PRIVACY POLICY

Last Updated: September 4, 2026

Introduction

VeryColdMail.com (“VeryColdMail”, “we”, “us”, or “our”) is operated by:

Velveteen SaaS, LLC
2810 N Church St STE 90741
Wilmington, DE 19802
United States

Telephone: +1 (302) 600-0801
Email: [email protected]

Velveteen SaaS, LLC is responsible for the operation of VeryColdMail and, where applicable, acts as the data controller for personal information collected through the VeryColdMail website, customer accounts, billing relationships, and communications.

This Privacy Policy explains how we collect, use, disclose, retain, and protect personal information when you visit VeryColdMail.com, create an account, start a trial, purchase a subscription, connect an email account, or otherwise use our email warmup and deliverability platform (collectively, the “Service”).

VeryColdMail is intended for professional and business users.

By using the Service, you acknowledge the data practices described in this Privacy Policy.

1. Information We Collect

The information we collect depends on how you interact with the Service.

Account and Business Information

When you create an account or communicate with us, we may collect information such as:

your name;

business email address;

company or organization name;

account credentials and authentication information;

telephone number, where provided;

billing and subscription information; and

communications you send to us.

Payment Information

When you purchase a subscription or provide payment information, payments may be processed by third-party payment processors, including Stripe.

Payment processors may collect payment-card details, billing addresses, transaction information, and other information necessary to process payments and prevent fraud.

VeryColdMail does not ordinarily receive or store complete payment-card numbers when those details are collected directly by our payment processor.

We may receive transaction information such as payment status, subscription status, transaction identifiers, payment method type, and limited billing information necessary to administer your subscription.

Mailbox and Domain Information

When you configure a mailbox for warmup, monitoring, or deliverability testing, we may process technical information necessary to provide the requested functionality, including:

mailbox addresses;

domain names;

SMTP and IMAP configuration;

email-provider information;

authentication tokens or credentials where required;

mailbox connection status;

sending and receiving configuration;

deliverability-test information; and

technical results generated by the Service.

Email and Warmup Data

Certain VeryColdMail features require automated interaction with connected mailboxes.

The Service may therefore process email metadata and message content where technically necessary to:

generate, send, receive, and process warmup messages;

identify VeryColdMail warmup messages;

perform automated mailbox interactions;

conduct inbox-placement and deliverability tests;

determine whether test or warmup messages reached an inbox, spam folder, or other mailbox location; and

provide the results and analytics requested by the Customer.

VeryColdMail is not designed to monitor or analyze a Customer's ordinary private or business correspondence unrelated to the Service.

We do not use connected mailboxes for human review of private communications except where strictly necessary for security, troubleshooting, legal compliance, or support requested by the Customer and where such access is authorized and appropriate.

Usage and Technical Information

When you use our Website or Service, we may automatically collect technical and usage information, including:

IP address;

browser type and version;

device and operating-system information;

login and session information;

pages or features accessed;

timestamps;

usage metrics;

diagnostic information;

error and performance logs; and

security and fraud-prevention signals.

We use this information to operate, secure, troubleshoot, and improve the Service.

2. How We Use Information

We may use information collected through VeryColdMail to:

create and administer Customer accounts;

provide and maintain the Service;

connect Customer mailboxes;

execute mailbox warmup functionality;

perform inbox-placement and deliverability testing;

generate analytics and reports;

authenticate users;

process subscriptions and payments;

provide customer support;

communicate about accounts, subscriptions, security, and Service changes;

monitor Service performance and reliability;

detect, investigate, and prevent fraud, abuse, security incidents, and violations of our Terms;

enforce our Terms of Service;

improve and develop the Service;

maintain appropriate business and accounting records; and

comply with applicable legal and regulatory obligations.

We do not sell or rent personal information.

3. Legal Bases for Processing

Where the European Economic Area (“EEA”), United Kingdom, or other applicable data-protection law requires a legal basis for processing personal data, we rely on one or more of the following bases, depending on the circumstances:

Performance of a Contract

We process information where necessary to provide the Service you requested, administer your Account, connect mailboxes, manage subscriptions, and fulfill our contractual obligations.

Legitimate Interests

We may process information where reasonably necessary for our legitimate business interests, including:

maintaining and improving the Service;

securing our systems;

preventing fraud and abuse;

providing customer support;

understanding Service usage; and

protecting our legal and business interests.

We consider the potential impact on individuals when relying on legitimate interests.

Legal Obligations

We may process or retain information where necessary to comply with applicable laws, tax requirements, accounting obligations, court orders, or other legal requirements.

Consent

Where required by applicable law, we may process information based on your consent. Where processing is based on consent, you may withdraw that consent as permitted by applicable law.

4. Customer Data and Our Role as a Service Provider

Customers may submit or make personal information available to VeryColdMail through connected mailboxes or other Service functionality.

Depending on the circumstances and applicable law, the Customer may act as the data controller or business responsible for that information, while Velveteen SaaS, LLC may act as a processor or service provider processing the information on the Customer's behalf.

Customers are responsible for ensuring that they have the necessary legal authority, notices, permissions, or other lawful basis to provide personal data to VeryColdMail and instruct us to process it.

VeryColdMail processes such Customer Data to provide the Service and in accordance with the Customer's instructions, these terms, and applicable law.

5. Mailbox Credentials and Authentication Information

We recognize that mailbox credentials and authentication information are particularly sensitive.

Depending on the email provider and connection method, VeryColdMail may use OAuth tokens, application passwords, SMTP/IMAP credentials, or other authentication mechanisms to connect a Customer Email Account.

Authentication information is used to provide the mailbox functionality authorized by the Customer, including:

establishing and maintaining mailbox connections;

sending and receiving warmup messages;

performing configured automated mailbox interactions;

performing deliverability tests; and

maintaining the technical operation and security of those connections.

We do not sell or rent mailbox credentials or access to Customer Email Accounts.

Access to authentication information is restricted according to operational necessity and protected using reasonable technical and organizational safeguards appropriate to the nature of the information.

Customers should use OAuth or provider-specific application passwords where available and should not provide credentials for any mailbox they are not authorized to connect.

6. How We Share Information

We may disclose information to service providers that help us operate VeryColdMail.

These providers may include:

cloud and infrastructure providers;

hosting providers;

database and storage providers;

email infrastructure providers;

payment processors, including Stripe;

security and fraud-prevention providers;

analytics and monitoring providers;

customer-support providers; and

professional advisers where necessary.

These providers may process information only as necessary to perform services for us or as otherwise permitted by applicable law and their applicable agreements with us.

We may also disclose information:

where required by applicable law, regulation, subpoena, court order, or valid legal process;

to investigate or prevent fraud, abuse, security threats, or illegal activity;

to protect the rights, property, security, or safety of Velveteen SaaS, LLC, our Customers, or others;

in connection with a merger, acquisition, financing, reorganization, sale of assets, or transfer of all or part of the VeryColdMail business; or

with your direction or consent.

We do not sell personal information to data brokers or third parties for their independent marketing purposes.

7. Payment Processing

VeryColdMail may use Stripe and other payment-service providers to process subscription payments.

When you submit payment information, certain information may be provided directly to the payment processor rather than to VeryColdMail.

Payment processors process information according to their own terms and privacy policies and may use information for purposes including transaction processing, fraud prevention, regulatory compliance, and payment-network requirements.

VeryColdMail receives only the information reasonably necessary to administer your subscription, verify payment status, provide customer support, maintain business records, and address billing issues.

8. International Data Transfers

Velveteen SaaS, LLC is established in the United States, and VeryColdMail may use service providers located in the United States and other countries.

Accordingly, personal information may be transferred to and processed in countries other than the country where you are located.

Where required by applicable data-protection law, we use appropriate safeguards for international transfers of personal data. These may include contractual safeguards, adequacy mechanisms, or other transfer mechanisms recognized under applicable law.

9. Data Retention

We retain personal information only for as long as reasonably necessary for the purposes for which it was collected, including providing the Service, maintaining security, resolving disputes, enforcing agreements, and satisfying legal, tax, accounting, and regulatory obligations.

Retention periods may vary depending on the type of information and the reason it is processed.

When information is no longer reasonably required, we may delete, anonymize, or securely dispose of it, subject to applicable legal requirements and reasonable backup and disaster-recovery practices.

Customers may request deletion of their Accounts and associated personal information by contacting us at [email protected].

Certain information may need to be retained after Account deletion where required for legal, accounting, security, fraud-prevention, dispute-resolution, or other legitimate purposes.

10. Cookies and Similar Technologies

VeryColdMail may use cookies and similar technologies to:

authenticate users and maintain sessions;

remember preferences;

provide essential Website functionality;

protect accounts and prevent fraud;

understand Website and Service usage; and

monitor and improve performance.

Some cookies are necessary for the Website and Service to function.

Where required by applicable law, we will request consent before using non-essential cookies or similar technologies.

You may also control certain cookies through your browser settings. Disabling necessary cookies may prevent some parts of the Service from functioning correctly.

11. Security

Protecting Customer information is important to us.

We maintain reasonable administrative, technical, and organizational safeguards designed to protect information against unauthorized access, disclosure, alteration, loss, or destruction.

Our security measures may include encryption, access controls, authentication mechanisms, logging, monitoring, network protections, and other safeguards appropriate to the nature of the Service and information processed.

However, no internet-based service, transmission method, or electronic-storage system can be guaranteed to be completely secure.

Customers are responsible for maintaining the security of their own accounts, devices, domains, mailboxes, authentication credentials, and infrastructure.

12. Your Privacy Rights

Depending on where you live and the law applicable to your personal information, you may have rights including the right to:

request access to personal information we hold about you;

request correction of inaccurate information;

request deletion of personal information;

request restriction of certain processing;

object to certain processing;

request portability of eligible personal information;

withdraw consent where processing is based on consent; and

lodge a complaint with an applicable data-protection authority.

These rights may be subject to exceptions and limitations under applicable law.

To exercise an applicable privacy right, contact us at [email protected].

We may need to verify your identity before fulfilling certain requests.

If VeryColdMail processes personal data solely on behalf of one of our Customers, we may direct your request to that Customer or assist the Customer in responding as appropriate.

13. U.S. Privacy Rights

Residents of certain U.S. states may have additional rights under applicable state privacy laws.

Depending on the law and whether it applies to Velveteen SaaS, LLC, these rights may include access, correction, deletion, portability, or rights relating to certain disclosures or uses of personal information.

VeryColdMail does not sell personal information for monetary consideration.

Requests concerning applicable U.S. state privacy rights may be submitted to [email protected].

14. Marketing Communications

We may send Service-related communications necessary to administer your Account, including security notices, billing information, subscription notices, and material Service updates.

Where permitted by applicable law, we may also send information about VeryColdMail products, features, or offers.

You may opt out of promotional marketing emails using the unsubscribe mechanism provided in those communications.

Opting out of promotional communications does not prevent us from sending transactional or Service-related messages necessary to operate your Account.

15. Third-Party Services and Links

VeryColdMail may integrate with or contain links to third-party services.

This Privacy Policy does not govern the independent privacy practices of third parties, and Velveteen SaaS, LLC is not responsible for the privacy practices of services that it does not control.

We encourage users to review the privacy policies of relevant third-party providers.

16. Children's Privacy

VeryColdMail is a business-to-business Service and is not directed to children or individuals under the age of 18.

We do not knowingly collect personal information from children through the Service.

If you believe that a child has provided personal information to us, please contact [email protected].

17. Business Transfers

If Velveteen SaaS, LLC is involved in a merger, acquisition, financing, reorganization, sale of assets, bankruptcy, or transfer of all or part of the VeryColdMail business, information may be transferred as part of that transaction, subject to applicable law.

18. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes to the Service, our business practices, technology, legal requirements, or regulatory requirements.

When we update this Policy, we will revise the “Last Updated” date above.

Where required by applicable law, we will provide additional notice of material changes.

19. Contact Us

VeryColdMail is operated by:

Velveteen SaaS, LLC
2810 N Church St STE 90741
Wilmington, DE 19802
United States

Telephone: +1 (302) 600-0801
Email: [email protected]

For privacy questions, requests concerning personal information, or concerns about our data practices, please contact us using the information above.