Privacy Policy

1. Who we are and what this policy covers

This policy explains how MachFive Labs LLC ("MachFive," "we," "us") collects, uses and shares personal information.

It covers:

• Visitors to this website.
• Users of the MachFive app and API, and the businesses they work for.
• People in lead data, meaning the business contacts our customers can search for in MachFive (Section 5).

It doesn't govern how our customers use the contacts they upload or email through MachFive; their privacy policies apply (Section 4). Section 5 still covers people in our lead data.

2. Information we collect

We collect information you give us, information collected automatically when you use MachFive, and information from other sources.

3. How we use information

We use personal information to run MachFive, improve it, keep it secure and communicate with you.

• Provide the Service: create accounts, run campaigns, send emails, sync replies, process payments and give support.
• AI features: we send the information a task needs, such as a lead's name, company and website content, to our AI providers to research leads and write emails.
• Improve MachFive: see how features are used, fix problems and build new ones, using combined or de-identified data where we can.
• Security: protect accounts, our sending infrastructure and the people our customers email, and enforce our terms.
• Communicate with you: send service messages and account notices and, if you're a user, product updates and marketing, which you can opt out of anytime.
• Legal reasons: comply with laws, respond to lawful requests and protect our rights.

4. Data we handle for customers

When customers use MachFive, we handle their data on their behalf and follow their instructions.

• What it includes: contacts customers upload, their campaigns, the emails we generate for them, replies they receive and their CRM records.
• Our role: for this data we're a service provider (processor). We use it only to provide MachFive to that customer, as our Terms of Service and any data processing agreement describe. We don't sell it or use it for other customers.
• If you got an email sent through MachFive: the business that emailed you decides how your information is used. To opt out, reply to the email or contact that business. If you contact us instead, we'll pass your request to them.

5. People in our lead data

If you're a working professional, your business contact details may appear in the lead data MachFive customers search, and you can ask us to remove them.

• What it includes: name, job title, employer, business email and phone, company details, professional profile links, and city, state and country.
• Where it comes from: licensed data providers and public sources, such as company websites and professional profiles.
• Why we use it: to help businesses find and contact relevant professionals for business-to-business outreach.
• Who receives it: MachFive customers who search for leads. Our terms let them use it only for their own outreach and forbid reselling it.
• Your choices: email the book a demo form, for example with the subject "Remove my data," and include the email address to remove. We'll stop showing your information to customers and pass your request to our data providers. If we can tell which customers already have it, we'll ask them to delete it. We keep a minimal record so you aren't shown again.
• Timing: we'll confirm your request within 10 business days and complete it within 45 days.

6. How we share information

We share personal information only in the ways listed here.

• Service providers: companies that help us run MachFive, in these categories: hosting and databases, email sending and mailbox services, email verification, lead data, AI models, web research, payments, analytics and customer support. They may use the information only to provide services to us.
• Customers: lead data is available to customers who search for leads (Section 5). If you use MachFive through your employer's account, your employer can see your activity in it.
• Services you connect: when you connect a CRM, mailbox or other tool, we send it the data you've set up.
• Legal and safety: to comply with the law or legal process, or to protect the rights, safety and security of MachFive, our users or others.
• Business transfers: if we're involved in a merger, acquisition or sale of assets, personal information may transfer as part of that deal.
• With your permission: when you ask us to or agree to it.

We don't sell personal information about our users or website visitors.

7. Google and Microsoft account data

If you connect a Google or Microsoft mailbox, where available, we use it only to run the MachFive features you use.

• What we access: your mailbox address and profile, and permission to send email and read your inbox, as you approve when you connect.
• How we use it: to send your campaigns, find replies to them, show those replies in your MachFive inbox and report results. We don't use it for advertising, and we don't sell it.
• Warmup: we send warmup emails from your mailbox and open, reply to and file the warmup emails that arrive in it.
• Sharing: we share this data only with the providers that run these features, such as our email sending platform and AI providers. We never add it to our lead data.
• People reading your email: our team doesn't read your mailbox data unless you ask us to for support, it's needed for security, or the law requires it.
• No AI training: we don't use data from your Google account to train AI models, as Google's rules require.
• Storage: we keep synced emails and replies while your account is open and delete them as Section 9 describes.
• Google's Limited Use rules: MachFive's use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.
• Disconnecting: you can disconnect a mailbox anytime in MachFive or in your Google or Microsoft account settings. We stop accessing it right away, and you can ask us to delete what we synced.

8. Cookies and tracking

We use cookies and similar tools to run our websites and app and to understand how they're used.

• Essential cookies keep you signed in and keep MachFive secure.
• Analytics show us which pages and features people use, so we can improve them.
• Your choices: you can block or delete cookies in your browser settings, though some features may stop working.
• Global Privacy Control: we treat a Global Privacy Control signal from your browser as a request to opt out of any sale or sharing of your personal information.
• Campaign emails: MachFive doesn't add open tracking or click tracking to the cold emails our customers send.

9. How long we keep information and how we protect it

We keep personal information only as long as we need it, and we protect it with reasonable safeguards.

We encrypt information in transit and at rest and limit access to people who need it. No system is perfectly secure, so if a breach affects your information, we'll notify you as the law requires.

10. Your rights

You can ask to see, correct or delete your personal information, or opt out of its sale or sharing, by emailing the book a demo form.

• Access: find out what personal information we have about you and get a copy.
• Correction: fix information that's wrong.
• Deletion: have your information deleted, with some legal exceptions.
• Opt out: stop any sale or sharing of your information, and stop marketing emails (use the unsubscribe link).
• Appeal: if we turn down your request, reply to our decision to appeal it.

We'll confirm your identity before acting on access, correction or deletion requests, usually by checking your email address. You don't need to prove who you are to opt out. We respond within 45 days, and if we need more time, we'll tell you and take up to 45 more. You can use an authorized agent with your written permission. We won't treat you differently for using these rights.

California

California residents have these rights under the California Consumer Privacy Act. In the past 12 months, we collected these categories of personal information:

Making lead data available to customers may count as a "sale" under California law. To opt out, email the book a demo form with the subject "Do not sell my data," or follow Section 5 to have your data removed. We don't knowingly sell or share personal information of anyone under 16. We use sensitive personal information only to provide MachFive and keep it secure, so California's right to limit its use doesn't apply. Section 9 explains how long we keep each category.

Other US states

Residents of states with similar privacy laws, including Colorado, Connecticut, Oregon, Texas and Virginia, have similar rights and can use them the same way.

Europe and the UK

If European or UK law applies to you, we use your information for one of these reasons: our contract with you; a fair business reason, such as running MachFive or business-to-business outreach; your consent; or a legal duty. You can also object, ask us to limit use, move your data, or complain to your local data protection authority.

11. International transfers, children, changes and contact

• International transfers: MachFive is based in the U.S. We process information in the U.S. and in other countries where our providers operate. Where the law requires, we use approved legal safeguards, such as the EU's standard contract terms.
• Children: MachFive is for businesses and isn't meant for anyone under 18. We don't knowingly collect children's information.
• Changes: we'll post updates here and change the date at the top. For material changes, we'll also tell users by email or in the app.