Privacy Policy

MailAgency.ai · Last updated 10 July 2026

MailAgency.ai ("MailAgency", "we", "us") is operated by Realtime Comms Ltd, a company incorporated in England and Wales. Contact: support@realtimecomms.co.uk.

This policy explains what data we process when a merchant installs the MailAgency app from the Shopify App Store or uses mailagency.ai.

1. Data we collect

Merchant account data. When you install the app we receive your shop domain and, with your permission, read-only access to your store's product catalogue and content. We use this to build a brand profile (product types, price range, keywords) that powers partner discovery.

Settings you provide. Your sending domain, send-from address, reply-to email address and agent preferences.

Partner contact data. The app researches publicly available information about potential partners (influencers, bloggers, journalists): names, websites, publicly listed or derived business email addresses, and our assessment of their fit for your brand. This information is sourced from the public web and processed on the basis of legitimate interest in facilitating business-to-business partnership outreach.

Sending records. When you approve an email we record the recipient, subject, body and time sent, so you have a history and so we can enforce sending limits.

We do not collect or store your customers' (shoppers') personal data. The app never reads customer records, orders or analytics.

2. How we use data

To provide the service: reading your store to profile your brand, finding and verifying partner contacts, drafting outreach for your approval, sending approved emails from your domain, and notifying you when your weekly queue is ready. We do not sell data, and we do not use your data to train AI models.

3. Processors we rely on

We use a small number of service providers to operate MailAgency: Shopify (app platform and billing), Microsoft Azure (email delivery infrastructure), Cloudflare (DNS), OpenAI (drafting and relevance scoring), and email discovery/verification providers (Exa, AnyMailFinder, MillionVerifier, BounceBan). Each receives only the minimum data needed for its function.

4. Retention and deletion

Merchant data is retained while the app is installed. When you uninstall, Shopify notifies us and we delete your shop's settings, contacts, drafts and sending records in line with Shopify's data-deletion requirements (within 30 days). You can also request deletion at any time by emailing us.

5. Your rights

Under UK and EU data protection law you may request access to, correction of, or deletion of personal data we hold about you. Partners who have received outreach may likewise contact us (or simply reply to the sender) to have their contact details suppressed from future discovery. Write to support@realtimecomms.co.uk and we will respond within 30 days. You also have the right to lodge a complaint with the Information Commissioner's Office (ico.org.uk).

6. Security

Data is stored on servers in the EU, transmitted over TLS, and access is restricted to Realtime Comms Ltd personnel who need it to operate the service. Email sending credentials and API keys are never exposed to merchants or third parties.

7. Changes

We will post any changes to this policy on this page and update the date above. Material changes will be announced to installed merchants by email.