Privacy Policy

1. About Mailkar Studio

Mailkar Studio is an email marketing agency serving businesses and marketing teams. Our services include campaign management, email production, automation, deliverability, platform integration, and dedicated support.

For this draft, the following business details are examples:

Legal business name: Mailkar Studio Digital Services LLC [Dummy name]

Mailing address: 123 Example Avenue, Suite 100, Example City, TX 00000, United States [Dummy address]

Website: https://mailkarstudio.com

Privacy contact: contact@mailkarstudio.com

Replace the example name and address with the legal entity responsible for operating Mailkar Studio.

2. Information Covered by This Policy

This policy covers information handled when you:

• Visit our website or complete a contact form.
• Request a quote, consultation, or service information.
• Communicate with our team.
• Subscribe to our marketing communications.
• Purchase or receive our services.
• Provide access to systems or information needed for a project.

Our role differs depending on why we handle the information.

Information Used for Agency Operations

We generally act as a data controller for our own enquiries, business contacts, billing records, and marketing activities.

This means we decide why that information is needed and how it is used.

Information Handled for Clients

We generally act as a data processor when handling subscriber or customer information under a client’s instructions.

For white label projects, we may act as a subprocessor working through another agency.

The actual arrangement depends on the service and each party’s decisions about the data. Relevant responsibilities should be recorded in the service agreement and any data processing agreement.

This policy does not replace a client’s own privacy notice.

3. Personal Information We Collect

The information involved depends on your interaction with us and the services requested.

Contact and Business Information

This may include your name, work email address, telephone number, job title, company name, and website.

We receive this information when you contact us, request a proposal, or communicate about a project.

Project and Account Information

This may include project briefs, correspondence, approval records, account identifiers, and access permissions.

Where a service requires platform access, we request permissions appropriate to the agreed work. Please avoid sending passwords or sensitive account details through ordinary contact forms.

Billing Information

This may include billing contacts, invoice details, payment status, and transaction references.

[Confirm the payment providers used and whether Mailkar Studio receives or stores any payment card information.]

Website and Technical Information

Depending on the website tools in use, this may include IP addresses, browser details, device information, referring pages, and website activity.

[Confirm the actual hosting logs, analytics tools, advertising pixels, and other tracking technologies used.]

Client Campaign Information

When authorized for a project, we may access subscriber names, email addresses, customer preferences, purchase history, and campaign activity.

The information may also include consent records, unsubscribe requests, suppression lists, replies, and lead status.

We obtain this information from clients, their authorized representatives, or the systems connected for the project.

Business Contact Sources

For permitted business development activities, information may come from referrals, business websites, professional directories, or other disclosed sources.

Public availability does not automatically mean someone has agreed to receive marketing.

[Identify any prospect data suppliers or other indirect sources actually used.]

4. How We Use Personal Information

We use information for purposes connected with our business relationship and the services requested.

These purposes may include:

• Responding to enquiries and preparing proposals.
• Setting up projects and managing client communications.
• Building, testing, scheduling, and reporting on email campaigns.
• Managing audience segments and automated email flows.
• Investigating delivery issues and maintaining suppression records.
• Connecting email platforms, customer records, and reporting systems.
• Issuing invoices and managing payments.
• Protecting accounts, investigating misuse, and resolving disputes.
• Sending permitted agency marketing communications.
• Meeting applicable legal and recordkeeping duties.

Providing some information is necessary to respond to a request or deliver a service. Without it, we may be unable to complete the requested work.

Legal Grounds for Processing

Where applicable law requires a lawful basis, the relevant grounds may include:

Contractual necessity. Processing needed to enter into or perform a contract with the individual concerned.

Legitimate interests. Processing needed to manage business relationships, secure systems, or protect legal rights, after considering individual rights.

Consent. Processing based on a person’s permission, including marketing or tracking activities where consent is required.

Legal obligations. Processing needed to comply with applicable laws, lawful requests, or recordkeeping requirements.

For corporate client contacts, managing the business relationship may rely on legitimate interests rather than a contract with that individual.

[Confirm the lawful basis assigned to each actual processing activity before publication.]

5. Client Campaign Data and Responsibilities

When acting as a processor, we handle client campaign data under documented instructions and the applicable agreement.

The agreed work may include list management, segmentation, campaign deployment, automation, reporting, and platform migration.

Client campaign data must not be repurposed for our own marketing or another client’s campaigns.

Contact Lists and Campaign Instructions

Clients must have the authority and appropriate legal grounds to provide information for the requested work.

This includes ensuring that relevant privacy notices, marketing permissions, and suppression records are accurate and available.

We may request evidence of list sources, permissions, or authorization before processing a dataset or launching a campaign.

We may decline or pause instructions that appear unlawful, unauthorized, or inconsistent with the agreed service.

These responsibilities do not remove Mailkar Studio’s own duties under applicable law.

Requests From Client Subscribers

If your information is held in a client’s campaign account, the client will usually manage your privacy request.

You may contact that business directly. If you contact us, we will assist or refer the request as appropriate to our role.

6. Email Tracking, Segmentation, and Automation

Email campaigns may use tracking features to record delivery, opens, clicks, unsubscribes, and related website or purchase activity.

These records can help assess campaign performance and identify technical problems.

Where enabled, tracking pixels may record when an email image loads. Tracked links may associate a click with a campaign or recipient.

Email systems may also use these records to create audience segments or trigger follow-up messages.

For client campaigns, these activities depend on the client’s instructions, platform settings, and applicable privacy requirements.

The client’s privacy notice should explain the relevant tracking and marketing activity.

[Confirm which tracking features are enabled and how required consent or other permissions are obtained.]

[Confirm whether any solely automated decisions with legal or similarly significant effects occur. Add the required explanation if applicable.]

7. Marketing Communications and Opt-Outs

We may send agency marketing communications where permitted by applicable law. Where consent is required, it must be obtained before sending.

You can stop receiving our marketing emails through the unsubscribe option or by contacting contact@mailkarstudio.com.

You may object to the use of your personal information for direct marketing.

Unsubscribing from marketing does not stop necessary project, billing, security, or service communications.

We may retain limited information on a suppression list to respect your opt-out. This helps prevent accidental re-subscription or future marketing contact.

For messages sent on behalf of a client, use the unsubscribe option in that message or contact the sending business.

8. Cookies and Similar Technologies

Our website may use cookies and related technologies for functions such as security, preferences, analytics, or advertising.

The specific tools and purposes must be described accurately in the website’s cookie information.

Where consent is required, the relevant technology should remain disabled until that consent is provided.

You can manage browser cookies through your browser settings. Disabling certain cookies may affect website features.

[Add the verified cookie list, providers, purposes, expiry periods, and a link to the working cookie preference controls.]

[Confirm whether advertising cookies or pixels involve personal information being sold or shared under applicable privacy laws.]

9. When We Share Personal Information

We may disclose information where necessary for the purposes described in this policy and where legally permitted.

Service Providers and Authorized Team Members

Recipients may include authorized employees, contractors, and providers supporting hosting, communications, storage, billing, security, or project delivery.

Access should be limited to the information needed for the assigned work.

Where a provider processes information on our behalf, appropriate contractual, confidentiality, and security requirements apply.

Client data subprocessors are subject to the relevant data processing agreement and any required authorization process.

[Confirm the actual provider categories, subprocessors, and any AI tools that receive personal information. Add relevant details or a maintained provider list.]

Client-Selected Platforms

Projects may involve platforms such as Klaviyo, HubSpot, Mailchimp, Salesforce Marketing Cloud, Zoho, or SendGrid.

The platforms involved depend on the client’s setup and agreed scope.

Each provider may have its own privacy terms and responsibilities. Using a third-party platform does not remove our duties for information we handle.

Legal and Business Requirements

We may disclose relevant information to professional advisers, regulators, courts, or authorities where legally required or otherwise lawfully justified.

This may include protecting legal rights, investigating fraud, or responding to a valid legal process.

Information may also be reviewed or transferred during a merger, acquisition, or business sale, subject to appropriate safeguards.

Case Studies and Agency Reporting

Identifiable client information or project materials should only be published with appropriate authorization and subject to confidentiality commitments.

Aggregated statistics may be used where they cannot reasonably identify individuals and the use is permitted by the relevant agreement.

Sale and Advertising Sharing

[Insert an accurate statement about whether personal information is sold, shared for cross-context advertising, or used for targeted advertising.]

[If applicable, describe the information, recipients, purposes, opt-out methods, and handling of recognized browser opt-out signals.]

10. International Access and Transfers

Mailkar Studio has teams in Pakistan and the United States. Information may be accessed from these countries during authorized work.

Service providers or client platforms may process information in other locations.

Where international transfer rules apply, an appropriate transfer mechanism and any required additional safeguards must be in place.

[Confirm processing countries and the mechanisms actually used, such as applicable standard contractual clauses or UK transfer arrangements.]

You may contact us for information about safeguards relevant to your personal information.

11. Data Retention

We retain personal information for as long as reasonably necessary for the stated purpose and applicable legal requirements.

Retention depends on the information involved:

• Enquiries and proposals: The time needed to respond, manage follow-ups, and keep relevant business records.
• Client and project records: The service relationship and any justified period for support, disputes, or legal claims.
• Billing records: Applicable accounting, tax, and recordkeeping requirements.
• Marketing records: The ongoing marketing relationship and applicable preferences.
• Suppression records: The period needed to respect opt-outs and prevent unwanted marketing.
• Client campaign data: The documented instructions and deletion or return terms in the relevant agreement.

When information is no longer needed, it should be deleted or made genuinely anonymous.

Backup copies may remain until the relevant retention cycle ends, with access and use restricted appropriately.

[Confirm the actual retention schedule, deletion process, and backup retention periods.]

12. Information Security

We use safeguards appropriate to the nature of the information and the risks involved.

Access to personal information should be limited to authorized people who need it for their work.

Clients should grant appropriate account permissions and promptly report suspected unauthorized access.

No online service can guarantee complete security. This does not reduce any security or notification duties required by law.

If a personal data breach occurs, we will take the steps required by our role, applicable law, and relevant agreements.

13. Privacy Rights and Requests

Depending on your location and applicable law, you may have rights to:

• Request access to personal information.
• Correct inaccurate information.
• Request deletion.
• Restrict or object to certain processing.
• Receive eligible information in a portable format.
• Withdraw consent where processing relies on consent.
• Opt out of covered sales, sharing, or targeted advertising.
• Complain to a relevant privacy regulator.

Withdrawing consent does not affect processing lawfully carried out before withdrawal.

To make a request, email contact@mailkarstudio.com or use our contact page.

We may request proportionate information to verify your identity or an authorized representative’s authority.

We respond within applicable legal time limits. Where a lawful exception applies, we will explain the decision as required.

We do not require you to waive statutory privacy rights to make a request.

Regional Rights

Additional rights may apply under privacy laws covering your location.

Where applicable, these may include appeal rights, protection against discrimination, and limits on certain uses of sensitive personal information.

[Confirm which regional laws apply. Add required regional disclosures, request methods, representatives, and opt-out controls before publication.]

14. Sensitive Information and Children’s Data

Please do not submit sensitive personal information through general website enquiry forms.

This includes health information, government identification numbers, or financial account credentials unless specifically required through an agreed secure process.

Our website and agency services are directed to business audiences.

Any project involving children’s information or sensitive personal information requires an appropriate scope, lawful basis, and safeguards.

If you believe such information has been provided improperly, contact us so we can review the situation.

15. External Websites

Our website may link to other websites, booking tools, or services.

Those providers explain their own collection and use of information through their privacy notices.

This policy continues to govern the information Mailkar Studio handles for its own purposes.

16. Changes to This Policy

We may update this policy when our services, data practices, or legal requirements change.

The revised version will show an updated date. Where required, we will provide additional notice or obtain fresh consent.

An update does not remove privacy rights provided by applicable law.

17. Contact Mailkar Studio

For privacy questions or requests, contact:

Privacy contact: Mailkar Studio

Email: contact@mailkarstudio.com

Website: mailkarstudio.com

Contact form: Contact Mailkar Studio