Privacy policy

Who we are. GetCommunityMail is operated by Eirvanta LLC, 2 Mid America Plaza, Suite 110, Oakbrook Terrace, Illinois 60181, USA ("we"). Contact: privacy@getcommunitymail.com. We have not appointed a representative in the EU or the UK; data protection enquiries from any region go to that address.

The two relationships. If you run a community group on GetCommunityMail (an "organiser"), we are the data controller for your account information. For the member data your group holds (its list, its sends), your group is the controller and we are the processor acting on its instructions under our data processing agreement. Members: your group decides why you are on its list; this policy explains what we do on its behalf and the rights you can exercise directly.

Data we hold as controller (organisers)

• Account details: name, email address, authentication records
• Billing details for paid plans, processed by Stripe; we do not hold card numbers
• Support correspondence
• Service logs and diagnostics

Lawful bases: performance of contract (running your account), legitimate interests (service security and improvement), legal obligation (accounting records). We keep account data while your group's account is active and delete it within 90 days of account closure, except where accounting or tax law requires us to keep a record for longer. The full retention schedule is below.

Data we process for groups (members)

• Member records: email address, name where the group provided it, household grouping where used, subscription status and its history
• Send and delivery records: which announcements were sent to which addresses and the outcome (delivered, bounced, unsubscribed, suppressed)
• Consent attestations recorded when a group imports a list
• Interaction records for the links members click: unsubscribes, RSVPs, ballot participation. For secret ballots, who voted and what was voted are stored separately and cannot be joined.
• Technical records where needed for abuse prevention; IP addresses in these records are stored as one-way hashes

We process this data solely to provide the service to your group. We do not sell it, share it for advertising, build profiles from it, or contact members for our own purposes.

Members' direct rights

Unsubscribing is immediate and self-service via the link in every message, and takes effect before any later send. For access, correction or deletion of your data, your group (the controller) is the right first contact, because it decided why you are on the list; where you contact us directly at privacy@getcommunitymail.com we will pass the request to your group and help it respond or, where the law requires us to act ourselves, act on it directly. We do not charge for these requests.

Subprocessors

We use a small number of infrastructure providers to run the service: Microsoft Azure (hosting and storage, the East US and East US 2 regions), Postmark by ActiveCampaign (email delivery), Cloudflare (DNS, networking, email routing and bot protection), Stripe (payments) and Anthropic (automated screening of the details a new group submits when it signs up). Each is bound by data processing terms. Data is processed in the United States. Where UK or EU data protection law applies to a group's member data, transfers to us rely on the applicable safeguard: the EU Standard Contractual Clauses, or the UK International Data Transfer Agreement or addendum.

Security, retention, breach

Security measures are described on our security page. We retain data on the following schedule:

• Account and member data: kept while the group's account is active, deleted within 90 days of account closure
• Sent-message content and delivery records: 24 months
• Consent records and the audit log: the life of the account plus 2 years
• Raw inbound email payloads: deleted within 30 days of processing
• Attachments: kept while the announcement remains available, deleted with the account
• Encrypted backups: age out within 35 days

In the event of a personal data breach we will notify affected groups without undue delay after confirming it and, where a supervisory authority must be told (for example under UK GDPR), we will tell it within 72 hours of becoming aware.

Cookies

None. Our public website, the organiser dashboard and our API set no cookies at all: no analytics, no tracking, no essential cookies either, which is why there is no cookie banner. When an organiser signs in, the sign-in state is held in the browser's own local storage, on that person's device, and is never used to follow anyone around the web. Two pages hand off to other companies: the bot check on the signup and join pages is Cloudflare Turnstile, which operates under Cloudflare's privacy policy, and payment pages are hosted by Stripe under Stripe's policy.

Changes

We will post changes here with the date of revision, and notify organisers of material changes by email. Last revised: 11 July 2026.