Privacy Policy

Introduction

TrulyInbox is an AI-powered email warmup service operated by Ikigai Infotech LLP. We help businesses improve their email deliverability by gradually building sender reputation through automated warmup processes.

This Privacy Policy explains how we collect, use, share, and protect your personal information when you use our website and services. We are committed to protecting your privacy and being transparent about our data practices.

By using TrulyInbox, you agree to the collection and use of information in accordance with this policy. If you do not agree with our policies and practices, please do not use our services.

Information We Collect

Account Information

When you create a TrulyInbox account, we collect:

• Full name
• Email address
• Company name (if provided)
• Phone number (optional)
• Password (encrypted and stored securely)

Email Account Credentials

To provide our email warmup service, we need access to your email accounts. We collect:

• OAuth tokens for Gmail, Outlook, and other OAuth-enabled providers. We do NOT store your email passwords when using OAuth.
• SMTP/IMAP credentials for email providers that do not support OAuth (encrypted at rest)
• Email provider information (Gmail, Outlook, Yahoo, Zoho, etc.)

Important: We only access your email accounts to perform warmup activities. We do NOT read, store, or analyze the content of your personal or business emails outside of the warmup process.

Email Metadata

For warmup emails sent and received through TrulyInbox, we collect limited metadata:

• Subject lines (for warmup emails only)
• Sender and recipient email addresses (within our warmup network)
• Send/receive timestamps
• Delivery status (inbox, spam, bounced)
• Email engagement metrics (opens, replies, actions taken)

We do NOT collect metadata from your regular business or personal emails.

Usage Data

We automatically collect information about how you use TrulyInbox:

• Features accessed and used
• Warmup volume and settings
• Deliverability scores and reputation metrics
• Login frequency and session duration
• Dashboard interactions and preferences

Payment Information

When you purchase a subscription, we collect:

• Billing name and address
• Payment method information (processed securely by our payment processor)
• Transaction history and invoice details

Note: We do NOT store your full credit card numbers. All payment processing is handled by our PCI-DSS compliant payment processors.

Technical Data

When you visit our website or use our service, we automatically collect:

• IP address and approximate geographic location
• Browser type and version
• Device information (type, operating system)
• Referring website or source
• Pages viewed and links clicked
• Date and time of visits

How We Use Your Information

We use the information we collect for the following purposes:

To Provide Our Services

• Connect to your email accounts and perform warmup activities
• Send and receive warmup emails on your behalf
• Monitor and display deliverability metrics and sender reputation
• Manage your account and subscription
• Process payments and maintain billing records

To Improve Our Product

• Analyze usage patterns to identify opportunities for improvement
• Test and develop new features
• Troubleshoot technical issues and optimize performance
• Conduct research and data analysis to enhance deliverability algorithms

To Communicate With You

• Send service-related notifications (warmup status, deliverability alerts)
• Respond to your inquiries and provide customer support
• Send product updates and feature announcements
• Request feedback and conduct satisfaction surveys
• Send marketing communications (you can opt out anytime)

To Ensure Security and Compliance

• Detect and prevent fraud, abuse, and security incidents
• Monitor and analyze security threats
• Comply with legal obligations and enforce our Terms of Service
• Protect the rights, property, and safety of TrulyInbox, our users, and others

How We Share Your Information

We do NOT sell, rent, or trade your personal information to third parties. We only share your information in the following limited circumstances:

Service Providers

We work with trusted third-party service providers who help us operate our business:

• Cloud hosting and infrastructure providers
• Payment processors for billing and subscriptions
• Email service providers for transactional emails
• Analytics and monitoring tools
• Customer support platforms

These service providers are contractually obligated to protect your data and only use it for the specific services they provide to us.

Legal Requirements

We may disclose your information if required by law or in response to:

• Legal processes (subpoenas, court orders, government requests)
• Enforcement of our Terms of Service or other agreements
• Protection of our rights, property, or safety, or that of others
• Investigation of fraud, security issues, or illegal activities

Business Transfers

In the event of a merger, acquisition, or sale of assets, your information may be transferred to the acquiring entity. We will notify you via email or prominent notice on our website before your information becomes subject to a different privacy policy.

With Your Consent

We may share your information with other parties when you explicitly consent or direct us to do so.

Data Security

We take the security of your personal information seriously and implement industry-standard security measures:

• Encryption: All data is encrypted in transit (TLS/SSL) and at rest (AES-256)
• Access Controls: Strict role-based access controls limit employee access to your data
• OAuth Tokens: We use OAuth for email account connections whenever possible, avoiding password storage
• Secure Infrastructure: Our systems are hosted on secure, SOC 2 compliant cloud infrastructure
• Regular Audits: We conduct regular security audits and vulnerability assessments
• Monitoring: Continuous monitoring for suspicious activity and security threats
• Incident Response: We have procedures in place to respond quickly to security incidents

While we implement robust security measures, no method of transmission over the internet or electronic storage is 100% secure. We cannot guarantee absolute security, but we continuously work to protect your information.

Data Retention

We retain your personal information for as long as necessary to provide our services and fulfill the purposes described in this policy:

• Active accounts: We retain your data while your account is active
• Closed accounts: After account closure, we retain data for 90 days to allow for reactivation, then permanently delete it
• Legal obligations: Some data may be retained longer to comply with legal, tax, or regulatory requirements
• Anonymized data: We may retain anonymized or aggregated data indefinitely for analytics and product improvement

You can request immediate deletion of your data at any time by contacting us at privacy@trulyinbox.com.

Your Rights

Depending on your location, you may have certain rights regarding your personal information:

Access and Portability

You have the right to request a copy of the personal information we hold about you. We will provide this in a structured, commonly used, machine-readable format.

Correction

You can update most of your account information directly through your TrulyInbox dashboard. If you need help correcting inaccurate information, contact us.

Deletion

You have the right to request deletion of your personal information. You can delete your account through your dashboard settings or contact us. Note that some information may be retained as required by law.

Restriction of Processing

You can request that we limit how we use your information in certain circumstances (e.g., while we verify its accuracy).

Objection

You may object to our processing of your information for direct marketing purposes. You can opt out of marketing emails using the unsubscribe link in any marketing message.

Withdraw Consent

Where we rely on your consent to process your information, you have the right to withdraw that consent at any time.

How to Exercise Your Rights

To exercise any of these rights, please contact us at privacy@trulyinbox.com. We will respond to your request within 30 days. You also have the right to lodge a complaint with your local data protection authority.

Cookies and Tracking Technologies

We use cookies and similar tracking technologies to enhance your experience on TrulyInbox:

• Essential cookies: Required for authentication and basic functionality
• Analytics cookies: Help us understand how you use TrulyInbox
• Preference cookies: Remember your settings and preferences

You can control cookie preferences through your browser settings. Note that disabling certain cookies may affect the functionality of our service. For more information, please see our Cookie Policy.

International Data Transfers

TrulyInbox is operated from India, and your information may be processed in India or other countries where we or our service providers operate. These countries may have data protection laws that differ from those in your country.

When we transfer personal information from the European Economic Area (EEA), UK, or Switzerland to other countries, we implement appropriate safeguards such as:

• Standard Contractual Clauses approved by the European Commission
• Adequacy decisions confirming adequate protection levels
• Other legally approved transfer mechanisms

By using TrulyInbox, you consent to the transfer of your information to these countries.

Children's Privacy

TrulyInbox is a B2B service not directed at individuals under the age of 16. We do not knowingly collect personal information from children. If you believe we have inadvertently collected information from a child, please contact us immediately and we will delete it.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. When we make material changes, we will:

• Update the "Last updated" date at the top of this policy
• Notify you via email (to your registered email address)
• Display a prominent notice on our website or dashboard

We encourage you to review this Privacy Policy periodically. Your continued use of TrulyInbox after changes become effective constitutes acceptance of the updated policy.

Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:

We take your privacy seriously and will respond to all requests within 30 days.