--- title: "Privacy Policy | MailDeck" description: "How The Scaling Group Kft. (MailDeck) collects, uses, shares and protects personal data on maildeck.co and app.maildeck.co, the emails we send, and your GDPR rights." canonical: "https://maildeck.co/legal/privacy" last-updated: "2026-09-23" --- > How The Scaling Group Kft. (MailDeck) collects, uses, shares and protects personal data on maildeck.co and app.maildeck.co, the emails we send, and your GDPR rights. Legal # Privacy Policy Last updated 23 September 2026 Applies to maildeck.co and app.maildeck.co This policy explains what personal data The Scaling Group Kft. collects when you use maildeck.co, the MailDeck app at app.maildeck.co and our services, why we collect it, who we share it with, how long we keep it and what your rights are. MailDeck is a business-to-business service: it is offered to companies and professionals, not to consumers or children. ## 1. Who we are The data controller is: The Scaling Group Kft. (trading as MailDeck and ScalingRoom) Petőfi Sándor utca 48., 2724 Újlengyel, Hungary Tax number: 32935080-2-13 Email: [support@maildeck.co](mailto:support@maildeck.co) In this policy "MailDeck", "we", "us" and "our" mean The Scaling Group Kft. We process personal data in accordance with the EU General Data Protection Regulation (GDPR) and Hungarian law, including Act CXII of 2011 on informational self-determination and freedom of information. This policy covers data about you, our customer or visitor. Data that you place in the mailboxes and tools we provide for you (for example the content of your emails or your prospect lists) is processed by us only on your behalf, as your processor, under our [Data Processing Addendum](https://maildeck.co/legal/dpa). ## 2. The data we collect - Account data: your name, email address, password (stored only as a one-way hash) or your Google account identity if you sign in with Google, and the team members you invite. - Business and billing data: company name, billing address, country, VAT or tax number and whether it was verified, and your acceptance of our Terms (time, IP address, browser and terms version). - Order data: the products you order, your domains, the mailbox names and sender details you choose, and the access details for the registrar or sending tools you ask us to connect. We use these only to fulfil your order. - Payment data: payment amounts, dates, status and the identifiers our payment providers give us. Card details are entered on our payment providers' pages and are never received or stored by us. - Communications: your messages to us by email, in-app chat or in the Slack channel we set up for your order. - Technical and usage data: IP address, browser and device type, pages and app screens visited, the steps you take in checkout, and server and security logs. - Cookie data: see our [Cookie Policy](https://maildeck.co/legal/cookies). We collect this data from you directly, from your use of the site and the app, and from our payment providers when you pay. We do not buy personal data. ## 3. Why we use it, and our legal basis - To create and run your account, take your order, set up your domains and mailboxes, and support you: performance of our contract with you (GDPR Art. 6(1)(b)). - To take payment, issue invoices and meet our tax and accounting duties, including verifying EU VAT numbers in the European Commission's VIES system: legal obligation (Art. 6(1)(c)) and performance of contract. - To keep the service secure, prevent fraud and abuse (for example bot protection on sign-up and login) and keep evidence of what was agreed: our legitimate interests (Art. 6(1)(f)). - To understand and improve the site and the app through analytics: your consent where the law requires it, otherwise our legitimate interests. See the [Cookie Policy](https://maildeck.co/legal/cookies). - To send you the emails described in section 4: on the legal basis stated there. We do not make decisions about you based solely on automated processing that have legal or similarly significant effects on you. ## 4. Emails we send you By creating an account or placing an order you agree that we may email you at the address you gave us. We send the following: ### Service and transactional emails Emails needed to provide the service: email address verification, password resets, team invitations, order and payment confirmations, setup and delivery updates for your order, notices about failed or declined payments and how to complete them, security alerts, and changes to our terms or this policy. These are part of our contract with you (Art. 6(1)(b)), so you cannot opt out of them while you have an account. We keep them to what is needed to run the service. ### Account follow-ups and product updates Occasional emails related to the service you signed up for, such as a reminder if you started an order but did not complete it, onboarding tips, or news about MailDeck features and pricing. We send these on the basis of our legitimate interest in serving our business customers (Art. 6(1)(f)) and, where applicable, the rules on electronic direct marketing to existing customers. Every such email tells you how to opt out, and you can opt out at any time by replying "unsubscribe" to it, by using the unsubscribe link where one is included, or by emailing [support@maildeck.co](mailto:support@maildeck.co). Opting out does not affect service emails. ### Marketing emails We send other marketing emails only where you have agreed to receive them or where the law otherwise allows it, and you can unsubscribe from them at any time. ### How we send them Our emails are delivered by Twilio SendGrid. To keep delivery reliable and to see whether important emails (such as a payment notice) reached you, we and SendGrid record delivery, bounce, open and click events for each email. We never sell or rent your email address, and we never send third parties' advertising to it. ## 5. Who we share data with We share personal data only with the service providers that help us run MailDeck, each under a contract that allows them to use it only on our instructions: - Hosting: Contabo GmbH (Germany), which hosts our servers and databases. - Email delivery: Twilio SendGrid (Twilio Inc., USA). - Payments: Commas (formerly Fanbasis), which processes your payments. - Invoicing: Számlázz.hu (KBOSS.hu Kft., Hungary), which issues our invoices. - VAT verification: the European Commission's VIES service. - Customer support and communication: Intercom (in-app chat) and Slack (the channel we create for your order). - Security: Cloudflare Turnstile, which checks that sign-ups and logins come from people rather than bots. - Sign-in: Google, if you choose "Sign in with Google". - Analytics: Google Analytics, only as described in the [Cookie Policy](https://maildeck.co/legal/cookies). - Fulfilment: Microsoft and Google, where we create Microsoft 365 or Google Workspace mailboxes for you, and the partners that help us provision them. We also connect the sending tools you choose (for example Instantly or Smartlead) when you ask us to. We may also disclose data where the law requires it (for example to tax authorities or courts), to protect our rights, or to a buyer or successor if our business is sold or reorganised, in which case this policy continues to apply. We do not sell personal data. ## 6. Transfers outside the EEA Some of the providers above (for example Twilio SendGrid, Commas, Intercom, Slack, Cloudflare and Google) process data in the United States or other countries outside the European Economic Area. Where they do, we rely on the EU–US Data Privacy Framework for certified providers or on the European Commission's Standard Contractual Clauses, together with any additional safeguards needed. You can ask us for a copy of the relevant safeguards. ## 7. How long we keep it - Account and order data: while your account is open. If you ask us to delete your account, we permanently delete your account data 30 days after the request, except what we must keep by law. - Invoices and accounting records: 8 years, as required by Hungarian accounting law (Act C of 2000 on Accounting). - Records of your consent and acceptance of our Terms: up to 3 years after the relationship ends, as evidence of what was agreed. - Website visitor and analytics records: up to 13 months. - Technical and security logs: for short periods, usually no more than 30 days, unless needed to investigate an incident. We may keep data longer where it is needed to establish, exercise or defend legal claims. ## 8. How we protect it Data is encrypted in transit, passwords are stored only as one-way hashes, and access to customer data and to any access details you give us is limited to the staff who need it to deliver your order. We have procedures for dealing with personal data breaches and will notify you and the authorities where the law requires. ## 9. Your rights Under the GDPR you have the right to: - access the personal data we hold about you and get a copy of it; - have inaccurate data corrected; - have your data erased, where there is no legal reason for us to keep it; - restrict our processing of it; - receive the data you gave us in a portable, machine-readable format; - object to processing based on our legitimate interests, and at any time to direct marketing; - withdraw your consent at any time where we rely on it, without affecting processing that took place before. To exercise any of these rights, email [support@maildeck.co](mailto:support@maildeck.co). We will reply within one month and may ask you to confirm your identity first. There is normally no fee. You also have the right to complain to a data protection authority. In Hungary this is the Nemzeti Adatvédelmi és Információszabadság Hatóság (NAIH), Falk Miksa utca 9–11, 1055 Budapest, [naih.hu](https://naih.hu). You may also complain to the authority in the EU country where you live or work, or go to court. We would appreciate the chance to address your concern first. ## 10. Third-party websites Our site and app link to other websites and services, such as our payment providers' checkout pages. Those services have their own privacy policies, and we are not responsible for how they handle your data. ## 11. Changes to this policy We may update this policy from time to time. The date at the top shows when it last changed. If we make a material change, we will tell you by email or in the app before it takes effect. ## 12. Contact For any question about this policy or your personal data, email [support@maildeck.co](mailto:support@maildeck.co) or write to The Scaling Group Kft., Petőfi Sándor utca 48., 2724 Újlengyel, Hungary.