Privacy and cookie policy
How mailCMS Limited collects, uses and protects your personal information when you visit this website or get in touch.
Last updated: 27 September 2026
Who we are
This website is run by mailCMS Limited (“mailCMS”, “we”, “us”), a company registered in England and Wales under company number 16588643. Our registered office is Innovation House, Molly Millars Close, Wokingham, Berkshire RG41 2RX, United Kingdom. We’re registered with the Information Commissioner’s Office (ICO) under registration number ZC026721.
We’re the controller of the personal information described in this policy. If you have any questions about it, email hello@mailcms.com or write to us at the address above.
This policy covers this website and enquiries made through it. It doesn’t cover the mailCMS platform itself: if your organisation uses mailCMS, how we handle platform data is set out in your agreement with us.
What we collect
When you request a demo or a quote
Your first and last name, your work email address, your phone number if you choose to give it, roughly how many emails your team sends each month, and which sending platform you use.
When you email or call us
Your contact details and anything you choose to tell us.
When you browse the site
- Analytics, only if you accept analytics cookies. Google Analytics records which pages you visit, how you found the site, the type of device and browser you use, and your approximate location. That location is worked out from your IP address, which Google Analytics doesn’t store.
- Server logs. Like most websites, our web server keeps standard technical logs of requests, including IP address, browser type and the pages requested, to keep the site secure and working properly.
We don’t ask for any sensitive information about you.
How we use your information
| What we do | Our lawful basis |
|---|---|
| Reply to your enquiry, arrange a demo or quote, and follow up about it | Our legitimate interest in responding to people who contact us, and taking steps you’ve asked for before entering into a contract |
| Understand how the site is used, so we can improve it | Your consent, which you give by accepting analytics cookies |
| Keep the site secure and working | Our legitimate interest in running a safe, reliable website |
We only use the contact details you give us to follow up about your enquiry. We won’t add you to marketing emails, and we never sell your information. We don’t make automated decisions about you.
Who we share it with
We use a small number of service providers who handle information on our behalf, only on our instructions and under contracts that protect it:
- ANS hosts this website.
- Mailgun delivers enquiry form submissions to our inbox.
- Our business email provider hosts the inbox your enquiry arrives in.
- Google provides Google Analytics, only if you accept analytics cookies.
Some parts of the site are delivered from other companies’ servers, which means they receive your IP address when your browser loads the page: Adobe (our fonts) and, if you play our product video, Vimeo. The video player is set to Vimeo’s “do not track” mode, so watching it doesn’t set tracking cookies. These companies’ own privacy policies cover how they use that information.
We may also share information if the law requires us to, or to protect our rights or someone’s safety.
International transfers
Some of our providers are based in, or process information in, the United States. Where your information leaves the UK, we make sure it’s protected by safeguards recognised under UK law, such as the UK-US data bridge or approved contract terms.
How long we keep it
- Enquiries: 24 months from our last contact with you, then deleted. If you become a customer, we keep what we need under our agreement with you.
- Analytics data: up to 14 months in Google Analytics.
- Server logs: up to 90 days.
- Your cookie choice: 12 months, after which we’ll ask you again.
Cookies
Cookies are small files a website stores on your device. We keep ours to a minimum. Analytics cookies are only set if you click “Accept” on our cookie banner, and you can change your mind at any time.
| Cookie | Set by | What it’s for | Expires |
|---|---|---|---|
| mailcms_consent | mailCMS | Remembers whether you accepted or rejected analytics cookies. It’s strictly necessary, so it doesn’t need consent. | 12 months |
| _ga | Google Analytics | Tells visitors apart, so we can count them. Only set if you accept. | 2 years |
| _ga_V4T10NY39W | Google Analytics | Keeps track of your current visit. Only set if you accept. | 2 years |
You can also block or delete cookies in your browser settings. Blocking them won’t stop the site from working.
Your rights
Under UK data protection law, you have the right to:
- ask for a copy of the personal information we hold about you
- ask us to correct information that’s wrong or incomplete
- ask us to delete your information
- object to, or ask us to restrict, how we use it
- ask us to transfer it to you or another organisation, in some cases
- withdraw your consent at any time, for example by changing your cookie settings
To use any of these rights, email hello@mailcms.com. There’s normally no charge, and we’ll reply within one month.
Keeping your information safe
This site is served over an encrypted (HTTPS) connection, and only the people who need to deal with your enquiry can see it.
Complaints
If you’re unhappy with how we’ve handled your information, please tell us first at hello@mailcms.com and we’ll do our best to put it right. You also have the right to complain to the Information Commissioner’s Office at ico.org.uk/make-a-complaint or on 0303 123 1113.
Changes to this policy
We’ll update this page if the way we handle personal information changes. The date at the top shows when it was last updated.