Privacy Policy

Effective Date: September 29, 2026
Last Updated: September 29, 2026

At RefineEmail ("we," "us," or "our"), accessible from https://refineemail.com, protecting your privacy and maintaining the security of your personal and business data is a core commitment. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website, use our email deliverability and domain security tools, or interact with our services and marketing communications.

1. Information We Collect

We collect information directly from you, automatically through your interaction with our site, and via third-party analytics and marketing tools.

A. Information You Provide to Us Directly

  • Contact Information: Name, business email address, phone number, and company name provided when you fill out lead forms, request a free domain audit, or reach out through our contact form.
  • Technical Domain Inputs: Domain names, DNS configurations, SPF/DKIM/DMARC records, or email health parameters submitted to our tools (e.g., domain score calculators or BIMI image validation tools).

B. Information Collected Automatically

  • Log Data & Device Identifiers: IP addresses, browser type, operating system, referring URLs, device identifiers, and timestamps.
  • Usage & Analytics Data: Pages viewed, interaction metrics, and campaign tracking identifiers (such as utm_source and utm_campaign parameters passed via email campaigns or landing page links).

C. Cookies and Tracking Technologies

We use cookies, web beacons, and similar tracking technologies to analyze web traffic, evaluate campaign performance, and remember user preferences. For detailed information on how we manage cookies and how you can control your preferences, see Section 5: Cookie Policy & Consent Controls.

2. How We Use Your Information

We process your data for the following operational and business purposes:

  • Service Provision & Audit Delivery: To analyze email deliverability health, run requested domain audits, and deliver technical reports or actionable insights.
  • Communication & Support: To respond to direct inquiries, deliver marketing communications (where consented), and send service-related administrative notices.
  • Campaign & Website Optimization: To measure the performance of our email marketing campaigns, track landing page conversions, and improve site user experience.
  • Security & Fraud Prevention: To detect and prevent security threats, unauthorized access, or misuse of our tools and services.
  • Legal Compliance: To comply with applicable statutory, regulatory, or legal obligations.

3. Sharing and Disclosure of Information

We do not sell, rent, or trade your personal information. We only share information under the following limited circumstances:

  • Service Providers & Subprocessors: We may share data with trusted third-party vendors who provide website hosting, infrastructure, customer support, email distribution, and analytics services. These providers are bound by strict confidentiality and data protection obligations.
  • Legal Requirements: We may disclose your information if required to do so by law, court order, or governmental authority, or to protect the rights, property, and safety of RefineEmail, our users, or the public.
  • Business Transfers: In the event of a merger, acquisition, reorganization, or sale of assets, user data may be transferred as part of the business assets.

4. Legal Bases for Processing (GDPR / UK GDPR)

If you reside in the European Economic Area (EEA) or the United Kingdom, our legal basis for collecting and processing your personal data depends on the specific context:

  • Consent: Where you have given explicit consent (e.g., opting in to non-essential analytics/marketing cookies or subscribing to email newsletters).
  • Contractual Necessity: Where processing is required to fulfill a contract or perform requested services (e.g., generating a domain audit report).
  • Legitimate Interests: Where processing is necessary for our legitimate business interests, such as securing our site, improving deliverability tools, or B2B outreach, provided these interests are not overridden by your rights.

5. Cookie Policy & Consent Controls

We deploy a Cookie Management Platform (CMP) that supports Google Consent Mode v2. Non-essential cookies (analytics and advertising) are blocked by default until you grant explicit consent via our cookie banner.

Cookie Categories

  1. Essential Cookies: Necessary for basic site function, form submissions, and security (CSRF protection). These cannot be disabled.
  2. Analytics Cookies: Allow us to collect aggregated, anonymized metrics on how visitors interact with our pages and tools (e.g., Google Analytics 4).
  3. Marketing & Advertising Cookies: Used to measure campaign performance (e.g., ad conversions) and tailor relevant outreach.

Managing Your Preferences

You can update or withdraw your consent at any time by clicking the "Cookie Settings" link in our website footer or adjusting your browser settings to reject cookies.

6. Data Retention and Security

  • Retention: We retain personal information only for as long as necessary to fulfill the purposes outlined in this policy, satisfy legal requirements, or resolve disputes. Technical domain audit data is retained for administrative and verification purposes.
  • Security: We implement industry-standard technical, organizational, and administrative safeguards to protect data against unauthorized access, loss, alteration, or disclosure. However, no internet transmission is 100% secure, and we cannot guarantee absolute security.

7. Your Privacy Rights

Depending on your jurisdiction (including GDPR, UK GDPR, and US state laws such as CCPA/CPRA), you may have the following rights regarding your personal data:

  • Access & Portability: Request a copy of the personal information we hold about you.
  • Correction: Request correction of inaccurate or incomplete data.
  • Deletion: Request erasure of your personal data ("right to be forgotten").
  • Restriction & Objection: Object to or restrict certain data processing activities, including direct marketing.
  • Opt-Out: Opt out of the sale or sharing of personal data (we do not sell your personal data).
  • Withdraw Consent: Withdraw previously granted consent for marketing or cookies without affecting the lawfulness of prior processing.

To exercise any of these rights, please reach out through our contact form. We will respond to verifiable requests within the timeframe mandated by applicable law.

8. Third-Party Links & Services

Our website may contain links to external sites or third-party platforms. This Privacy Policy applies solely to refineemail.com. We are not responsible for the privacy practices, content, or security of external websites.

9. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in legal requirements, operational practices, or service enhancements. Updates will be posted on this page with an updated "Last Updated" date. We encourage you to review this policy periodically.

10. Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or our data practices, please reach out to us through our contact form.