Privacy Policy

SendPilot is an email marketing and outreach platform operated by Elite Media 360(“we”, “us”). This policy explains what information we collect, why we collect it, how long we keep it and what you can ask us to do with it.

SendPilot is a tool you use to send email through mailboxes you own. For the contact data you upload, you are the controller and we are the processor — we hold and process that data on your instruction, not for our own purposes. For your own account details, we are the controller.

Information we collect

Account information. Your name, email address, an optional company name, and a password stored only as a bcrypt hash. We never store your password in a readable form.

Workspace and team data. Your workspace name, chosen plan, team members you invite and their roles.

Marketing preference. Whether you ticked the consent box at signup, and when. You can withdraw this at any time by contacting us.

Technical data. A session cookie to keep you signed in, and standard server logs (IP address, request time, user agent) generated when you use the application.

Contact and campaign data

When you import contacts, we store the email addresses and any additional columns you choose to upload, such as first name or company. We also store your campaign and sequence content, and the delivery events we record so you can measure performance: sends, opens, clicks, replies, bounces and unsubscribes.

Campaigns include an open-tracking pixel and click-tracking links. Recipients can opt out at any time through the one-click unsubscribe link and the List-Unsubscribe header included on every message. Unsubscribes and bounces are added to a suppression list automatically and are excluded from all future sends.

Replies and bounce notices received by your connected mailboxes are read and stored so they appear in your unified inbox. Only messages relating to your outreach are stored; other mail in the mailbox is ignored.

SMTP credentials and configuration

To send on your behalf we store the connection details for the mailboxes you connect: host, port, username, and the password or API key. Credentials are encrypted at rest using AES-256-GCM and are decrypted only at the moment a message is sent or a mailbox is checked for replies. They are never displayed back to you in full, never shared, and are deleted when you remove the sender or close your workspace.

If you connect a third-party API key of your own — for example an AI provider or a lead-data provider — it is stored the same way and used only to make the requests you initiate.

How we use information

We use this information to operate the service: to authenticate you, to send the campaigns and sequences you create, to record and display their results, to enforce plan limits, and to keep the platform secure and working. We also use your account email to send service messages such as security or billing notices.

We do not sell your data. We do not use your contacts for our own marketing, and we do not mail them on our own behalf. Your workspace is isolated from every other workspace.

Cookies and analytics

SendPilot sets a single essential cookie that keeps you signed in. It is not used for advertising or cross-site tracking, and no third-party advertising cookies are set by the application.

The tracking pixels and redirect links described above apply to the campaigns you send to your recipients, and can be turned off per campaign.

We use Google Tag Manager on our public pages — the homepage, sign-up, log-in and these policy pages — to understand how people find us. It is deliberately not loaded inside the application, nor on unsubscribe, confirmation or download links, so pages that identify you or your contacts are never reported to Google.

Third-party processors

We rely on a small number of providers to run the service: a hosting provider for the servers and database, and the email provider you choose to connect. Mail you send is transmitted through your own SMTP provider, so that provider also processes your message content under its own terms.

We use these sub-processors: Hetzner Online GmbH (Germany) for hosting and database storage; Cashfree Payments (India) for card and UPI payments; and Google (Ireland/USA) for Tag Manager and web fonts on our public pages. If you enable AI writing, the provider whose key you supply — such as Anthropic or OpenAI — processes the text you send it. Your own email is sent through the SMTP provider you connect, which we never control or receive a copy of.

Data retention

We keep your account and workspace data for as long as your account is open. Contacts, campaigns and their results are kept until you delete them or close your workspace. Deleting a contact, a campaign or a sender removes that record and its associated data from the live database.

Suppression records — addresses that unsubscribed or hard bounced — are retained after deletion of the underlying contact, because we need them to keep honouring the opt-out. Server logs are kept only as long as needed for security and troubleshooting.

Security

The application is served over HTTPS. Mailbox credentials and connected API keys are encrypted at rest with AES-256-GCM, passwords are hashed with bcrypt, and access to a workspace is limited to the members you invite. Each workspace’s data is separated at the query level so one customer cannot read another’s.

No system is perfectly secure. If we become aware of a breach affecting your data, we will notify you without undue delay.

Your rights

You can access and export your contacts and campaign results from within the application at any time, correct your account details, delete individual records, or close your workspace and have its data removed. Depending on where you live, you may also have the right to object to or restrict processing, to data portability, and to complain to your local data protection authority.

Because you control the contacts you upload, requests from your recipients should be sent to you in the first instance. We will support you in responding to them.

Children

SendPilot is a business tool and is not directed at children. We do not knowingly collect data from anyone under 16.

Changes to this policy

If we make a material change we will update the date at the top of this page and, where the change significantly affects you, notify you by email.

Contact us

SendPilot is operated by Elite Media 360 (elitemedia360.com). For any privacy question, or to request access or deletion, message us on WhatsApp on +91 99990 94248.

SendPilot is operated by MNARS Marketing Agency Private Limited, F-110, Sector 36, Greater Noida, Uttar Pradesh, India. For privacy questions or to request deletion of your data, email privacy@elitemedia360.com.