account verification

Security verification

Two-factor authentication

Customer support

Account recovery

Fraud prevention

Service-related communications

Where consent is legally required before sending SMS communications, we will request appropriate consent.

102 SMS Service Providers

Votelly may use third-party communications providers to deliver authentication codes or other authorized messages.

Such providers are permitted to process information only as necessary to deliver the relevant service.

Votelly does not sell phone numbers for advertising purposes.

113 Opting Out

Where non-essential SMS communications are offered, users may opt out using the instructions included in those messages or by contacting Votelly support.

Essential authentication or security communications may still be required when necessary to provide requested account functionality.

121 Information Provided by You

We collect information that you provide when you:

Create an account

Subscribe to a plan

Update your profile

Connect an email account

Import contacts

Upload CSV files

Connect supported integrations

Create campaigns

Contact customer support

Complete website forms

You are responsible for ensuring that information you provide is accurate and that you are legally permitted to provide personal information relating to other individuals.

132 Information From Third Parties

Votelly may receive limited information from third-party platforms when you intentionally connect them to your account.

Examples may include:

Google

Gmail

Google Sheets

Email service providers

Authentication providers

Payment providers

Email verification providers

Other integrations supported by Votelly

The information received depends on the permissions you authorize.

143 Information Collected Automatically

When you visit or use Votelly, certain information may be collected automatically.

This may include:

IP address

Device characteristics

Browser information

Operating system

Language

Referring page

Pages accessed

Usage timestamps

Feature usage

Technical logs

This information is primarily used for security, service operation, diagnostics, analytics, and improvement.

154 Information Processed by Customers

Votelly customers may upload or process personal information relating to their own customers, prospects, employees, subscribers, or business contacts.

For such information, the Votelly customer generally determines:

What information is collected

Why it is collected

Who receives communications

How long it should be retained

What legal basis applies to the processing

Votelly acts as a service provider or processor for this information where applicable.

Customers are responsible for complying with applicable privacy, electronic communications, and anti-spam laws.

Votelly may allow users to authenticate using Google or connect a Google account for supported email-related functionality.

Depending on the features you authorize, Votelly may receive or process information such as:

Google account identifier

Name

Email address

Profile picture

Authorization tokens

Gmail sending permissions

Basic profile information

If you connect Gmail for campaign sending, Votelly may request permissions necessary to send messages through your connected account.

Votelly does not use Google account information for advertising.

Votelly does not sell Google user data.

Access is limited to the functionality the user authorizes.

Users may revoke Votelly's access through their Votelly settings or their Google Account permissions.

Votelly's use and transfer of information received from Google APIs will comply with applicable Google API Services User Data requirements.

Users may connect supported email accounts to Votelly.

We may process:

Sender email address

Account identifiers

OAuth authorization tokens

Provider information

Sending configuration

Sending activity

Delivery status

Campaign records

Authentication tokens are used to maintain authorized connections and enable requested functionality.

Votelly does not obtain a user's Google password when the user connects through Google's OAuth authorization process.

Users may disconnect connected accounts at any time.

Votelly may provide email tracking functionality.

Depending on features selected by the user, tracking may include:

Email opens

Link clicks

Delivery events

Bounce events

Unsubscribe events

Campaign engagement

Sending timestamps

Email-open tracking may use a small tracking image or similar technology.

Link tracking may use redirect URLs to record when a recipient clicks a campaign link.

Tracking information can be affected by:

Email privacy protection systems

Image blocking

Network security systems

Proxy servers

Automated link scanning

Email-provider behavior

As a result, tracking statistics should not always be interpreted as definitive proof that a particular individual personally opened or clicked an email.

If Votelly provides email-verification features, recipient email addresses may be processed to determine indicators such as:

Address format validity

Domain validity

Mail server availability

Deliverability risk

Disposable email indicators

Role-based address indicators

Other verification signals

Votelly may use specialized third-party verification providers to perform these checks.

Verification results are estimates and cannot guarantee future email delivery.

Where Votelly offers email warm-up functionality, certain information may be processed to simulate normal email activity and improve sender-account reputation.

This may include:

Connected sender email address

Sending activity

Warm-up schedule

Message identifiers

Delivery information

Engagement information

Account reputation indicators

Users are responsible for complying with their email provider's policies when using such functionality.

Votelly may process information for the following purposes:

Providing the Votelly platform

Creating user accounts

Authenticating users

Sending verification emails

Recovering accounts

Connecting email accounts

Sending campaigns

Scheduling campaigns

Sending follow-up emails

Managing contacts

Importing contact data

Tracking campaign performance

Processing unsubscribe requests

Processing bounce information

Providing email verification

Providing email warm-up

Processing payments

Managing subscriptions

Providing customer support

Diagnosing technical problems

Improving product functionality

Monitoring platform reliability

Preventing fraud

Preventing unauthorized account access

Enforcing our Terms

Complying with legal obligations

Protecting Votelly, our customers, and third parties

Where laws such as the GDPR require a legal basis, Votelly may rely on one or more of the following:

161 Contractual Necessity

We process information when necessary to provide the Services requested under our agreement with you.

For example, we need an email address to create and maintain your account.

172 Consent

We may process information based on your consent where appropriate.

You may withdraw consent where applicable.

Withdrawal does not affect processing that occurred lawfully before consent was withdrawn.

183 Legitimate Interests

We may process information where necessary for legitimate business interests, including:

Securing Votelly

Preventing fraud

Improving functionality

Understanding platform performance

Providing customer support

Protecting our legal rights

We consider applicable privacy rights when relying on legitimate interests.

194 Legal Obligations

We may process information when necessary to comply with:

Applicable laws

Court orders

Regulatory obligations

Tax requirements

Financial record requirements

Lawful governmental requests

Votelly may process information to:

Operate the platform

Improve availability and performance

Create and maintain accounts

Process subscriptions

Manage billing

Provide integrations

Improve email deliverability

Provide campaign analytics

Develop new functionality

Test new features

Customize user experience

Deliver customer support

Respond to user requests

Communicate service updates

Send security alerts

Notify users of policy changes

Detect fraudulent activity

Prevent abuse

Protect platform infrastructure

Enforce agreements

Resolve disputes

Meet regulatory requirements

We may share information with service providers necessary to operate Votelly.

These may include companies providing:

Cloud hosting

Database services

Authentication

Email delivery

Email infrastructure

Payment processing

Email verification

Security monitoring

Error monitoring

Analytics

Customer support

Infrastructure management

Google integrations

Other user-authorized integrations

Service providers are expected to use personal information only as necessary to provide their contracted services.

Votelly does not sell customer contact lists or campaign data.

Third-party services integrated with Votelly operate under their own privacy policies and terms.

Examples may include:

Google

Gmail

Google Sheets

Payment processors

Transactional email providers

Email verification services

Hosting providers

Analytics services

Votelly is not responsible for the independent privacy practices of third-party platforms.

Users should review those providers' privacy policies before enabling integrations.

Votelly's infrastructure and service providers may operate in different countries.

As a result, personal information may be stored or processed outside the country in which you live.

Privacy and data protection laws may differ between jurisdictions.

Where required, Votelly will use appropriate measures designed to protect transferred personal information, which may include:

Contractual safeguards

Standard contractual clauses

Data-processing agreements

Security controls

Other legally recognized transfer mechanisms

Votelly applies technical and organizational safeguards designed to protect information from:

Unauthorized access

Unauthorized disclosure

Modification

Loss

Misuse

Destruction

Account compromise

Security measures may include:

HTTPS encryption

Encryption in transit

Password hashing

Access controls

Authentication controls

Tenant separation

Restricted administrative access

Monitoring

Security logs

Infrastructure protections

Backup procedures

Vulnerability testing

Software security updates

Despite our security measures, no internet service can guarantee absolute security.

Users are responsible for keeping their login credentials secure.

If you believe your account has been compromised, contact Votelly immediately.

Where legally permitted, Votelly may send users:

Product news

Educational content

Feature announcements

Promotional communications

Company updates

Users can unsubscribe from optional marketing emails using the unsubscribe option contained in the message.

Even after unsubscribing from marketing communications, we may continue to send essential messages such as:

Account verification

Password reset

Security warnings

Billing notices

Service notifications

Changes affecting your account

Votelly may use cookies and similar technologies to operate and improve the website and application.

Cookies are small files stored on a device or browser.

201 Essential Cookies

Essential cookies may support:

Authentication

Account login

Security

Session management

Fraud prevention

Disabling these cookies may prevent parts of Votelly from functioning correctly.

212 Functional Cookies

Functional cookies may remember:

Preferences

Interface settings

Selected theme

Language

Session preferences

223 Analytics Cookies

Analytics technologies may help us understand:

Website traffic

Page usage

Feature adoption

Technical performance

User interactions

Where consent is legally required for such technologies, Votelly will request it.

Some browsers offer "Do Not Track" signals.

Because there is not always a consistent technical or legal standard governing these signals, Votelly may not respond to all Do Not Track requests.

Where applicable law requires recognition of supported privacy preference signals, including Global Privacy Control, Votelly will process them as required.

Depending on your jurisdiction, you may have some or all of the following rights.

231 Access

You may request information about the personal data Votelly holds about you.

242 Correction

You may request correction of inaccurate or incomplete personal information.

Certain information may also be updated directly through your account settings.

253 Deletion

You may request deletion of personal information subject to applicable legal, security, contractual, and retention requirements.

264 Withdrawal of Consent

Where processing is based on consent, you may withdraw consent.

275 Data Portability

Where applicable, you may request a copy of certain personal information in a structured and machine-readable format.

286 Objection

You may object to certain processing, including direct marketing, where applicable.

297 Restriction

You may request restriction of certain processing where provided by applicable law.

308 Complaint

You may have the right to lodge a complaint with the applicable privacy or data protection authority.

Privacy requests may be submitted to:

privacy@votelly.com

We may request information necessary to verify your identity before processing a request.

Individuals protected by the GDPR, UK GDPR, or similar laws may have rights including:

Access

Rectification

Erasure

Restriction of processing

Data portability

Objection

Withdrawal of consent

Complaint to a supervisory authority

Votelly will process valid requests within applicable legal timeframes.

Votelly provides email outreach and campaign-management technology.

Customers are responsible for ensuring that their campaigns and processing activities comply with applicable laws.

Depending on the recipient location, these laws may include:

GDPR

UK GDPR

CAN-SPAM

CCPA/CPRA

Electronic marketing laws

Anti-spam laws

Privacy regulations

Direct-marketing rules

Before importing or contacting an individual, customers are responsible for ensuring they have an appropriate legal basis or permission where required.

Customers must not use Votelly for:

Unlawful spam

Phishing

Fraud

Malware distribution

Harassment

Deceptive communications

Unauthorized data harvesting

Illegal marketing

Other prohibited activities

Votelly may provide unsubscribe functionality for marketing campaigns.

When a recipient unsubscribes, information may be retained in a suppression list to prevent future unwanted campaigns.

Customers are responsible for honoring opt-out requests.

Suppression information may be retained even when other contact information is deleted if retaining it is necessary to ensure the recipient remains opted out.

Votelly retains information only for as long as reasonably necessary for the purposes for which it was collected.

Factors considered may include:

Duration of the customer relationship

Account status

Type of information

Security requirements

Contractual requirements

Legal obligations

Financial record requirements

Fraud prevention

Backup retention

When an account is deleted, Votelly may delete or anonymize associated information after an appropriate retention period.

Certain information may remain temporarily in secure backups.

Information required for legal, security, tax, fraud-prevention, or dispute-resolution purposes may be retained longer where permitted.

Users may request closure or deletion of their Votelly account.

Before deletion, users should export information they want to retain.

Following deletion:

Account access may be removed

Connected integrations may be disconnected

Active campaigns may stop

Contact information may be deleted according to retention procedures

Certain records may remain where required by law or legitimate security purposes

If Votelly is involved in:

A merger

Acquisition

Corporate restructuring

Financing transaction

Sale of assets

Insolvency proceeding

Transfer of business ownership

personal information may be transferred as part of that transaction.

Where required by law, affected users will be informed of material changes concerning the handling of their information.

Votelly may disclose information when reasonably necessary to:

Comply with applicable law

Respond to valid legal proceedings

Respond to lawful government requests

Enforce our agreements

Investigate suspected fraud

Protect our infrastructure

Protect the safety of users

Defend our legal rights

Prevent illegal activity

Where legally permitted and appropriate, we may notify affected users before responding to legal demands.

Votelly is designed for businesses and professional users and is not intended for children.

We do not knowingly collect personal information from children in violation of applicable laws.

If you believe that a child has provided personal information to Votelly improperly, contact us so we can review and, where appropriate, remove the information.

If Votelly becomes aware of a security incident involving personal information, we will investigate and respond appropriately.

Where required by law, we may notify:

Affected customers

Affected users

Regulators

Data protection authorities

Other legally required parties

Notifications will be made within applicable legal requirements.

This Privacy Policy primarily applies to personal information processed through:

votelly.com

The Votelly application

Votelly-related web applications