Privacy Policy

SilverMailer is a cold email campaign management tool operated by SilverSouls Media. We help sales professionals and businesses manage outreach campaigns using their own email accounts.

Contact: privacy@silversoulsmail.com
Website: https://silversoulsmail.com

We collect the following when you use SilverMailer:

• Account information: Your email address and name when you sign up.
• Campaign data: Campaign names, email sequences (subject lines and body text), sending schedules, and campaign settings you create.
• Lead data: Contact information you import — including names, email addresses, job titles, company names, phone numbers, LinkedIn URLs, and any custom fields you add.
• Sender credentials: SMTP and IMAP connection details (host, port, username) for email accounts you connect. Passwords are stored encrypted in our database.
• Email activity logs: Records of emails sent through our platform, including timestamps, open events (if tracking is enabled), and reply detection results.
• Inbound reply content: When you use Compass, the full text of inbound replies to your campaigns is read and stored so that Compass can learn which messages and approaches are resonating with your audience. See Section 4 for details.
• Compass strategy data: AI-generated strategies, playbooks, segment plans, and per-user memory rows created by the Compass AI feature.
• Usage data: We use PostHog to collect anonymized analytics about how you use the app — pages visited, features used, and session duration. No email content is sent to PostHog.

We use your information solely to provide the SilverMailer service:

• To send emails on your behalf using your connected SMTP accounts
• To detect replies using your connected IMAP accounts
• To display campaign analytics and lead activity
• To power Compass — including reading reply content to classify sentiment and build per-user strategic memory (see Section 4)
• To maintain your account and keep it secure
• To improve the product using anonymized usage data

We do not sell your data. We do not use your data for advertising. We do not use your data to train shared AI models or share your campaign data with other users.

Compass is SilverMailer's AI-powered strategy feature. To make Compass more accurate for your specific business over time, it builds a private per-user memory by analyzing how your campaigns perform.

Specifically, Compass:

• Reads inbound reply text — the full body of replies your leads send back to you. This content is processed to classify whether a reply is positive, a rejection, an objection, or an out-of-office.
• Sends reply text to AI providers — for sentiment classification, reply content is sent to Anthropic (Claude) or Google Gemini via our API keys (or your own API key if you're on a BYOK plan). These providers process the text under their own privacy policies.
• Stores classified data — reply classifications, extracted campaign lessons, and a writing voice fingerprint derived from your highest-performing messages are stored in your private Compass memory. This data is specific to your account and is never shared.
• Uses memory to improve future strategies — when you generate a new Compass strategy, the memory is included as context so the AI can account for what has and hasn't worked for your offer and audience.

Retention: Compass memory data (reply classifications, institutional lessons, writing voice, and revision history) is retained for as long as your account is active and is permanently deleted within 30 days of account deletion.

Your control: You can request access to or deletion of your Compass memory data at any time by emailing privacy@silversoulsmail.com. Deletion of memory data does not require deleting your full account.

SilverMailer uses third-party AI providers to power Compass strategy generation, reply classification, lead intelligence, and copy evaluation. The providers we use include:

• Anthropic (Claude) — primary AI for Compass strategy and copy. anthropic.com/privacy
• Google Gemini — used for lead intelligence and reply classification. policies.google.com/privacy
• OpenRouter — optional routing layer providing access to additional AI models. openrouter.ai/privacy

What data is sent to AI providers: Campaign context, email sequences, reply text for classification, website content for Compass prefill, and lead segment descriptions. No raw lead email addresses or SMTP passwords are ever sent to AI providers.

BYOK (Bring Your Own Key) plan: If you use a BYOK plan, all AI requests are made directly using your own API key to your chosen provider. SilverMailer's platform keys are never used for BYOK accounts. Your data is governed exclusively by your provider's privacy policy.

Starter, Pro, and Concierge plans: AI requests are made using SilverMailer's platform API keys. The AI providers' standard API data policies apply. As of the time of this writing, Anthropic and Google do not use API-submitted data to train their models, though you should review each provider's current policy for the most up-to-date terms.

Your data is stored securely using Supabase (PostgreSQL database hosted on AWS in the United States). We use row-level security to ensure your data is only accessible to your account. All connections to our services use HTTPS/TLS encryption. SMTP and IMAP passwords are stored with encryption at rest.

SilverMailer uses the following third-party services to operate:

• Supabase — database and authentication (supabase.com/privacy)
• Render — backend server hosting (render.com/privacy)
• Vercel — frontend hosting (vercel.com/legal/privacy-policy)
• PostHog — anonymized product analytics (posthog.com/privacy)
• AI providers (Anthropic, Google Gemini, OpenRouter) — see Section 5 for details on what data is shared with each.

Your email is sent through your own SMTP provider (Gmail, Outlook, Zoho, or custom). We do not have access to your email provider account beyond what is needed to send and receive emails through the credentials you provide.

When you import a lead list into SilverMailer, you upload business contact data — professional names, work email addresses, job titles, company names, and other firmographic details. By uploading this data, you grant SilverMailer a non-exclusive, perpetual license to store, process, and use this contact data to operate and improve the platform.

We use uploaded contact data to power your campaigns and to improve SilverMailer's contact intelligence capabilities. This includes deduplication (recognising when the same professional appears across multiple accounts), enrichment (appending or improving contact details), and building a proprietary contact database that makes the platform more valuable over time. We do not sell individual user lead lists to third parties, and we do not expose your lead list to other SilverMailer users.

You are the data controller for the contacts you upload. You are responsible for ensuring you have a lawful basis for processing and contacting those individuals under all applicable laws — including GDPR, CAN-SPAM, CASL, and any other applicable anti-spam or privacy law. SilverMailer acts as a platform operator; responsibility for lawful outreach remains entirely with you.

Retention: Contact data (lead names, email addresses, job titles, company names) uploaded to SilverMailer may be retained by SilverMailer after account closure to improve and operate the platform, including enrichment, deduplication, and contact data services. If you wish to request deletion of your uploaded contact data, email david@silversoulsgrowth.agency and we will process your request within 30 days.

We retain your data for as long as your account is active. If you delete your account, we will delete your campaigns, sender credentials, email logs, Compass strategies, and email sequences within 30 days. Uploaded lead contact data is subject to the separate retention policy described in Section 8.

Compass memory data — including reply classifications, institutional lessons, writing voice fingerprint, and memory revision history — is retained while your account is active and is permanently deleted within 30 days of account deletion. You may also request deletion of memory data independently (see Section 10).

Anonymized product usage analytics may be retained longer for product improvement purposes.

You have the right to:

• Access all data we hold about you, including Compass memory data
• Correct inaccurate data
• Delete your account and all associated account data (campaigns, sequences, sender credentials, email logs)
• Request deletion of your uploaded lead contact data (see Section 8)
• Delete your Compass memory data without deleting your account
• Export your leads and campaign data

To exercise any of these rights, email privacy@silversoulsmail.com.

SilverMailer is not intended for users under 16 years of age. We do not knowingly collect data from children.

We may update this policy from time to time. We will notify you by email or in-app notice if we make material changes. Continued use of SilverMailer after changes constitutes acceptance of the updated policy.

For privacy questions or requests: privacy@silversoulsmail.com