Privacy Policy
Last updated: 27th August, 2026
Galactic Mails ("Galactic Mails," "we," "us," or "our") provides a cold email outreach platform (the "Service"). This Privacy Policy explains what information we collect, how we use it, and how we protect it when you use our website and Service (together, the "Platform").
By using the Platform, you agree to the collection and use of information as described in this policy.
// 01. Information We Collect
a. Account Information
When you sign up, we collect basic account details such as your name, email address, and login credentials.
b. SMTP / Email Connection Credentials
To send campaigns on your behalf, you connect your own email account(s) by providing SMTP credentials, including your inbox password or app password.
- These credentials are encrypted at rest in our backend systems.
- They are decrypted only at runtime, in memory, for the sole purpose of sending your campaigns.
- No one on our team — including Galactic Mails staff — can view your credentials in plain text.
c. Uploaded Lead Data
When you upload lead lists, spreadsheets, contact details, or other outreach data to the Platform, we store this data on your behalf so the Service can function (e.g., sending campaigns, tracking status).
- This data belongs to you. We do not sell it, share it with other users, or use it for any purpose other than operating the Service for you.
- You are responsible for ensuring you have the legal right to use and upload any contact data you provide to the Platform (see the Terms of Service for more on this).
d. Usage Data
We may collect basic technical data such as IP address, browser type, device information, and how you interact with the Platform, to maintain and improve the Service.
// 02. How We Use Your Information
We use the information we collect to:
- Provide, operate, and maintain the Service (including sending your email campaigns)
- Verify and process uploaded contact lists (see Third-Party Processors below)
- Communicate with you about your account or the Service
- Monitor, troubleshoot, and improve the Platform
- Detect and prevent abuse, fraud, or violations of our Terms of Service
We do not sell your personal data, your uploaded lead data, or your SMTP credentials to any third party.
// 03. Third-Party Processors
We use a limited number of third-party services to operate the Platform:
MailsFinder.com
Used to verify email addresses within lead lists you upload to improve deliverability.
Hosting Infrastructure
Our production servers and database clusters are securely located in Germany.
(Future) Payments
Merchant of Record billing. Galactic Mails will never store full payment details.
We do not use any other third-party analytics, advertising, or data-sharing tools at this time. If this changes, we will update this policy.
// 04. Data Storage & Security
- SMTP credentials are encrypted and never exposed in plain text, even internally.
- Uploaded lead data is stored securely and is not shared between user accounts or with unauthorized third parties.
- While we take reasonable technical measures to protect your data, no system is 100% secure, and we cannot guarantee absolute security.
// 05. Data Retention
We retain your account information and uploaded data for as long as your account is active, or as needed to provide the Service. You may request deletion of your account and associated data at any time (see Section 7).
// 06. Your Rights
Depending on your location, you may have rights to access, correct, export, or delete your personal data. To exercise any of these rights, contact us at galacticmails1@gmail.com.
// 07. Deleting Your Account
You may request account deletion at any time by contacting us. Upon deletion, your account information, stored SMTP credentials, and uploaded lead data will be permanently removed from our systems within a reasonable period, except where we are required to retain certain data for legal or security reasons.
// 08. Children's Privacy
The Platform is not directed at individuals under 18. We do not knowingly collect data from children.
// 09. Changes to This Policy
We may update this Privacy Policy from time to time. We will post the updated version on this page with a revised "Last updated" date. Continued use of the Platform after changes means you accept the updated policy.
// 10. Contact Us
If you have questions about this Privacy Policy or how your data is handled, contact us at:
galacticmails1@gmail.com