1. Who we are
SeatLessMail is operated by Seatless Software Limited, incorporated in Hong Kong. We provide email infrastructure software — a platform for managing contacts, sending broadcasts, and automating lifecycle email messages.
If you have any questions about this policy or about how we handle your data, please contact us at support@seatlessmail.com.
2. What we collect
We collect the following categories of information:
- Account details: your name, email address, and password (stored as a hashed value) when you register for an account.
- Contact data you add: email addresses, names, and other attributes of the contacts you import or add to the platform as part of using the service. You are the data controller for this data; we process it on your behalf.
- Usage and log data: information about how you interact with the platform — pages visited, features used, API requests made, and timestamps. We also collect server logs including IP addresses.
- Email sending data: metadata about messages you send through the platform, including delivery status, bounce and complaint events, open and click tracking (where enabled), and suppression records.
- Cookies and similar technologies: we use a session cookie to keep you logged in. We do not use third-party advertising cookies.
3. How we use your information
We use the information we collect to:
- Provide, operate, and maintain the SeatLessMail service.
- Authenticate your account and maintain your session securely.
- Send you transactional messages (account confirmations, password resets, billing notices).
- Monitor and improve service performance, security, and reliability.
- Investigate and resolve reports of abuse or policy violations.
- Meet our legal and regulatory obligations.
Legal basis (UK GDPR / EU GDPR): we process your account data on the basis of contractual necessity (Article 6(1)(b)) — it is required to provide the service. We process log and usage data on the basis of our legitimate interests (Article 6(1)(f)) in operating a secure and reliable service. Where required by law, we will seek your consent.
4. Email handling, bounces, and suppression
When you send email through SeatLessMail, we track delivery events reported by receiving mail servers — including hard bounces (permanent delivery failures) and complaints (recipients marking mail as spam). We automatically suppress addresses that generate hard bounces or complaints to protect your sending reputation and comply with email best practices. You can view and manage your suppression list from within the platform.
We do not read the body content of emails you send through the platform for any purpose other than delivering them to the recipient.
5. Third-party processors
We use the following sub-processors to deliver the service:
- Amazon Web Services (AWS) / Amazon Simple Email Service (SES): the underlying email delivery infrastructure. Emails you send through SeatLessMail are transmitted via AWS SES. AWS processes email data in accordance with its own privacy and data processing terms. See aws.amazon.com/privacy.
- Database and hosting: we use cloud infrastructure providers to host the platform and its database. Data is stored in secure, access-controlled environments.
We do not sell your data to third parties, and we do not share your data with advertising networks.
6. Data retention
We retain your account data for as long as your account is active. Email sending logs and event records are retained for up to 90 days by default, after which they are automatically purged. Suppression records are kept indefinitely to prevent future sending to addresses that have opted out or bounced.
When you close your account, we delete or anonymise your personal data within 30 days, except where we are required by law to retain it for a longer period.
7. Security
We use industry-standard measures to protect your data, including encryption in transit (TLS) and at rest, access controls, and regular security reviews. No method of transmission over the internet is completely secure, and we cannot guarantee absolute security, but we take reasonable steps to protect against unauthorised access.
8. International transfers
Seatless Software Limited is based in Hong Kong. Some of our sub-processors (including AWS) operate data centres in multiple regions, including outside Hong Kong. Where data is transferred internationally, we take steps to ensure appropriate safeguards are in place consistent with applicable data protection law.
9. Your rights
Under UK GDPR and applicable data protection law, you have the right to:
- Access the personal data we hold about you.
- Rectify inaccurate or incomplete data.
- Erase your data (subject to legal obligations).
- Restrict or object to certain processing.
- Data portability — receive a copy of your data in a structured, machine-readable format.
- Lodge a complaint with the Office of the Privacy Commissioner for Personal Data (PCPD) in Hong Kong at pcpd.org.hk.
To exercise any of these rights, email us at support@seatlessmail.com. We will respond within 30 days.
10. Children's data
SeatLessMail is not directed at children under the age of 16. We do not knowingly collect personal data from anyone under 16. If you believe we have inadvertently collected data from a child, please contact us at support@seatlessmail.com and we will delete it promptly.
11. Changes to this policy
We may update this Privacy Policy from time to time. We will notify registered users of material changes by email or by a notice within the platform. Continued use of the service after any changes constitutes acceptance of the updated policy. The effective date at the top of this page reflects when the current version was last revised.
12. Contact
Seatless Software Limited
1116, 11/F Kenning Bldg 19 Wang Hoi Rd
Kowloon Bay, Hong Kong
Email: support@seatlessmail.com