Privacy Policy

1. Information we collect

• Account information: your email address and name when you sign up, and team member email addresses if you invite teammates.
• Mailbox connection credentials: to run warmup on your behalf, you connect a mailbox via Generic SMTP, a Google App Password, or Microsoft 365 OAuth2. Credentials and OAuth tokens are encrypted at rest (AES-256-GCM) and are only ever decrypted server-side to send or read warmup emails on your behalf. We do not use your mailbox to read, send, or access anything other than the warmup traffic our Service generates.
• Billing information: our payment processor, Stripe, collects and stores your card details directly. We never see or store your full card number. We retain your Stripe customer ID, subscription tier, and billing status to manage your subscription.
• Usage and diagnostic data: mailbox connection status, warmup send/receive logs, spam-placement test results, and DNS (SPF/DKIM/MX) check results for the domains you connect.
• Log data: standard server logs (IP address, request timestamps, user agent) generated by normal operation of our infrastructure.

2. How we use your information

• To provide the Service: running your warmup schedule, sending and receiving warmup email, and generating the health diagnostics you see in your dashboard.
• To operate your account: authentication (magic-link sign-in), team management, and billing.
• To send you transactional email: login links, team invitations, and service-related notices. We do not send marketing email without your consent.
• To maintain and secure the Service, including detecting abuse and debugging issues.

3. Sub-processors we use

We share the minimum data necessary with the following third parties to operate the Service. None of them are permitted to use your data for their own purposes.

• Stripe — payment processing and subscription billing.
• Resend — delivery of transactional email (login links, invites).
• Microsoft — OAuth2 authorization when you connect a Microsoft 365 / Outlook mailbox.
• DeepSeek (or another AI provider we may switch to) — generates the text of AI warmup reply emails. No account-identifying information is included in these requests beyond the email content needed to generate a reply.
• Amazon Web Services — hosting for our application, database, and scheduled warmup jobs.

4. Cookies and tracking

The Service does not currently use third-party analytics, advertising, or tracking cookies. Your dashboard sign-in token is stored in your browser's local storage, not a cookie. If this changes in the future, we will update this policy.

5. Data retention

We retain account and warmup activity data for as long as your account is active. If you disconnect a mailbox, we keep its historical warmup records (so your diagnostics and deliverability history stay intact) but stop actively using its credentials. If you close your account, contact us and we will delete your account data within a reasonable time, except where we are required to retain records for legal, tax, or accounting purposes.

6. Your rights

Depending on where you live, you may have the right to access, correct, export, or delete your personal data, or to object to certain processing. To exercise any of these rights, email us at support@warmramp.com.

7. International transfers

We are based in Hong Kong and use infrastructure providers that may process data in other countries, including the United States. By using the Service, you consent to your data being processed in these locations.

8. Children's privacy

The Service is not directed at anyone under 18, and we do not knowingly collect personal information from children.

9. Changes to this policy

We may update this Privacy Policy from time to time. We will post the updated version here with a new “Last updated” date, and for material changes we will make reasonable efforts to notify account owners by email.

10. Contact us

Questions about this policy? Email support@warmramp.com.