Privacy Policy

Last updated: August 4, 2026

Effective date: August 4, 2026

ReachMailer LLC ("ReachMailer," "we," "us," or "our") is a Wyoming limited liability company. This policy explains what information we handle, why, and what you can do about it. It covers our website at reachmailer.com and the outbound email service we provide to our clients.

1. Two kinds of data

We handle two clearly separate categories of information, and they are governed by different rules. Please read the one that applies to you.

  • Client data is information about the contractors who hire us. See section 2.
  • Prospect data is business contact information about the commercial decision-makers we email on a client’s behalf. See section 3. If you received an email from one of our campaigns, this is the section you want.

2. Client data

2.1 What we collect

  • Name and business name
  • Email address and phone number
  • Billing address
  • Your service area and ideal-customer criteria
  • Anything else you choose to tell us in a call, form, or message

Card details. Payments are processed by Stripe. Card numbers are entered directly with Stripe and are never stored, transmitted, or seen by ReachMailer. We receive only the limited billing metadata Stripe returns to us, such as the last four digits, the card brand, and whether a charge succeeded.

2.2 What we use it for

  • Delivering the service, including building and running your campaigns
  • Billing and collecting payment
  • Support and account communication
  • Reporting to you on campaign performance
  • Meeting our legal, tax, and accounting obligations

We do not sell or rent client data, and we do not share it for anyone else’s marketing.

3. Prospect data

This section applies to you if you are a property manager, general contractor, facilities operator, or similar commercial decision-maker who received an email from one of our campaigns.

3.1 Where we get it

We compile business contact information from publicly available and licensed sources, including company websites, professional and trade directories, and licensed business data providers. We did not buy it from a consumer data broker, and we did not get it because you filled in a form.

3.2 What we hold

Business contact information only:

  • Name and job title
  • Company name and company details
  • Business email address
  • Business location and service area

We contact businesses, not consumers. We do not knowingly collect or use personal email addresses, home addresses, or any consumer data.

3.3 What we use it for

Prospect data is used for one purpose: business-to-business outreach on behalf of the specific client whose campaign you were selected for. We do not sell it, rent it, or share it with anyone other than that client and the processors listed in section 5.

3.4 Opting out

Where an email includes an unsubscribe link, using it removes you from that campaign and adds your address to a suppression list so it is not contacted again.

You can also reply to any message from one of our campaigns and ask to be removed, which has the same effect, or write to info@reachmailer.com at any time to ask what we hold about you, correct it, or have it removed entirely. You do not need an account, and you do not need to explain why.

4. Website visitors and analytics

We use Google Analytics 4 on reachmailer.com to understand how visitors find and use the site, in aggregate. It records things like pages viewed, referring source, approximate location derived from IP address, device type, and time on page. We use it to improve the site, not to identify you.

We also embed the Calendly scheduling widget so you can book a call. Both set cookies. What they set, and how to opt out, is documented in full in our Cookie Policy.

We do not use advertising, retargeting, or social media tracking pixels on this website.

5. Who we share data with

We share data only with service providers who need it to perform a specific function for us. They are limited to that purpose.

  • Instantly.ai: campaign delivery, inbox management, and reply classification. Processes prospect data and reply content.
  • Stripe: payment processing. Processes client billing data and card details directly.
  • Email infrastructure and domain providers: sending domains, mailbox hosting, and delivery. Processes prospect data and message content.
  • Business data providers: sourcing and verifying commercial contact records.
  • Vercel: website hosting. Processes standard server logs.
  • Google Analytics: aggregate website analytics.
  • Calendly: call scheduling. Processes the name, email, and any details you enter when booking.

We may also disclose information where required by law, to enforce our Terms of Service, or in connection with a merger, acquisition, or sale of assets, in which case we will require the recipient to honor this policy.

6. Retention and deletion

  • Client data is retained for the life of the engagement and afterward as needed for tax, accounting, and legal purposes, typically 7 years for billing records.
  • Prospect data and reply correspondence is retained for the life of the campaign and for a reasonable period afterward for reporting and dispute resolution, typically 24 months.
  • Suppression lists are retained indefinitely. This is deliberate: if we deleted the record of your unsubscribe, we could contact you again by mistake. A suppression entry holds the minimum needed to avoid re-contacting you.

You may request deletion at any time by writing to info@reachmailer.com. We will delete what we are not legally required to keep.

7. Security

We use access-controlled accounts, reputable vendors, encryption in transit, and least-access practices to protect the information we hold. Card data never touches our systems. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.

8. Your rights, including California

Whoever you are and wherever you are, you may ask us to:

  • Tell you what information we hold about you
  • Correct information that is wrong
  • Delete your information
  • Stop contacting you

California residents. Under the California Consumer Privacy Act as amended by the CPRA, you have the right to know what personal information we collect and the purposes for it, to request deletion, to request correction, and not to be discriminated against for exercising these rights.

We do not sell personal information, and we do not share it for cross-context behavioral advertising, as those terms are defined by the CCPA. To exercise any right, email info@reachmailer.com with enough detail for us to locate your record. We will respond within the period required by law. You may use an authorized agent, and we may need to verify the request before acting on it.

9. GDPR, CASL, and international visitors

ReachMailer is a United States company. Our outbound service is directed exclusively at business recipients in the United States, and our campaigns are built and operated on that basis. We do not target recipients in the European Economic Area, the United Kingdom, or Canada, and we do not design campaigns for compliance with the GDPR, the UK GDPR, or CASL.

If you are outside the United States and believe we hold information about you, write to info@reachmailer.com and we will remove it. If you visit reachmailer.com from outside the United States, your information will be transferred to and processed in the United States.

10. Children

Our website and services are for businesses and are not directed at anyone under 18. We do not knowingly collect information from children. If you believe a child has given us information, contact us and we will delete it.

11. Changes to this policy

We may update this policy. We will change the "Last updated" date at the top, and for material changes affecting active clients we will give notice by email.

12. Contact

For any privacy question, or to request access, correction, or removal:

ReachMailer LLC
Email: info@reachmailer.com
3202 Rivercrest Dr
Austin, TX 78746