Privacy Policy

Last Updated: May 30, 2023
Effective Date: January 1, 2020

This Privacy Policy outlines the practices surrounding collection and use of data that SendSafely (“we”, “us” or “our”) obtains from users of our websites and services (the “Services”), which are owned and operated by SendSafely Inc. ("SendSafely").

By using the Services you consent to the collection, transfer, processing, storage, disclosure and other uses described in this Privacy Policy. If you do not agree with the data practices described in this Privacy Policy, you should not use the Services. All of the different forms of data, content, and information described below are collectively referred to as “information.”

Information we Collect and Store

SendSafely may collect and store the following information when providing the Services:

• Profile Data. When you register an account, you provide us with user profile information such as your name, email address, phone number, country, time zone, company name, title, and credit card or other billing information. You may also provide API keys or OAuth tokens if you choose to integrate SendSafely into third party applications.
• Usage Data. When you use the Services we collect the following information:
• Recipient Information. You will typically provide us with your recipient’s email address and optionally their cell phone number (for two-factor authentication).
• File Metadata. When transferring a file through the Services, we record metadata related to the files you send. This information includes the file name and file size, but not the file contents.
• Log Data. When you use the Services, we automatically record high-level information from the device you are using, such as the IP address, web browser version and type of operating system you are using.
• Cookies. A cookie is a small data file that we transfer to your device. Cookies set by us (SendSafely) are referred to as “first party cookies”. First party cookies are essential for us to provide you with the Services, and allow us to show you the right information once you have logged in and easily access items that have been shared with you. Cookies set by parties other than us are called “third party cookies”. We use third party cookies to better understand how you interact with the Service, to monitor aggregate usage and web traffic routing on the Service. In certain cases we also use third party cookies to provide relevant marketing material to you, which is further described below under the Remarketing section of this policy. You can instruct your browser, by changing its options, to stop accepting cookies or to prompt you before accepting a cookie from the websites you visit. If you do not accept cookies, however, you may not be able to use all aspects of the Service.
• Secure Content. The encrypted files and messages sent through our platform (“Secure Content”) are encrypted end-to-end at all times. Secure Content is encrypted client-side before being uploaded to the Services and decrypted client-side when downloaded from the Services. SendSafely does not ever decrypt or use Secure Content other than providing it to the appropriate parties when using the Services.

How we use the Information we Collect

The information we collect is primarily used to provide our Service to you and to administer your use of the Services. We may also use a limited subset of this information for the following purposes:

• Analytics. We use a limited subset of your usage data to monitor and analyze use of the Services, for technical administration of the Services, to increase functionality and user-friendliness of the Services, and to verify users have the authorization needed for the Services to process their requests.
• Promotional Communications. If you register for a SendSafely account or request more information about the Services, we may use your email address to provide you with news and announcements about the Services, or to request feedback on the Services. If you no longer wish to receive promotional communications from us, you can follow the “unsubscribe” instructions provided in any of those communications or update your account settings information in the Edit Profile screen.
• Remarketing. We partner with third parties to manage and serve our advertising on other sites. Our third party partners may use cookies or similar tracking technologies in order to provide you advertising or other content based upon your browsing activities and interests. If you do not wish to receive targeted advertising based on your use of our website, you can click here to opt-out of all SendSafely remarketing campaigns. Please note you might continue to receive generic ads based on search keywords or other criteria that is not targeted specifically to you as a result of using our site.

Information Sharing and Disclosure

In the course of providing the Services we may share your information with third parties, as further described below.

• Service providers, business partners and others. We may use certain trusted third party companies and individuals to help us provide, analyze, and improve the Services (including but not limited to data storage, analytics, payment processing, email marketing, SMS, support, and customer satisfaction). These third parties may have access to your information only for purposes of performing these tasks on our behalf and under obligations similar to those in this Privacy Policy.
• Third-Party applications. Users have the option of integrating our software with other third party platforms, like Zendesk, Marketo, Zapier and Salesforce. SendSafely is not responsible for the controls in place over any data you choose to share with those parties, so you should make sure you trust the application and that it has a privacy policy acceptable to you.

International Transfer of Information

When you use our Service, your information will be replicated across data centers in multiple countries. SendSafely employs appropriate mechanisms for cross-border transfers of personal information, as required by applicable data protection law. If you wish to restrict the countries where your information is stored, you should contact us to arrange for restricted controls to be placed on your data storage (available only for enterprise customers).

Compliance with Law Enforcement Requests

We may disclose to outside parties information about you that we collect when we have a good faith belief that disclosure is reasonably necessary to (a) comply with a law, regulation or compulsory legal request; (b) protect the safety of any person from death or serious bodily injury; (c) prevent fraud or abuse of the Services or its users; or (d) to protect SendSafely’s property rights. SendSafely does not maintain a way to decrypt Secure Content that is transferred through the Services, and as such any disclosed Secure Content would retain the encryption that was applied prior to storing it in our system.

Business Transfers

If we are involved in a merger, acquisition, or sale of all or a portion of our assets, your information may be transferred as part of that transaction, but we will notify you (for example, via email and/or a prominent notice on our website) of any change in control or use of your information, or if either become subject to a different Privacy Policy.

Anonymized Data

We may disclose anonymized data, such as usage statistics of our Service. Any data that we disclose will be anonymized and aggregated such that there would be no way to associate the information with any specific user account.

Changing or Deleting your Information

Your Profile Data and Secure Content can be updated or deleted at any time by you as outlined below. If you no longer desire to use the Services you may deactivate your account at any time.

• Profile Data. If you are a registered user, you may access, update, correct or delete the profile data we store by editing your account profile. You are responsible for the accuracy of the information stored in your account profile.
• Secure Content. Your account has the ability to delete any Secure Content that you have uploaded through the Services at any time.
• Promotional Communications. You can choose not to receive promotional communications, or customer satisfaction requests from SendSafely by following the unsubscribe/opt-out instructions in those emails. You can also opt-out by updating your preferences in your account profile. Please note that even if you opt out of promotional communications, we may still send you required communications relating to things like updates to our Terms of Service or Privacy Policy, security alerts, and other notices relating to your access to or use of our products and services.

Data Retention

We retain your information for only as long as necessary to provide the Services, or as needed to comply with our legal obligations, resolve disputes, and enforce our agreements. We will delete your information upon:

• Account Deactivation. With the exception of Secure Content, all of your information is retained for as long as your account is active. If you wish to cancel your account you may do so from from the account profile page. Your information will be permanently deleted 30 days after your account has been deactivated.
• User Request. We will delete your account information upon request. Requests for deletion should be sent to privacy@sendsafely.com.
• Secure Content. The encrypted files and messages you send through the Services are retained only for as long as required, which is based on the expiration settings specified by the user that uploads the content. Secure Content is deleted when the content expires or when the sender's account has been deactivated. The user who uploaded the content (or an authorized company administrator for enterprise users) can also delete Secure Content manually at any time.

Administration for Enterprise Users

If you are a SendSafely Enterprise user, your account is subject to administration by one or more designated SendSafely Enterprise Administrator users within your organization. Your SendSafely Enterprise Administrators are able to:

• Access and/or update your profile information
• Access usage data related to your account
• Delete or disable your SendSafely account

Please refer to your company's policies if you have questions about your Enterprise Administrator's rights and obligations to you as an employee.

External Websites

Our site includes links to other websites whose privacy practices may differ from those of SendSafely. If you submit personal information to any of those sites, your information is governed by their privacy statements. We encourage you to carefully read the privacy statement of any Website you visit.

Information Security

The security of your information is of paramount importance to us. We use a variety of security technologies and procedures to help protect your information from unauthorized access, use or disclosure. We follow generally accepted standards to protect the information submitted to us, both during transmission and once we receive it. No method of electronic transmission or storage is 100% secure, however. Therefore, we cannot guarantee its absolute security. If you have any questions about security on our website, you can visit our Security Overview page or contact us at security@sendsafely.com.

Use by Children

Our Services are not intended for use by persons under 16 years of age, and we do not knowingly collect personally identifiable information from anyone under 16 years of age. If a parent or guardian becomes aware that his or her child has provided us with any information without their consent, they should contact us at privacy@sendsafely.com.

California Privacy Rights

The California Consumer Privacy Act (CCPA) creates certain individual rights for California residents. If you are a resident of California, you have the rights outlined in this section.

• Right to Request Disclosures. You have the right to request information about:
  • The categories of personal information we have collected about you.
  • The categories of sources from which the personal information is collected.
  • The business or commercial purpose for collecting the personal information.
  • The categories of third parties with whom we share personal information.
  • The specific pieces of personal information we have collected about you.
• Right to Request Deletion. You have the right to request the deletion of your personal information collected and stored by us, subject to certain conditions and exceptions under the law.
• Right to Opt-out of the Sale of Personal Data. SendSafely does not sell your personal information.

If you would like to make a request and exercise your rights described above, please contact us via email at privacy@sendsafely.com or toll-free telephone at 1-877-255-3594. Requests must contain sufficient information to allow us to evaluate and respond to your request. Your identity will be validated prior to the disclosure of any personal information. We will not discriminate against you for exercising your rights under the CCPA.

Changes to our Privacy Policy

This Privacy Policy may change from time to time. If we make a change to this Privacy Policy that we believe materially reduces your rights, we will provide you with notice (for example, by email). By continuing to use the Services after those changes become effective, you agree to be bound by the revised Privacy Policy.