Privacy Policy
This Privacy Policy explains how PrometheusMail (we, us, or our) collects, uses, and protects your personal data when you use our services, website, and applications (the Services).
PrometheusMail is operated by [COMPANY NAME] registered in Poland, European Union.
We take your privacy seriously. This policy is written in plain language so you can understand exactly what happens with your data.
Who we are
PrometheusMail is a SaaS platform providing AI-powered email automation, CRM, and team communication tools for agencies. We are based in Poland and operate under EU jurisdiction.
Contact: kontakt@dmspure.com
What data we collect
Account information
- Name
- Email address
- Company name
- Billing information (processed by Stripe)
- Authentication credentials
Email content (when you connect your inbox)
- Email messages (for AI processing)
- Sender/recipient information
- Attachments (when relevant)
- Email metadata
Usage data
- Login timestamps
- Feature usage statistics
- Error logs
- IP address
Client data in your CRM
- Contact information you add
- Project details
- Notes and activities you create
Cookies and tracking
- Essential cookies (authentication, security)
- Analytics cookies (anonymized)
- No third-party advertising cookies
Why we collect this data
- To provide the Services (email AI, CRM, chat)
- To authenticate and secure your account
- To process payments
- To communicate with you about your account
- To improve our product based on usage patterns
- To comply with legal obligations
We do NOT:
- Sell your data to third parties
- Use your email content to train general AI models
- Share your client data with advertisers
- Send your data to the United States
Where your data is stored
All data is stored on servers located in the European Union (Frankfurt, Germany).
Your email content is processed by our AI (Llama 3.3) running on our infrastructure. Your emails are never sent to OpenAI, Anthropic, Google, or any other third-party AI provider.
Infrastructure providers
- Hetzner Online (EU) — server hosting
- Supabase (EU) — database
- Stripe (global) — payment processing
- Cloudflare (global) — CDN and security
All providers are GDPR-compliant and bound by Data Processing Agreements.
How long we keep your data
Account data
- Active account: indefinitely
- After account deletion: 30 days, then permanent deletion
Email content
- Processed in real-time, not stored by AI
- Email metadata retained as part of your inbox history
Billing data
- 7 years (legal requirement in Poland)
Logs
- 90 days, then anonymized or deleted
Your rights (GDPR)
As an EU resident, you have the right to:
- Right to access — Request a copy of all data we hold about you.
- Right to rectification — Correct inaccurate or incomplete data.
- Right to erasure — Request deletion of your data (“right to be forgotten”).
- Right to portability — Export your data in a machine-readable format.
- Right to object — Opt out of certain processing activities.
- Right to withdraw consent — Cancel consent you previously gave.
To exercise these rights, email: kontakt@dmspure.com. We respond within 30 days.
Security
We protect your data with:
- TLS 1.3 encryption in transit
- AES-256 encryption at rest
- Multi-factor authentication (optional but recommended)
- Regular security audits
- Access controls and audit logs
- Incident response procedures
In case of a data breach, we notify affected users within 72 hours as required by GDPR.
Children’s privacy
PrometheusMail is not intended for users under 16. We do not knowingly collect data from children under 16. If you believe we have, contact kontakt@dmspure.com and we will delete it immediately.
International transfers
Your data stays in the EU. We do not transfer personal data outside the EU/EEA.
The only exceptions are:
- Stripe (payment processing) — uses EU-US Data Privacy Framework
- Cloudflare (CDN) — uses SCCs (Standard Contractual Clauses)
Both are GDPR-compliant mechanisms.
Changes to this policy
We may update this policy. If we make material changes, we will notify you via email at least 30 days before changes take effect.
Previous versions available at: prometheusmail.com/privacy/history
Contact
Questions about privacy?
- Email: kontakt@dmspure.com
- Data Protection Officer: kontakt@dmspure.com
Postal address
[COMPANY NAME]
[ADRES]
Poland
Polish DPA (supervisory authority)
Urząd Ochrony Danych Osobowych (UODO)
Stawki 2, 00-193 Warsaw
uodo.gov.pl