Privacy Policy

Effective Date: December 22, 2024 Last Updated: December 22, 2024

Introduction

Voypost GmbH ("we," "us," or "our") operates a free demonstration service that helps collect business contact information and generate sales outreach messages ('Service'). This Privacy Policy applies to both website visitors and registered users of the Service and explains how we collect, use, and protect personal data when you use our Service.

Legal Framework

This Privacy Policy has been prepared in accordance with:

The General Data Protection Regulation (GDPR)
The German Federal Data Protection Act (Bundesdatenschutzgesetz, BDSG)
The German Telemedia Act (Telemediengesetz, TMG)

Automated Decision-Making

Our Service uses artificial intelligence to automatically analyze company information, determine company qualification status, and generate sales outreach messages. This automated processing may affect which companies receive outreach messages. However, the processing does not produce legal effects or similarly significantly affect natural persons as defined in Article 22 GDPR, as it only determines business-to-business communication opportunities. Generated content is available for human review and modification before any external use.

Personal Data We Process

We process two categories of personal data:

Account Data: When you register for our Service, we collect and process:

Your email address (which we verify through a confirmation link)
Account creation and usage timestamps
IP addresses and basic device information for security purposes

Sales Prospect Data: Through our integration with Apollo.io, the Service allows you to collect publicly available Business Contact Information about potential sales prospects. This information is sourced directly from Apollo.io and includes:

Name and current job title
Business email address
Company name and address
Professional social media profile URLs
Business phone numbers
Current professional experience

The accuracy of this data depends on Apollo.io's data maintenance practices. We do not independently verify or update this information.

Legal Basis for Processing

We process personal data on the following legal grounds:

For Your Account Data: Contract performance (Article 6(1)(b) GDPR) - Processing is necessary to provide you with access to and use of our Service. Legal obligations (Article 6(1)(c) GDPR) - To comply with applicable laws and regulations.

For Sales Prospect Data: Legitimate interests (Article 6(1)(f) GDPR) - We have assessed that the processing of publicly available Business Contact Information represents a legitimate interest in B2B marketing that is balanced against the privacy rights of the individuals concerned. This assessment is based on:

The strictly professional nature of the data processed
The reasonable expectation of business professionals that their publicly available professional contact details may be used for B2B communication
The limited scope of data collection (only professional, publicly available information)
The legitimate need of businesses to identify and contact potential business partners
The ability of data subjects to exercise their right to object to processing
Our transparent processing practices and clear information about data usage

How We Use Personal Data

Your Account Data: To create and manage your account To provide the Service To communicate with you about the Service To ensure security and prevent fraud

Sales Prospect Data: To provide data collection and message generation services To improve and optimize our Service To comply with legal obligations

Data Sharing and Sub-processors

To provide our Service, we work with the following Service Providers who process data on our behalf:

Supabase Inc. (United States) - Our primary Database Provider and Identity Platform, processing both Account Data and Sales Prospect Data.

Apollo Global Management, Inc. (United States) - Our source for Business Contact Information and Sales Prospect Data.

OpenAI, LLC (United States) and Anthropic PBC (United States) - Process company information including names, company details, website contents, and descriptions to generate personalized outreach content and qualify companies based on company information.

Apify Technologies s.r.o. (Czech Republic) - Processes company website URLs and facilitates data transfer from Apollo.io.

Google LLC (Global infrastructure) - Provides multiple services including:

Google Cloud Platform through which our Service operates
Google Analytics for analyzing website usage and visitor behavior through anonymized usage data collection

Vercel Inc. (Global infrastructure) - Hosts our front-end and certain backend components, processing User interactions and data transfers.

LangChain Inc. (United States) - Processes User inputs for campaign configuration without direct access to Personal Data, though Users may input such data during configuration.

Usercentrics GmbH (Germany) - Manages our cookie consent banner and user consent preferences.

International Data Transfers

Our Service involves data transfers to countries outside the European Economic Area (EEA), including the United States. We ensure appropriate safeguards for these transfers through Standard Contractual Clauses (SCCs) adopted by the European Commission and additional technical safeguards including encryption and access controls.

When Personal Data is transferred to countries without an adequate level of data protection as determined by the European Commission, we rely on appropriate safeguards such as SCCs or ensure the transfer is necessary for the performance of our contract with you.

Data Retention

Account Data: We retain your Account Data for as long as you maintain an active account. Accounts that are inactive for 12 months will be automatically deleted.

Sales Prospect Data: As this is a demonstration service, Sales Prospect Data is retained for 30 days from collection, after which it is automatically deleted. You can request new data collection through the Service at any time.

You can request deletion of your Account Data at any time by contacting our Data Protection Officer at privacy@voypost.com. Upon receiving your request, we will delete your data within 30 days, except where we are required to retain specific information to comply with legal obligations, resolve disputes, or enforce our agreements.

Your Rights

Under GDPR, you have the following rights:

Access your personal data Rectify inaccurate data Erase your data ("right to be forgotten") Restrict processing Data portability Object to processing Withdraw consent

To exercise these rights, please contact our Data Protection Officer at privacy@voypost.com.

Cookies and Similar Technologies

Our Service uses cookies and similar technologies to ensure proper functionality and improve your experience. A cookie is a small text file stored on your device when you visit our website.

We use three types of cookies:

Essential Technical Cookies: These cookies are strictly necessary for the operation of our Service. They enable basic functions such as authentication, security, and maintaining user preferences. Without these cookies, our Service cannot function properly.

Analytics and Tracking Cookies: We use these cookies to understand how visitors interact with our Service by tracking usage patterns. This includes Google Analytics cookies that help us analyze website traffic and improve our Service. These cookies collect information such as:

How you reached our website
Which pages you visit
How long you spend on each page
Your approximate geographic location (country/city level)
Your device type and browser information
Anonymous usage patterns

This data is collected in an anonymized form and is not used to personally identify individual users. You can opt out of these cookies without losing access to our Service's essential features.

Performance Cookies: These cookies help us monitor and improve the performance of our Service. They allow us to count visits, identify traffic sources, and understand which parts of the site are most popular.

For a detailed list of all cookies we currently use, including their specific purposes and durations, please see our Cookies Settings.

We use Usercentrics as our Consent Management Platform (CMP) to help you control your cookie preferences. Through the Usercentrics interface, you can view detailed information about each cookie and manage your consent preferences at any time. You can access these settings through our cookie banner or by clicking Cookies Settings at any time.

We do not use any:

Marketing or advertising cookies
Social media cookies
Cross-site tracking cookies

The cookies we use are automatically deleted when you close your browser (session cookies) or after a specified time period (persistent cookies), as indicated in the cookie list above.

You can configure your browser to block or delete cookies. While blocking essential cookies may affect the functionality of our Service, declining analytics cookies will not impact your ability to use our Service.

Security

We implement appropriate technical and organizational measures to protect Personal Data processed through our Service. In the event of a Personal Data breach affecting your data, we will notify you in accordance with applicable law.

Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by email or through the Service. Your continued use of the Service after such notifications constitutes acceptance of the updated Privacy Policy.

Supervisory Authority

You have the right to lodge a complaint with a supervisory authority. The competent authority for Voypost GmbH is:

Berlin Commissioner for Data Protection and Freedom of Information (Berliner Beauftragte für Datenschutz und Informationsfreiheit) Friedrichstr. 219 10969 Berlin Germany

Phone: +49 (0)30 13889-0 Email: mailbox@datenschutz-berlin.de Website: https://www.datenschutz-berlin.de

This does not affect any other administrative or judicial remedy you might have.

Contact Us

For any questions about this Privacy Policy or our data practices, please contact our Data Protection Officer:

Email: privacy@voypost.com Address: Zimmerstraße 78, 10117 Berlin, Germany