Privacy Policy

Introduction

Welcome to Outreach Navigator ("we," "our," or "us"). Outreach Navigator is an AI-driven platform designed to simplify and enhance cold outreach for businesses. With features like Targeted Lead Finder, AI Email Generator, Warm-Up Engine, and Smart Inbox, we empower users to find leads, craft high-converting emails, automate follow-ups, and manage campaigns efficiently. This Privacy Policy explains how we collect, use, disclose, and protect your personal information when you use our website, mobile applications, or services (collectively, the "Services").

This policy applies to all users of our Services, including individuals, businesses, and organizations. By using Outreach Navigator, you agree to the practices described in this Privacy Policy. For any questions, please refer to the "Contact Us" section below.

Information We Collect

We collect information to provide, personalize, and improve our Services, as well as to meet legal obligations. The types of data we collect include:

• Account Information: When you sign up, we collect your name, email address, and other details you provide, such as company information or preferences.
• Payment Information: For paid plans (e.g., Growth or Pro), we collect billing details through our third-party payment processor and we do not store credit card information.
• Campaign and Content Data: We collect data related to your campaigns, including email content, lead lists, and performance metrics (e.g., open rates, replies).
• Communication Data: Information from your interactions with us, such as support requests or feedback, may be collected.
• Usage Data: We collect data on how you interact with our Services, including IP address, browser type, device information, and pages visited, to improve functionality and user experience.
• Cookies and Tracking Technologies: We use cookies and similar technologies to track user behavior, personalize content, and analyze traffic. You can manage cookie preferences through your browser settings.

How We Use Your Information

We use your information to:

• Provide and improve our Services, such as generating emails, managing campaigns, and sorting your inbox.
• Personalize your experience by tailoring content and recommendations based on your usage.
• Process payments and manage subscriptions through our third-party payment processor.
• Communicate with you, including sending service updates, promotional offers, or responding to inquiries.
• Analyze usage patterns to enhance performance, security, and user experience.
• Comply with legal obligations, such as tax reporting or responding to legal requests.

How We Share Your Information

We do not sell your personal information. We may share your information in the following cases:

• Service Providers: We share data with trusted third-party providers (e.g., payment processors, analytics tools) to deliver our Services.
• Business Transfers: If Outreach Navigator is involved in a merger, acquisition, or sale, your information may be transferred as part of the transaction.
• Legal Compliance: We may disclose information to comply with legal obligations, such as responding to subpoenas or government requests.
• With Your Consent: We may share your information if you explicitly consent, such as opting into a marketing partnership.

Data Security

We implement industry-standard security measures, including encryption, access controls, and regular security audits, to protect your data. However, no system is completely secure, and we cannot guarantee absolute security. You are responsible for maintaining the confidentiality of your account credentials.

Your Rights and Choices

Depending on your location, you may have rights under data protection laws, such as:

• Access: Request a copy of your personal data.
• Correction: Request corrections to inaccurate or incomplete data.
• Deletion: Request deletion of your data, subject to legal obligations.
• Opt-Out: Opt out of marketing communications or certain data processing activities.
• Data Portability: Request your data in a structured, machine-readable format.

To exercise these rights, contact us as outlined in the “Contact Us” section. You can also manage cookie preferences through your browser or our cookie consent tool.

Data Retention

We retain your data for as long as necessary to provide our Services, comply with legal obligations, or resolve disputes. For example, account data is retained while your account is active, and certain data (e.g., transaction records) may be kept for legal compliance.

International Data Transfers

Outreach Navigator operates globally, and your data may be transferred to and processed in countries other than your own, including the United States. We ensure appropriate safeguards, such as Standard Contractual Clauses, are in place for international transfers to comply with data protection laws.

Third-Party Links

Our Services may contain links to third-party websites or services. We are not responsible for their privacy practices. We encourage you to review the privacy policies of any third-party sites you visit.

Children's Privacy

Our Services are not intended for individuals under 18 years of age. We do not knowingly collect personal information from children. If we learn that we have collected such information, we will take steps to delete it.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time. When we make material changes, we will provide advance notice by email and/or a prominent in-app notice and update the “Last Updated” date. Changes take effect on the date indicated unless otherwise specified. Your continued use of the Services after the effective date constitutes your acceptance of the revised policy.

Email Warmup Program

Our email warmup program improves your email deliverability by sending test emails between consenting Outreach Navigator users. These emails simulate natural interactions (e.g., marking emails as read or important) to help your emails land in recipients' inboxes.

Key details:

• Participation requires explicit consent via a double opt-in process during signup or account settings.
• You can enable/disable the warmup program at any time in your account settings.
• Warmup emails are sent only within our platform, with no external or unsolicited recipients.
• No email content is stored or analyzed beyond what is necessary for the warmup process.
• All actions comply with anti-spam laws (e.g., CAN-SPAM, GDPR).

You can view warmup activity (e.g., sent/received emails) in your dashboard.

You can view and manage your warmup program participation, including enabling/disabling the feature and accessing warmup metrics (e.g., sent/received emails), in your account dashboard.

Usage, Limits & Restrictions

At Outreach Navigator (accessible at https://outreachnav.online/), we are committed to empowering users to conduct ethical, legal, and effective outreach campaigns. As a B2B-focused platform, Outreach Navigator serves as a communication tool exclusively for business owners and professionals engaging in targeted B2B interactions, rather than bulk emailing to large consumer audiences (B2C). However, to ensure compliance with applicable laws, protect user privacy, safeguard our platform's integrity, prevent abuse, and maintain compatibility with third-party payment processors, all users must adhere to the following usage guidelines, limits, and restrictions. These rules are designed to align with key regulations, including but not limited to the U.S. CAN-SPAM Act of 2003, the European Union's General Data Protection Regulation (GDPR), the UK's Privacy and Electronic Communications Regulations (PECR), Canada's Anti-Spam Legislation (CASL), and similar laws in other jurisdictions (e.g., Australia's Spam Act 2003 and Brazil's LGPD). Our Privacy Policy and Terms of Service are strictly against unfair practices or spam, emphasizing ethical use and user consent.

Additionally, these terms support general payment processor requirements for fraud prevention, risk management, and prohibition of high-risk activities like spam or illegal content, ensuring our platform remains eligible for secure payment processing.

Violation of these terms may result in account suspension, termination, or legal action. By using Outreach Navigator, you agree to these terms and affirm that your use complies with all relevant laws in your jurisdiction and the jurisdictions of your recipients. We reserve the right to monitor usage for compliance purposes, but we do not access or review the content of your emails unless required by law or to investigate suspected violations. For payment-related matters, all transactions are governed by the terms of our third-party payment processors.

1. General Usage Guidelines

• Permitted Use: Outreach Navigator is intended solely for legitimate business-to-business (B2B) cold outreach. You may use the platform to generate email templates, warm up email accounts, and manage responses, provided all activities are conducted in good faith and for lawful purposes. As a B2B tool, it is designed for targeted communications between businesses, not for sending bulk emails to large consumer audiences. All use must align with standard payment processor acceptable use policies, which prohibit activities such as spamming, harassment, or infringing on third-party rights.
• Prohibited Use: You may not use the platform for:

• Illegal activities, including fraud, phishing, scams, or any form of unauthorized access to systems, as these violate payment processor fraud prevention obligations.
• Sending unsolicited commercial emails (spam) without proper consent or opt-out mechanisms.
• Harassment, defamation, or promoting illegal products/services (e.g., controlled substances, weapons, or hate speech).
• Bulk emailing to consumers (B2C) unless explicit consent is obtained, as this may violate consumer protection laws. Our platform is optimized for B2B use and discourages B2C applications.
• Any use that contravenes payment processor terms, such as facilitating unlawful or high-risk transactions.

• Age and Eligibility: Users must be at least 18 years old (or the age of majority in their jurisdiction) and have the legal capacity to enter into agreements. Businesses must ensure that authorized users comply with these terms. For payment processor verification, businesses may need to complete identity verification processes.

2. Compliance with Anti-Spam and Marketing Laws

Outreach Navigator does not provide legal advice, and it is your responsibility to ensure all campaigns comply with applicable laws. We incorporate features to support compliance (e.g., opt-out tracking, personalization tools, and recipient blacklisting options), but ultimate responsibility lies with you. Recipients can blacklist senders through opt-out mechanisms or by marking emails as spam, which our system respects by suppressing future communications to those addresses. Key requirements include:

• CAN-SPAM Act (U.S.) Compliance:

• Emails must contain accurate header information and non-deceptive subject lines.
• You must honor opt-out requests within 10 business days and suppress opted-out addresses from future sends.
• Do not send to purchased or rented email lists; only use verified, permission-based contacts. This aligns with payment processor requirements for non-spam email practices.

• CASL (Canada) Compliance:

• Obtain express or implied consent (e.g., from business relationships) before sending commercial electronic messages (CEMs) to Canadian recipients.
• Consent records must be maintained for at least 3 years.

• Other Jurisdictions:

• Comply with equivalent laws, such as obtaining consent under Australia's Spam Act or ensuring data minimization under Brazil's LGPD.
• If targeting multiple regions, use the strictest applicable standard (e.g., GDPR-level protections globally).

3. Limits on Email Sending and Campaign Volume

To prevent abuse, maintain deliverability, and comply with email provider policies (e.g., Gmail, Outlook), we impose the following limits. Our system has built-in protections against bulk emailing, including automatic flagging and suspension of accounts that hit sending caps, preventing further emails until reviewed. These are subject to change based on platform performance, legal requirements, and payment processor guidelines for sustainable usage:

• Daily/Per-Account Limits:

• Maximum 200 emails per day per account to avoid triggering spam filters.
• Warm-up limits: New accounts start at 10-20 emails/day, gradually increasing over 2-4 weeks to build reputation.
• Bounce rate threshold: Campaigns exceeding 5% hard bounces may be paused for review.

• Overall Platform Limits:

• Campaigns must include at least 24-hour delays between follow-ups.
• Exceeding limits may result in throttling, overage fees, or account suspension. We do not allow unlimited sending to prevent spam, ensuring alignment with payment processor fraud and compliance monitoring. If caps are hit, the account is automatically flagged, and email sending is disabled until resolved.

All limits are enforced to promote sustainable usage and compliance. High-volume users (e.g., agencies) must contact support for custom plans. Billing for paid plans is handled securely through third-party payment processors.

4. Restrictions on Content and Lead Usage

• Email Content:

• Emails generated or sent via the platform must be truthful, non-misleading, and relevant to the recipient's business interests.
• Prohibited content: Malware, viruses, or attachments without consent; sexually explicit material; or promotions for illegal activities.
• AI-generated emails must be reviewed and edited by you before sending to ensure accuracy and compliance.

• Lead Data Handling:

• Leads sourced via our Targeted Lead Finder (over 5 billion B2B contacts) are for your internal use only and must not be exported, sold, or shared without consent.
• You must verify lead data accuracy and obtain consent before emailing. Do not use leads for non-outreach purposes (e.g., advertising resale).
• Under GDPR/CASL, delete lead data upon request or after the purpose is fulfilled (e.g., 6 months post-campaign unless consented otherwise).

• Warm-Up and Inbox Features:

• Warm-up emails are simulated network activity exchanged only between Outreach Navigator users who have provided explicit consent (via double opt-in during signup or account settings). You cannot enable warm-up until you give consent and accept our policies, as detailed in our Privacy Policy and Terms of Service. You can enable or disable this feature at any time in your account settings.
• The Smart Inbox categorizes replies using AI but does not store sensitive personal data beyond what's necessary for functionality. You control reply data.

5. Data Privacy and Security Restrictions

• Your Data Responsibilities: You are the data controller for any personal data you upload or process (e.g., leads, email lists). We act as a data processor under GDPR Article 28 and provide a Data Processing Agreement (DPA) upon request. When using paid plans, third-party payment processors handle billing data (e.g., payment details, emails for receipts), sharing only necessary information with us under their privacy policies.

• Encrypt sensitive data before upload.
• Do not input special categories of data (e.g., health, racial origins) unless strictly necessary and compliant.

• Our Restrictions: We do not sell or share your data with third parties except as required for service delivery (e.g., subprocessors like email providers and payment processors) or by law. All data is stored securely with encryption and access logs. Payment processors' compliance standards ensure secure handling of transaction data.
• Cross-Border Transfers: Data may be processed in the U.S. or other locations; we use Standard Contractual Clauses (SCCs) for GDPR compliance, aligning with payment processor international data practices.
• Audit and Reporting: We provide usage reports (e.g., delivery rates, opt-outs) to help you maintain compliance records. For payments, third-party processors provide compliant invoicing and reporting.

6. Enforcement and Remedies

• Monitoring and Reporting: We use automated tools to detect violations (e.g., high complaint rates > 0.1%). Users can report issues via support@outreachnav.online. Payment processors conduct monitoring for transaction compliance, and violations may trigger review.
• Consequences of Violation:

• First offense: Warning and temporary suspension.
• Repeated or severe: Permanent account termination, data deletion, and potential referral to authorities, including payment processors for related issues.
• You agree to indemnify us against claims arising from your non-compliant use.

• Updates: These terms may be updated; we will notify users via email or in-app. Continued use constitutes acceptance. Updates will reflect changes in legal or payment processor policies.
• Contact: For questions, email privacy@outreachnav.online. For legal compliance support, consult a qualified attorney.

By adhering to these guidelines, you help ensure Outreach Navigator remains a trusted platform for ethical outreach. We prioritize user privacy, legal compliance, and secure operations in all aspects, including payment processing.

Contact Us

If you have questions about this Privacy Policy or our data practices, please contact us at:

Email: support@outreachnavigator.com