This policy explains how OneHive Mail handles personal information on our website (onehivemail.com, formerly bumbleblast.com), in the OneHive Mail app (admin.onehivemail.com, formerly admin.bumbleblast.com), and in emails sent through OneHive Mail. We’ve tried to write it plainly. If anything is unclear, send us a message through our contact page.
Who we are
OneHive Mail (“OneHive Mail”, “we”, “us”) is operated by Pinvesta Holdings Ltd, operating as Pinvesta Technologies, and provides email marketing and customer relationship management (CRM) software to businesses. We are responsible for the personal information described in this policy. Questions about our privacy practices can be sent through our contact page.
Two roles we play
For our customers’ contacts, we act on our customers’ behalf. When a business uses OneHive Mail, it decides which contacts to add, what to send them and how to use the results. We store and process that information to provide the service, following our customer’s instructions and our Terms of Service. If you received an email sent through OneHive Mail, the business that sent it is responsible for it. You can unsubscribe at any time with the link at the bottom of the email, and you can contact that business directly about the information it holds about you.
For our own customers and visitors, we are responsible. This covers information about the businesses that use OneHive Mail and the people who use their accounts, people who visit our website, and anyone who emails us.
Information we collect
Account information
When an account is created, we collect names and email addresses of the people who use it, their role, and a password, which we store only as a secure, one-way hash. Customers also provide business details that appear in the footer of their emails, such as business name, mailing address, licence numbers and a phone number, and sender details and branding such as a photo, logo, brand colour and social media links.
Billing information
We keep a record of each account’s plan and billing status. When you subscribe online, your payment is collected by Pinvesta Holdings Ltd, operating as Pinvesta Technologies, through Stripe, Inc., which handles your card details on its own pages; we never receive or store full card numbers, only the card brand and last four digits.
Customer content
This is the information our customers add to OneHive Mail: contacts and their details (such as names, email addresses, phone numbers, addresses and company), CRM records (such as notes, tasks, activities, pipeline stages, tags and preferences), consent records, email designs and campaigns, and images uploaded for use in emails. Images placed in emails are hosted so that recipients can see them, which means anyone with the image’s address can view it.
Email activity
For emails sent through OneHive Mail, we record whether each email was delivered, and any bounce or spam complaint reported by the recipient’s email provider. We also record opens, using a small image in the email, and clicks, using links that pass through OneHive Mail before reaching their destination. With each open and click we record the time, the link (for clicks), the IP address and the browser or email app. This lets senders see how their emails performed, and lets us filter out activity from automated email security scanners. We also record unsubscribes, and the optional reason a person gives when they unsubscribe.
Security and usage information
When people use the app, we record sign-in activity and important account actions, along with the IP address and browser used, to keep accounts secure and to give customers a record of activity on their account. Like most websites, our servers may also keep standard technical logs, such as IP addresses and pages requested, for security and troubleshooting.
To show prices in the right currency, our website checks which country your IP address is registered to, using a public list of internet address blocks kept on our own servers. Visitors in Canada see Canadian dollars and everyone else sees US dollars. This check isn’t stored, isn’t combined with anything else about you and isn’t shared.
Messages you send us
If you contact us through our contact form or by email, we keep your name, email address, any details you include and your message, along with our reply, so we can help you and follow up. To prevent abuse of the form, we also keep a coded (hashed) version of your IP address, which can’t be turned back into the address itself.
Cookies
Our website (onehivemail.com) and the OneHive Mail app use Google Analytics to understand how they are used, such as which pages are visited, how people arrive, which browsers and devices they use, and which features are used (for example that a campaign was sent, a list was created or a plan was chosen, but never what it contained or who it went to). Google Analytics sets its own cookies (named _ga) to recognise a returning browser, and receives the address of each page you view and your IP address. Before a page address is sent, we remove the secret part of personal links (such as unsubscribe and password-reset links) and any search or filter terms. We don’t send Google your name, email address or anything you or our customers store in OneHive Mail. You can opt out with your browser’s privacy settings or Google’s Google Analytics opt-out add-on.
Apart from Google Analytics, the OneHive Mail app uses only cookies that it needs to work:
- A session cookie that keeps you signed in while you use the app.
- A “keep me signed in” cookie, only if you choose that option when signing in. It lasts 30 days.
- A preference cookie that remembers whether you chose light or dark mode. It lasts up to a year.
We don’t use advertising cookies.
How we use information
- To provide OneHive Mail: storing customer content, sending emails on customers’ behalf, and showing results and reports.
- To keep the service secure and reliable, and to prevent fraud and abuse, including monitoring bounce and complaint rates and pausing sending when they are too high.
- To manage accounts, trials, subscriptions and billing.
- To communicate with customers about their accounts, such as invitations, password resets, service notices and replies to their questions.
- To improve OneHive Mail, using information about how the service is used.
- To meet legal obligations and enforce our terms and policies.
We don’t sell personal information. We don’t use our customers’ contact lists to market our own services, and we don’t use email activity data for advertising.
Who we share it with
We share personal information only as needed to run OneHive Mail, or where the law requires it:
- Amazon Web Services, whose Amazon Simple Email Service (Amazon SES) delivers the emails sent through OneHive Mail and reports deliveries, bounces and complaints back to us.
- Our hosting and infrastructure providers, who operate and connect the servers that run the OneHive Mail app and database.
- Stripe, Inc., our payment processor, when you subscribe or pay online: your name, email, business name, billing address and payment details.
- Google LLC, through Google Analytics, for website and app usage statistics, as described under Cookies.
- Google or Microsoft, only if you choose to connect your calendar. Only the activity details you choose to sync are shared (title, time, location and meeting link), never contact details or notes.
These providers may use the information only to provide their services to us. We may also disclose information if required by law or legal process, to protect the rights, property or safety of OneHive Mail, our customers or others, or as part of a merger, acquisition or sale of all or part of our business, in which case we’ll require the information to be protected as described here.
Within a customer’s account, team members can see the account’s contacts and content according to their role.
Where information is stored
The OneHive Mail app and database are currently hosted in Canada. Emails are delivered through Amazon Web Services in the United States (US West, Oregon). Information processed outside your province or country may be subject to the laws of those places, including lawful access by courts and authorities there.
How long we keep it
We keep account information and customer content for as long as the account is active. When an account is closed, we delete or anonymise its information within a reasonable time, except where we need to keep some of it to meet legal, tax or accounting requirements, resolve disputes, or prevent fraud and abuse.
We keep a record of addresses that unsubscribed, bounced or reported spam, so that we can keep honouring those choices and don’t email those addresses again by mistake.
How we protect it
We protect personal information with safeguards appropriate to its sensitivity, including encrypted connections, passwords stored only as secure hashes, role-based access within each account, separation of each organisation’s data, sign-in protections against password guessing, and records of important account activity. No system is perfectly secure, but we work to keep ours that way. If a security breach creates a real risk of significant harm to you, we will notify you and the relevant authorities as the law requires.
Your choices and rights
- Access and correction. You can ask to see the personal information we hold about you and ask us to correct it. Customers can view and update most of their information directly in the app.
- Deletion and withdrawal of consent. You can ask us to delete your information or withdraw your consent to how we use it, subject to legal and contractual limits. Withdrawing consent may mean we can no longer provide some services.
- Unsubscribing. Every marketing email sent through OneHive Mail includes an unsubscribe link, and unsubscribing takes effect immediately.
- If you are one of our customers’ contacts, please contact that business first, since it controls your information. If you contact us, we’ll pass your request to them and help them respond.
To make a request, send us a message through our contact page. We may need to verify your identity before acting on it. If you aren’t satisfied with our response, you can contact the Office of the Privacy Commissioner of Canada or, in British Columbia, the Office of the Information and Privacy Commissioner for British Columbia.
Children
OneHive Mail is a service for businesses and isn’t intended for anyone under 18. We don’t knowingly collect personal information from children.
Changes to this policy
We may update this policy as OneHive Mail changes. We’ll change the “last updated” date at the top, and for significant changes we’ll let customers know by email or in the app before the change takes effect.
Contact us
For questions, requests or concerns about privacy, send us a message through our contact page.