Privacy Policy

Last updated: September 2026
MAILVANTIS LIMITED

1. Who we are

Mailvantis is operated by MAILVANTIS LIMITED, a company registered in Nigeria under the Corporate Affairs Commission (CAC). We are based in Warri, Delta State, Nigeria.

2. What data we collect

We collect the following information when you use Mailvantis:

Account information: Your name, email address, and password. Passwords are hashed with bcrypt before storage — we never store or have access to your actual password.

Service profile: What you sell, your target customers, and your unique value proposition. This is used to score leads and write personalized emails.

Usage data: Searches you run, leads you find, emails you generate and send, and campaign performance data.

Business contact data: Mailvantis collects publicly listed business contact information (emails, phone numbers, addresses) from Google Maps and business websites on your behalf. This data is used only to build your leads list.

Email sending credentials: If you connect your own email account to send outreach through Mailvantis (SMTP host, username, and password/app password), we store those credentials to send on your behalf. We never send from your account for any purpose other than emails you initiate.

Payment information: Payments are processed by Paystack. We never receive or store your card number, expiry, or CVV. We store only a reusable payment-authorization reference (used to auto-renew your plan if you enable it) and the email address Paystack confirms the payment against.

Device data: IP address, browser type, and a device fingerprint. Used for two distinct purposes: (1) trusted-device verification — skipping the login security code on a device you've marked as trusted for 30 days, and (2) fraud prevention — detecting when the same device is being used to create multiple free accounts to claim free credits repeatedly.

3. How we use your data

We use your information to:

Operate and improve the Mailvantis platform
Score leads against your service profile
Generate personalized outreach emails on your behalf
Send you email verification and login security codes
Process payments via Paystack
Provide customer support
Build our global business intelligence database (anonymized and aggregated)

4. Business contact data

Mailvantis collects publicly available business contact information to help you find potential clients. This means:

We only collect data that businesses have made publicly available on their own websites, Google Maps listings, and social media profiles.
We do not collect personal consumer data.
Collected business data is retained for up to 2 years then anonymized automatically.
You are responsible for complying with applicable laws when using this data for outreach, including NDPR (Nigeria), GDPR (EU/UK), CAN-SPAM (USA), and CASL (Canada).

5. Data sharing

We do not sell your personal data. We share data only with the vendors that operate Mailvantis itself, each only for the specific purpose below:

Railway: Our hosting provider. All application data (your account, leads, and emails) lives on infrastructure Railway operates on our behalf.

Paystack: Payment processing. Paystack's own privacy policy applies to the payment details you enter directly with them — we never see your card number.

Resend: Delivers our own system emails to you (email verification, login security codes, password resets, admin announcements). Your outreach emails to your own leads are sent through your own connected SMTP account instead, not through Resend.

AI providers: Email generation and lead scoring use AI providers (Google Gemini, GLM/ZhipuAI, Groq, DeepSeek). Your service profile and lead details are sent to whichever provider handles a given request, to generate emails or score fit. We do not share your account credentials or payment information with them.

Legal requirements: We may disclose data if required by Nigerian law or court order.

6. Your rights

You have the right to:

Access all data we hold about you
Request correction of inaccurate data
Request deletion of your account and personal data
Export your leads and email data
Withdraw consent at any time

To exercise these rights, email: info@getmailvantis.com

7. Data security

We protect your data with:

Hashed passwords (bcrypt) — never stored in plain text
HTTPS encryption in transit
JWT authentication tokens
Device verification codes for new-device logins
Regular database backups

8. Cookies and local storage

We use one real cookie: a "trusted device" cookie, set for 30 days when you choose "Trust this device" during login, so you don't need a verification code on that device again. It is httpOnly (page scripts cannot read it) and cannot be used for advertising.

Your login session and your light/dark theme preference are stored in your browser's local storage, not as cookies — they stay on your device and are never sent to third parties.

We do not use advertising cookies or third-party tracking scripts.

9. Data retention

Account data: retained while your account is active
Business contact data: 2 years, then anonymized automatically
Email logs: retained for 1 year
Payment records: retained for 7 years (standard accounting/legal record-keeping)

10. Changes to this policy

We will notify you by email if we make significant changes to this Privacy Policy.

11. Contact

MAILVANTIS LIMITED
Warri, Delta State, Nigeria
Email: info@getmailvantis.com
CAC Registration: RC 9792511