Privacy Policy
Last updated: 9 October 2026
This policy explains what personal data Polimatiq collects, how it is used and shared, how long it is kept, and the choices you have, including if you received an email sent by a Polimatiq customer.
1. Who we are and what this covers
Polimatiq is operated by Polimatiq (“we”, “us”). This policy explains how we handle personal data when you visit our website, create an account or use the Polimatiq application (the “Service”).
There are two kinds of personal data to keep apart:
- Customer account data: data about you and your team as our customers. We decide how this is used, as described below.
- Customer content: the leads, contact lists, messages and replies you bring into or send through the Service. You decide what goes in and how it is used; we process it on your behalf to provide the Service. If you are a recipient of an email sent through Polimatiq, see If you received an email sent through Polimatiq.
2. Data we collect
Account information: your name, email address, password (stored by our authentication provider, never in plain text), workspace and profile settings.
Connected mailboxes and integrations: the mailbox addresses you connect; OAuth tokens from Google or Microsoft, or SMTP/IMAP credentials; and API keys you add for third-party providers such as email verification and AI. Mailbox credentials and provider API keys are stored encrypted.
Customer content: leads and their details (such as names, email addresses, companies, job titles and time zones), campaign and template content, sent messages, replies and other mailbox messages the Service reads to detect replies, bounces and warmup traffic, verification results, and AI-generated content.
Sending and engagement data: send attempts, delivery errors and bounces, unsubscribes, and opens and clicks recorded by tracking links and pixels in campaign emails.
Billing information: your plan, subscription status and payment history. Card, UPI and bank details are collected and processed by our payment processor, Razorpay; we do not receive or store your full payment details.
Technical data: information your browser sends, such as IP address and approximate country (used, for example, to decide which payment currency applies to you), plus security, rate-limit and service logs.
Communications: messages you send to support and related records.
3. How we use data
We use customer account data to:
- create and run your account and provide the features you use;
- process payments, manage subscriptions and enforce plan limits;
- keep the Service secure, prevent fraud and abuse, and enforce our Terms and Acceptable Use Policy;
- monitor and improve reliability and deliverability;
- send service messages such as account confirmations, password resets, billing and policy notices; and
- respond to support requests and meet legal obligations.
We use customer content only to provide, secure and support the Service for you, including detecting misuse of the Service. We do not sell personal data, and we do not use your leads or messages to market to them ourselves.
5. AI features
AI-assisted features run only with an AI provider you connect using your own API key. When you use them, the content needed for the request (for example lead details and your prompt or template) is sent to that provider and handled under your account with them. We do not use your content to train AI models.
7. How long we keep data
We keep customer account data and customer content for as long as your account is active and as needed to provide the Service. Some operational logs are deleted automatically on a schedule, for example rate-limit records after 7 days and background job records after 90 days.
Unsubscribe and bounce suppression records are kept so that suppressed addresses stay blocked, including after the related lead is deleted. When an account is closed we delete or anonymize its data within a reasonable period, except where we need to keep it for legal, accounting, security or dispute purposes.
8. Security
We use measures such as encryption in transit, encryption of stored mailbox credentials and provider API keys, access controls that separate each customer’s data, and restricted administrative access. No system is completely secure, and we cannot guarantee absolute security. Keep your password secure and tell us at support@polimatiq.com if you suspect unauthorized access.
9. Your choices and rights
You can view and update much of your account information in the Service. You can also ask us to access, correct, delete or provide a copy of your personal data, or object to or restrict certain uses, by emailing support@polimatiq.com. Depending on where you live, you may have additional rights under local law, including the right to complain to a data protection authority. We may need to verify your identity before acting on a request.
Requests about customer content, such as a request from someone on a customer’s lead list, are handled by that customer. Where we receive one, we will refer it to the customer or help them respond.
10. If you received an email sent through Polimatiq
Polimatiq customers send emails from their own mailboxes using our software. The customer who sent the email is responsible for it and for how they obtained your details.
- To stop receiving emails from that sender, use the unsubscribe link in the email or reply asking them to stop.
- To ask the sender about your data, contact them directly.
- To report spam or abuse by a Polimatiq customer, email support@polimatiq.com and include the email, with its headers if possible. See our Acceptable Use Policy.
11. Children
The Service is for business use and is not directed to children. We do not knowingly collect children’s personal data.
12. Changes to this policy
We may update this policy. We will change the “Last updated” date above and, for material changes, give notice by email or in the Service.
13. Contact
Privacy questions and requests: support@polimatiq.com. Legal notices and formal inquiries can be sent to support@polimatiq.com.