Maildroppa maintains the following measures for Customer Personal Data. Implementation may evolve with the state of the art without materially reducing overall protection.
1. Organisation and governance
- documented privacy, security and incident responsibilities;
- confidentiality obligations for authorised personnel;
- role- and task-appropriate privacy and security instructions;
- controlled granting, change and revocation of internal access;
- documented provider review and required data-processing contracts;
- procedures for data-subject requests, instructions, erasure and authority demands.
2. Authentication and access control
- authenticated accounts through Auth0/Okta and role-restricted product and administration interfaces;
- individual internal access based on need and least privilege;
- protection of privileged access and technical secrets; no storage of passwords in plaintext by Maildroppa;
- logging of security-relevant account and administrative events;
- event- and risk-based review and prompt revocation of access no longer required.
3. Transmission and communication security
- encrypted transmission using current HTTPS/TLS connections;
- protected APIs and webhooks using authentication or signature/secret methods where provided;
- domain and sender checks and support for common email-authentication methods;
- protection against abusive requests through proxy, network, rate-limit and security controls.
4. Tenant and purpose separation
- logical allocation of data and access to Customer accounts;
- server-side authorisation for account resources;
- separated roles and purposes for operations, support, billing and Customer processing;
- no use of Customer Personal Data for third-party advertising or list trading.
5. Availability, resilience and recovery
- core application operation on controlled infrastructure in Germany and primary object-data storage in the EU;
- safeguards against network attacks and abusive load;
- service monitoring, error capture and controlled escalation;
- access-restricted backups on a documented schedule;
- controlled recovery procedures;
- reapplication of outstanding erasure and restriction records after restoration.
6. Integrity and secure processing
- technical type, size and access validation for supported uploads;
- controlled software deployment and dependency/vulnerability handling;
- error and security logging with data minimisation;
- safeguards against unauthorised alteration through access control;
- accountable bounce, complaint, unsubscribe and suppression processing.
7. Data protection by design
- required fields and processing limited to purpose; additional Customer fields are configurable;
- export, rectification, erasure and suppression functions support data-subject processes;
- consent and signup flows can record text, source and relevant timestamps;
- open and click measurement is presented as a transparent configuration where the function applies;
- diagnostic and analytics data is pseudonymised or minimised where possible.
8. Erasure and retention
- operational erasure flows for contacts, campaigns, automations, forms, files and related Customer data;
- separation of statutory billing records from operational Customer data;
- limited suppression and security information used only for its protective purpose;
- operational erasure without undue delay after service end and completion of any agreed return; backup expiry under the documented backup cycle;
- return or erasure documented on request.
9. Incident management and review
- documented detection, classification, containment, investigation, remediation and review process;
- notice to Customer without undue delay after awareness of a breach affecting Customer Personal Data;
- recording of timeline, affected systems and data, measures and available impact;
- evidence preservation under access restrictions;
- periodic effectiveness review and risk-based adjustment of measures.