email-to-social-media.com (hereinafter referred to as “EmailToSM” or “we”) is committed to protecting your data. With this privacy policy, we inform you about the collection, processing, and use of data in connection with our website ("Website") and other services (collectively "EmailToSM Services").
EmailToSM does not rent or sell your data to third parties. Your data is also not used for targeted advertising or other forms of profiling. Unless the context requires otherwise, any reference to "you", "your", or "yourself" in this privacy policy includes the respective organization using the team management functionality of the apps, website, and/or service, the respective team admin, and the respective team member (as defined in our terms of service).
Any inquiries regarding your data, its protection, and how it is handled by EmailToSM can be directed to the Data Protection Officer (“DPO”) at moc.aidem-laicos-ot-liame@ycavirp.
This privacy policy covers the obligation of EmailToSM for information according to the General Data Protection Regulation ("GDPR").
Unless otherwise stated in this privacy policy, EmailToSM, a limited liability company is responsible the processing of data related to the use of EmailToSM Services. You can contact EmailToSM as follows:
E-Mail: moc.aidem-laicos-ot-liame@lagel
EmailToSM has currently no designated EU representative pursuant to Article 27 GDPR, as it does not collect such data that pose risk to individual’s rights.
When you use EmailToSM Services, the following personal data may be collected and processed for the purposes and on the legal basis specified below.
Please note that below information only applies to the extent that EmailToSM is the controller for the relevant data processing. Insofar as EmailToSM processes personal data on behalf of and on the instructions of a EmailToSM customer (acting as a so-called data processor), EmailToSM cannot provide any details on the purposes or legal bases of the data processing. Please refer to the relevant controller (e.g., your employer) for details on the data processing.
EmailToSM relays messages from users' email accounts to selected social media direct messaging platforms (including Facebook, Instagram, Telegram, and WhatsApp) solely for the purpose of delivering the message to its intended recipient. Messages are not stored, archived, or retained by EmailToSM beyond the technical requirements of transmission. No message content is indexed, analysed, or accessed by EmailToSM staff or systems once delivery is complete.
The legal basis for this data processing is Art. 6 sec. 1 lit. b GDPR (performance of a contract).
Technical data ("log files") is collected and processed each time the EmailToSM Services are accessed. This data processing is necessary to provide the EmailToSM Services. If the user has concluded a contract with EmailToSM on the provision of the relevant EmailToSM Service, the legal basis is Art. 6 sec. 1 lit. b GDPR (contract performance). Otherwise, the legal basis is Art. 6 sec. 1 lit. f GDPR (legitimate interest), since EmailToSM has a legitimate interest in the provision of EmailToSM Services like our Website.
To ensure the security of our systems, verify service delivery, and support diagnostics and abuse prevention, logs may be retained beyond 90 days where operationally necessary. This retention enables us to detect long-term patterns, respond effectively to incidents, and demonstrate that services have been properly delivered.
EmailToSM has a legitimate interest in maintaining the integrity, reliability, and accountability of its services. Accordingly, the legal basis for this data processing is Article 6(1)(f) of the GDPR (legitimate interest). Access to these logs is strictly limited to authorized personnel and protected by robust technical and organizational safeguards.
When users create an account, they are required to provide a user name, a display name, and an email address. This profile data is used to provide and support the service. Personal data is stored only for the duration of the account. The legal basis for this is contract performance according to Art. 6 sec. 1 lit. b GDPR. Wire collects and processes the personal data that users voluntarily provide when registering for a EmailToSM Service. This data is processed for the purpose of operating the relevant EmailToSM Service and providing it to the user.
Users are only required to provide an username, email, and password to register. In addition to the information provided by the user in the registration form, EmailToSM may also store the date and time of registration and verification, and the IP address of the device used in the registration process. This data is necessary to prove that the relevant account has been registered by a certain user or to trace the (possible) misuse of a user’s email address later.
The processing is necessary for the provision of the EmailToSM Services to the user and, thus, based on Art. 6 sec. 1 lit. b GDPR (contract performance).
Additional billing information may be required and shared with the billing provider. To make purchases, admins must provide payment methods and possibly additional account data. Some transaction-related personal information, such as transaction amounts, is also processed.
EmailToSM processes the payment-related data for the billing of our customer's purchases and to comply with tax laws. If you are our customer, i.e. our direct contractual partner, the legal basis for the processing of the above-mentioned is contract performance according to Art. 6 sec. 1 lit. b GDPR. Otherwise, for example if your employer is our customer, the data processing is based on Art. 6 sec. 1 lit. f GDPR (legitimate interest), in which case EmailToSM has a legitimate interest in the billing of purchases to its customers. Insofar as we collect and store data for tax reasons, the legal basis is Art. 6 sec. 1 lit. c GDPR (compliance with legal obligations). Data is deleted within expiration of legal retention periods.
When users submit inquiries (e.g., via email or a web form), the data they provide, such as their name, email address, telephone number, affiliation with a company, role in the company or other information, is processed to respond to their request. The legal basis is Art. 6 sec. 1 lit. b GDPR (pre-contractual measures), insofar as the request serves to prepare a contract with the user. Otherwise, the legal basis is Art. 6 sec. 1 lit. f GDPR (legitimate interest), in which case EmailToSM’s legitimate interest is to appropriately respond to the user’s request. Data is deleted once the inquiry is fully processed and further communication is unnecessary.
If users subscribe to EmailToSM’s newsletter, their email address and name are processed to send the newsletter. Users can subscribe to EmailToSM’s newsletter using the form on our Website.
EmailToSM uses the so-called double opt-in procedure as part of the registration process to verify the provided email address. This means that after a user has registered for the newsletter, an email with a verification code is sent to the user to confirm the subscription and ownership of the relevant email account. If the subscription is not verified, the provided data will be deleted after one month at the latest. In addition to the information provided by the user in the registration form, EmailToSM may also store the date and time of registration and verification, and the IP address of the device used in the registration process. This data is necessary to prove that the relevant account has been registered by a certain user or to trace the (possible) misuse of a user’s email address later.
We evaluate the use of the newsletter emails (e.g., opening rate, clicks) to improve the newsletter content with the help of so-called tracking pixels. Using the embedded tracking pixel, we can recognize whether and when a newsletter email has been opened and which links in the email have been accessed. By analysing this information, we can draw conclusions about the recipients' interest in our newsletter content and improve and develop the newsletter accordingly.
The legal basis for the data processing as described above is user consent (Art. 6 sec. 1 lit. a GDPR). Users can unsubscribe at any time, i.e. users can freely withdraw their consent at any time and with effect for the future, for example by clicking on the unsubscribe link at the bottom of every newsletter email. User data is only retained while the subscription is active.
We process individual data about the use of the EmailToSM Services in order to compile anonymous usage statistics and crash logs. Our legitimate interest is the smooth provision of EmailToSM Services. Insofar as personal data is processed for this purpose and when your consent is required for processing, we will only process your data after you have given your consent (Art. 6 Sec. 1 lit a GDPR). You can prevent the processing of your data for these purposes at any time.
If you contact EmailToSM customer service, the personal data you provide may be stored for the duration of the support case resolution. The legal basis for the processing of your data for processing the support request is a legitimate interest (Art. 6sec. 1 lit. f GDPR). Our legitimate interest is to provide a support service for our customers. We delete your personal data processed for the processing of the support enquiry after the processing of your enquiry has been completed.
You can apply to us online via the link on our website. If you apply to us by e-mail, we would like to expressly point out that sending unencrypted e-mails or e-mail attachments is not secure.
Your data will be processed for the purpose of carrying out the application process. The legal basis for data processing is Art. 6 sec. 1 lit. b GDPR (preparation of a contract). In addition, your personal data may be processed if this is necessary for the defence of legal claims asserted against us during the application process. The legal basis for this is Art. 31 sec. 2 lit. a GDPR or Art. 6 sec. 1 lit. f GDPR. The legitimate interest in the processing also lies in the aforementioned purposes. If an employment relationship is established between you and us, we may process the personal data that we have already received from you for the purposes of the employment relationship in accordance with Art. 6 sec. 1 lit. b GDPR (performance of a contract).
With your consent, we will also pass on your application data to affiliated companies or store your application data for a longer period if we consider your application suitable but are unable to offer you a position. The legal basis for data processing is Art. 6 sec. 1 lit. a GDPR. You can revoke your consent at any time with effect for the future.
Your application data will not be processed beyond the use described above. Your personal data will be deleted no later than 6 months after the end of the application process, unless deletion conflicts with other legitimate interests on our part or you have not given us your consent to longer storage.
Certain EmailToSM Services use cookies and similar technologies (hereinafter collectively referred to as "Cookies"). Cookies are small text files that are stored on your device by your browser or app. They contain various information, e.g. duration of the website visit or user input. They may be set by EmailToSM as the provider of the Website (so-called first-party cookies) or by third parties whose services are integrated in the Wire Services (so-called third-party cookies). Cookies can be stored for different lengths of time (e.g. duration of page use, several weeks up to a maximum of two years).
EmailToSM uses Cookies for various purposes, which can be roughly differentiated as follows:
- Technically necessary Cookies: These Cookies are technically absolutely necessary to use the basic functions and ensure security of Wire Services. They do not collect information for marketing purposes or track the user behaviour. EmailToSM is permitted to use necessary Cookies without consent of the user.Regarding the storage periods, the Cookies used by EmailToSM can be roughly differentiated as follows:
- Session Cookies: These Cookies are automatically deleted after a session, e.g. when the browser is closed. They contain a so-called session ID. This allows various requests from a browser to be assigned to the shared session and a computer to be recognized when the user returns to the EmailToSM Website.Further details on the functions and storage periods of the Cookies used by EmailToSM can be found in the relevant cookie banner and in the following sections of this privacy policy (in each case for the relevant Wire Service and tool that uses the Cookies).
We maintain promotional profiles on third-party platforms including Instagram, TikTok, and Facebook. These are used solely to share updates and engage with users who follow us there. We do not integrate these platforms into our website, nor do we use social media plug-ins or tracking technologies that connect to these services when you visit our site.
Any interaction with our social media pages is subject to the privacy policies of the respective platforms. We do not collect personal data from these platforms unless you actively contact us through them. For more information, please refer to the privacy policies of Instagram, TikTok, and Facebook.
As part of a visit of the EmailToSM Website for information purposes only (i.e. use without registration, login or communication with the provider via the website), information is automatically sent to the provider's server by the user's browser and temporarily stored there in a so-called log file. In this context, EmailToSM collects and processes the following information and personal data in particular:
- IP addressThis information is technically necessary for EmailToSM to deliver the Website and to ensure its stability and security.
Insofar as EmailToSM collects and processes the user's personal data, in particular the user's IP address, when the EmailToSM Website is accessed and visited, the legal basis for this is Art. 6 sec. 1 lit. f GDPR. EmailToSM has a legitimate interest in providing the Website in a stable, secure, and safe manner. In particular, Wire intends to ensure a level of protection appropriate to the risk for the personal data it processes, to ensure network and information security and to optimize the EmailToSM Website and protect it from attacks, disruptions and damage.
To provide the EmailToSM services, we rely exclusively on third-party providers located within the European Union (EU). These sub-processors support essential functions such as hosting, email communication, customer support, analytics, and payment processing.
We only share personal data with these third parties when:
- It is necessary to deliver their services (e.g., responding to a support request),We do not transfer personal data outside the EU. All data processing takes place within jurisdictions recognized for their strong data protection standards under the General Data Protection Regulation (GDPR).
Unless otherwise stated in this privacy policy, we process your personal data only for as long as necessary to fulfil the purposes for which it was collected. Once the purpose no longer applies, we will delete your data immediately, unless legal obligations require us to retain it longer under applicable regulations (e.g., Art. 17 sec. 3 GDPR).
In such cases, data will be deleted promptly after the retention period expires.
If we process your data based on your consent, it will be deleted immediately upon withdrawal of that consent, unless statutory regulations prevent deletion.
As a data subject under the General Data Protection Regulation (GDPR), you have the following rights:
- Access (Art. 15): Know what personal data we process and why.We do not use automated decision-making or profiling that produces legal effects or similarly significant outcomes (Art. 22 GDPR).
You are not legally or contractually required to provide personal data. However, certain technical data (e.g. IP address) is necessary for the basic functionality of our services.
This privacy policy may change from time to time, and we will make the updated policy available on the website.