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Privacy Policy

Effective Date: 1 April 2022
Last Updated: 27 October 2026

Please review our Privacy Policy which, along with the Terms of Service, constitutes the Agreement between You and Mirrorteams LLC, a Wyoming limited liability company with its registered office at 1023 E Lincolnway, Cheyenne, WY 82001, United States (hereinafter referred to as “Company”, “Mirrorteams” or “We”).

This Privacy Policy describes how Mirrorteams processes, collects, and uses the personal information (including Personal Data) You provide via Mirrorteams’ Website, Blog, Academy, and the Services provided by the Company.

By using or accessing our Website, Blog, Academy, and/or Services, You accept the practices described in our Privacy Policy and agree that We will process, collect, use, and share Your information (including Personal Data) as described herein.

All capitalized terms used but not defined herein shall have the respective meanings given to them in the Terms of Service.

Definitions such as “Personal Data”, “processing”, “Data Controller” and “Data Processor” used in this Privacy Policy have the meaning set forth in the GDPR.

1. Scope

This Privacy Policy is effective for all data processed by Mirrorteams, including data based on which an individual can be identified (Personal Data). This Privacy Policy applies to Personal Data collected within or outside of the European Economic Area. Mirrorteams reserves the right to revise, modify, or update this Privacy Policy at any time, as described in Section 11.

2. Information Collected by Mirrorteams

a. Mirrorteams may collect two types of data:

  • Personal Data (e.g., first name, last name, email address, phone number, contact details);
  • Non-personal information (e.g., browser type, the web page visited before or after You came to Our Website, information You search for on the Website, and interactions with the Service).

b. Our Website uses cookies and similar technologies, as described in Section 6. Using Incognito or private mode in Your browser limits, but does not fully prevent, this data collection.

c. You may be asked to enter Your email address on the Website to download materials or ask a question about the Service using an online chat installed on the Website. Please be aware that in such cases the external company providing such software may have access to the Personal Data You enter.

d. You may be asked to enter Your email address on the Blog to download materials, subscribe to a blog newsletter, or join an email course list. Each message concerning blog posts or tutorials that You receive from Us contains an “unsubscribe” link that allows You to withdraw Your consent for Personal Data processing for that purpose.

e. You may be asked to share Your email address or other Personal Data to activate Your access to our Academy or any other additional service provided by Mirrorteams.

f. When You book a meeting or demo with Us, You will be asked to enter Your name, email address and other details requested in the booking form. Bookings are handled by HubSpot on Our behalf.

g. When starting a Trial Subscription to our Service, You will be asked to enter Your first name, company name, and email address.

h. When subscribing to any package, You will be asked to provide Your first name, last name, email address, company information (name, address/headquarters, registration numbers), and appropriate payment information.

i. When using the Service, during both the Trial Subscription and any paid Subscription, We will process data (including Personal Data) You provide Us with, such as Your Prospects’ data including Personal Data, Your Personal Data, information concerning Your API connection, and credentials concerning Your email account connection to Mirrorteams’ Service (including OAuth tokens).

The Prospects’ Personal Data We process typically includes name, last name, job title, company and business email address, but We will process any other data, including Personal Data, that You or Your Prospects upload to the Service.

As the Data Controller of Your Prospects’ Personal Data, You are fully responsible for the data (including Personal Data) You provide Us with. You also warrant that You provide Us only with Personal Data that is legally acquired and processed by You with a legal basis and in line with applicable law. Mirrorteams processes this data as Your Data Processor under the Data Processing Agreement.

We are aware of the importance of data safety, which is why We will not use Prospects’ Personal Data for purposes other than providing the Service. We shall not share Prospects’ Personal Data with any third party except Our approved Sub-processors or contractors who need access to such Personal Data to provide and maintain the Service. Access to such Personal Data will be enabled only where necessary for maintenance or support purposes.

j. If Your package includes a managed Account, Parallel Domains or Sending Mailboxes (as described in the Terms of Service), Mirrorteams will create and manage an Account on app.mirrorteams.com on Your behalf and process the data needed to set up and run it: Your company name and branding; the names, job titles, photos and email signatures of the people in whose name Sending Mailboxes are created (You are responsible for informing them of this processing); the Prospect data You provide or approve; and the messages sent and received through the Sending Mailboxes, including Prospects’ replies. For Prospects’ Personal Data, We act as Your Data Processor. We process this data only to provide the Service to You. You may request an export of Your Prospect data, campaign results and opt-out list within thirty (30) days after Your Subscription ends. After that, We delete the Account data, the Sending Mailboxes and their content, except where retention is required by law, or for as long as You keep paid access to the Sending Mailboxes under the Terms of Service.

3. Why Mirrorteams Collects Information About You (Purpose of Personal Data Processing)

a. Mirrorteams collects data (including Personal Data) to provide and maintain the Service, run the Website, personalize Your experience with the Service, Website, Blog, Academy, and any other additional service provided by Mirrorteams, and to measure and improve the promotional materials the Company distributes over several channels, including social media platforms (such as Meta and LinkedIn) and Google Ads. Some of the collected information helps us respond more efficiently to the needs of Customers, Users, Website visitors and Academy users.

b. Processing Your Personal Data is necessary to set up an Account, process payment transactions, and maintain the Service.

c. Your data (including Personal Data) will not be sold, exchanged, transferred, or given to any other company for any reason without Your prior consent, except as described in this Privacy Policy. By accepting the Agreement, You consent to the transfer of Your data to our authorized Sub-processors. Such data shall be transferred and processed only for providing and maintaining the Service.

d. In the event of a breach of the Agreement (such as sending SPAM or other prohibited content defined in the Terms of Service via the Service), we can reach the wrongdoer more efficiently. Additionally, Mirrorteams reserves the right to suspend or cancel the Account that breached the Agreement without notification to the Customer and/or User. Other legal steps may be taken in case of a breach of the Agreement.

e. Liability: In the event of a breach of the Agreement, Mirrorteams shall demand the cessation of the breach and compensation for the damage caused by it to both Mirrorteams and any third party who suffered from it. Mirrorteams can also bring an action to enjoin any such breach, as it would suffer irreparable harm in the event of such breach. Mirrorteams shall have all remedies available at law or in equity. The party or individual that breached the Agreement is obliged to remedy any material and immaterial damage resulting from the breach, both to Mirrorteams and to any third party that suffered as a consequence.

f. Indemnification: In the event of non-compliance with any of the provisions of the Agreement, You, Your personnel, and affiliates shall defend, indemnify, and hold harmless Mirrorteams and its directors, officers, and personnel from and against any third-party claims, actions, applications, demands, complaints, damages, or liabilities (including reasonable legal fees and disbursements) arising from such non-compliance.

4. What Does Mirrorteams Do With the Collected Information (Including Personal Data)?

a. The information (including Personal Data) helps us provide, constantly improve and maintain the Website, the Blog, and the Service for present and future visitors, Customers, and Users.

b. It enables us to improve our customer service, as Your feedback and collected information about Your activity in the Service and the Website help us respond to Your requests faster and support Your needs.

c. Sending You periodic email updates (usually once a month) allows us to keep You updated when we release new functionality. The email address You provide will be used to send You onboarding information and Service updates. If at any time You would like to unsubscribe from future emails with Service updates, we include an “unsubscribe from this list” link at the bottom of every message. We will send You communication concerning Service delivery and maintenance whenever necessary.

d. Processing of information provided by You (including Personal Data) is necessary to deliver the Service and maintain its functionality (for example, email account connection to send messages from the Service, and Prospect database management available through the Service).

e. We may share information with our partners and experts if You get in touch with anyone belonging to our Expert Program (which connects experts who help our customers set up and use the Service) and/or Partner Program (partners who help us market and promote our Service and generate leads).

5. When and What Kind of Information (Including Personal Data) Can Be Accessed by Mirrorteams?

a. We can access two types of information: Personal Data (Your name, last name, email address and other contact details, Users’ Personal Data, company information, Personal Data of Your Prospects or other Personal Data You or Your Prospects enter into the Service) and general numerical information from Your Account (average reply rates, open rates, the overall number of sent messages, the average number of messages per campaign, the average number of words in messages, etc.).

b. We process Your Personal Data for accounting and billing purposes (such as invoicing), and for updates and notifications we may send You in case of a breach of the Agreement, such as sending SPAM messages, prohibited content, or using inappropriate language.

c. We may process general numerical information from Your Account for statistical purposes and for more efficient customer support. We will only use this numerical information to track the general efficiency of our Service, diagnose potential problems with Your email campaigns (low deliverability, low open rates, high bounce rates) and help You solve them as quickly as possible.

d. Content: If You use our expert or managed services (such as email deliverability consulting, sales copywriting, or a managed Account), we will be able to access the content of the messages in Your email campaigns. We will only use this information to provide those services, diagnose potential issues and help You improve Your email campaigns. If we detect any prohibited content, SPAM messages, or inappropriate language, we reserve the right to block Your Account.

6. Cookies and Tracking Technologies

a. Our Website uses cookies, pixels and similar technologies to operate the Website, analyze how it is used, and measure and improve our advertising. These include:

  • Google Tag Manager and Google Analytics (Google LLC): to manage tags and analyze Website traffic;
  • Meta Pixel (Meta Platforms, Inc.): to measure the effectiveness of our ads on Facebook and Instagram, including when a visitor books a demo, and to show relevant ads;
  • LinkedIn Insight Tag (LinkedIn Corporation): to measure our LinkedIn advertising;
  • Hotjar (Hotjar Ltd.): to understand how visitors use the Website through heatmaps and session recordings;
  • HubSpot (HubSpot, Inc.): for forms, meeting booking, and our CRM.

b. These providers may collect information such as Your IP address, browser and device information, pages visited, and actions taken on the Website, and may combine it with information they hold about You under their own privacy policies.

c. Where required by law, We ask for Your consent before setting non-essential cookies, and You may withdraw it at any time through the cookie banner on the Website. You can also block or delete cookies in Your browser settings, and manage ad preferences in Your Meta, Google and LinkedIn account settings.

7. Right to Access, Rectify and Delete Personal Data

a. Under the GDPR and other applicable data protection laws, You have the right to access, rectify, and delete Your Personal Data processed by Mirrorteams, and, where applicable, to object to or restrict its processing, to data portability, and to lodge a complaint with a supervisory authority.

b. To exercise these rights, please contact Us at info@mirrorteams.com, or use the delete function in Your Account settings to delete Your Personal Data. If You are a Prospect contacted on behalf of one of our Customers, We will forward Your request to that Customer, who is responsible for Your data, and will honor opt-out requests in the Service.

8. Data Retention

Mirrorteams will retain Your Personal Data only for as long as is necessary for the purposes set out in this Privacy Policy. We will retain and use Your Personal Data to the extent necessary to comply with our legal obligations (for example, if we are required to retain Your data to comply with applicable laws), resolve disputes, and enforce our legal agreements and policies.

9. Data Security

We value Your trust in providing us with Your Personal Data, so we strive to use commercially acceptable means of protecting it. We have implemented appropriate technical and organizational measures to protect Your Personal Data against unauthorized access, loss, destruction, or alteration.

10. Children’s Privacy

Our Services are not addressed to anyone under the age of 18. We do not knowingly collect personally identifiable information from children under 18. If we discover that a child under 18 has provided us with personal information, we immediately delete it from our servers. If you are a parent or guardian and you are aware that your child has provided us with personal information, please contact us so that we can take the necessary actions.

11. Changes to This Privacy Policy

We may update our Privacy Policy from time to time. We will notify You of any changes by posting the new Privacy Policy on this page and updating the “Last Updated” date above, and We will notify Customers with a paid Subscription of material changes by email. You are advised to review this Privacy Policy periodically for any changes.

12. Contact Us

If you have any questions about this Privacy Policy, please contact Mirrorteams LLC, 1023 E Lincolnway, Cheyenne, WY 82001, United States, at info@mirrorteams.com.

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