1. Scope of this policy
This policy applies to the public WHPSend website and the WHPSend account application. It covers information supplied by account users, information processed on their behalf, operational information created by the service, and information submitted when someone requests help.
WHPSend customers determine which contacts they add, why they communicate with those contacts, and the content of their messages. In that context, the customer is responsible for the lawfulness of the audience and campaign, while WHPSend processes the information needed to provide the service.
2. Information we process
Account information
We may process a user's name, email address, account association, role, authentication credentials in protected form, preferences, and information connected with password recovery or support.
Contact and mailing-list information
Customers may store recipient email addresses, names, company or business names, phone numbers, websites, addresses, industry details, notes, list membership, consent-related status, source information, and other profile fields entered or imported by the customer.
Campaign and delivery information
The service processes campaign names, subjects, message content, selected lists and senders, queue status, timestamps, recipient delivery status, SMTP profile references, errors, unsubscribe records, suppressions, and list-health results.
Technical information
Like most web applications, WHPSend may process session identifiers, IP addresses, browser and device details, request paths, timestamps, application logs, and security events needed to operate, protect, diagnose, and improve the service.
3. How information is used
Information is used to authenticate users, maintain accounts, organize contacts and lists, prepare and deliver requested campaigns, apply sending limits, honor unsubscribe and suppression choices, present delivery history, diagnose failures, prevent abuse, protect the service, and respond to support requests.
WHPSend does not sell mailing-list information. Customer contact data is not made available to unrelated advertisers. Information may be used in aggregated or de-identified form to understand reliability and improve service operations.
4. Email delivery providers
Customers connect SMTP services or mail servers to deliver campaigns. Message and recipient information is transmitted to the selected provider as necessary to perform the requested delivery. That provider's handling of information is governed by the customer's relationship with the provider and its own privacy terms.
Customers should only connect services they are authorized to use and should review the provider's security, retention, and privacy practices before sending personal information through it.
5. Cookies and sessions
WHPSend uses essential session technology to keep users signed in, maintain security state, and support application functions. The public website also stores a local theme preference when a visitor chooses light or dark mode. The theme value does not identify the visitor and is stored in the browser.
6. Sharing and disclosure
Information may be shared with infrastructure, delivery, security, and support providers when reasonably necessary to operate WHPSend. We may also disclose information when required by law, to respond to valid legal process, to protect users or the public, to investigate abuse, or in connection with a business reorganization where appropriate safeguards apply.
We expect service providers acting for WHPSend to handle information only for the services they provide and to protect it using reasonable safeguards.
7. Retention
Account, contact, campaign, suppression, and delivery information may be retained while an account remains active and afterward when reasonably needed for service operations, security, dispute resolution, legal obligations, and enforcement. Suppression and unsubscribe records may need to remain longer than ordinary contact records so a removed address is not accidentally added back to future campaigns.
Retention can also depend on the customer's configuration, connected provider, backup cycle, and applicable legal requirements.
8. Security
WHPSend uses administrative, technical, and operational measures intended to protect information, including authenticated account access, role-based controls, protected credential storage, request validation, and restricted application directories. No internet service can guarantee absolute security, and customers should protect their passwords, limit account access, and promptly report suspected misuse.
9. Choices and requests
Account users may review and update much of their information within WHPSend. Requests involving account access, correction, export, or deletion should be submitted through an authenticated support ticket when possible so ownership can be verified.
Email recipients can use the unsubscribe link included with a campaign. That action updates the recipient's status and adds a suppression record intended to prevent future campaign delivery from the relevant account.
10. Children's privacy
WHPSend is a business service and is not directed to children. Customers must not knowingly use the platform to collect or send campaigns to children in a manner that violates applicable law.
11. International processing
Information may be processed in the United States and in other locations used by a customer's selected SMTP provider or relevant service providers. Customers are responsible for determining whether their audience and use require additional regional notices, contractual terms, or consent.
12. Policy updates
This policy may be updated to reflect service, legal, or operational changes. The effective date above will be revised when a material update is published. Continued use after an update is governed by the updated policy, subject to applicable law.
13. Contact
Privacy questions can be sent to cs@webhostpro.com or through the WHPSend contact form. Existing customers should use a support ticket for requests involving private account information.