Privacy Policy

Effective date: June 2, 2026 · Last updated: 2026

DormantIQ (“DormantIQ,” “we,” “us,” or “our”) is a managed email reactivation service that helps businesses re-engage old, stale, or dormant email data through controlled, approval-based campaigns. This Privacy Policy explains what personal information we collect, how we use and share it, the choices you have, and how we protect it.

This Policy covers two distinct contexts, which are treated differently under data-protection law:

Our website and business operations — information about prospects, clients, and visitors who interact with dormantiq.com or contact us. Here, DormantIQ acts as a controller.
Client campaign data — email and engagement data that a client provides or directs us to process so we can run reactivation campaigns on their behalf. Here, DormantIQ generally acts as a processor / service provider on the client’s instructions. See Section 9.

1. Who this applies to

This Policy applies to website visitors, individuals who submit a reactivation audit request or otherwise contact us, representatives of prospective and current clients, vendors, and recipients of communications we send or manage. DormantIQ provides services to businesses; our website is not directed to consumers acting in a personal capacity or to children.

2. Information we collect

The categories of personal information we collect depend on how you interact with us.

2.1 Information you provide to us

Contact & audit-request details submitted through our forms or by email: name, work email address, company name, website, approximate list size, type of data, and the contents of your message.
Business & engagement information exchanged during sales and onboarding: role, communications with our team, campaign goals, offers, creative direction, suppression rules, and similar project details.
Billing & account information needed to invoice and administer an engagement (e.g. billing contact, company address, and payment-processor references). We do not store full payment-card numbers; card payments, if any, are handled by a third-party processor.

2.2 Information collected automatically

Device & usage data when you visit our website: IP address, browser type, operating system, referring/exit pages, pages viewed, and timestamps.
Cookies and similar technologies, as described in Section 6.

2.3 Information from third parties

Service providers such as analytics, email-delivery, hosting, and form/CRM tools that support our website and operations.
Publicly available or business-information sources we may use to understand a prospective client’s business and assess fit.

2.4 Client campaign data

When we provide services, clients may make email addresses and associated engagement data (such as opens, clicks, and suppression flags) available to us. We process this data on the client’s behalf and on the client’s instructions, as described in Section 9.

3. How we collect it

We collect personal information: (a) directly from you when you submit a form, email us, or speak with our team; (b) automatically through cookies and server logs when you use our website; (c) from clients who provide data for a campaign; and (d) from service providers and public sources described above.

4. How we use information

We use personal information for the following purposes:

To respond to inquiries, evaluate fit for our services, and prepare proposals or a reactivation audit.
To provide, operate, and improve our services and our website.
To plan, coordinate, execute, and report on reactivation campaigns under our agreements with clients.
To communicate with you about your request, your engagement, service updates, and — where permitted — relevant offerings (you may opt out of marketing at any time).
To invoice, process payments, maintain records, and manage our business relationships.
To maintain security, prevent fraud and abuse, and protect our rights, our clients, and recipients.
To comply with legal obligations and enforce our agreements.

We do not sell the personal information submitted through our website forms, and we do not use it for unrelated purposes without a lawful basis.

5. Legal bases for processing (EEA / UK)

Where the EU or UK GDPR applies, we rely on one or more of the following legal bases:

Consent — for example, where you submit an inquiry or opt in to communications. You may withdraw consent at any time.
Contract — to take steps at your request before entering into, and to perform, an agreement.
Legitimate interests — to operate and secure our website and business, understand prospective clients, and communicate about relevant services, balanced against your rights.
Legal obligation — to comply with applicable laws, tax, and accounting requirements.

For client campaign data, the client is responsible for establishing the lawful basis for processing the relevant audience (see Section 9).

6. Cookies & analytics

Our website is a static, informational site. We currently do not set advertising cookies or third-party analytics cookies, and we do not track you across other websites. The only data collected automatically is standard server-log information (such as IP address and browser type) generated by our hosting provider to operate and secure the site, and any strictly necessary technologies required for the site to function (for example, to load fonts or submit the contact form).

If we add analytics or similar technologies in the future, we will update this Policy and, where required by law, request your consent through a cookie banner or preferences tool before setting non-essential cookies. You can also control cookies through your browser settings; disabling some may affect site functionality.

We do not sell personal information submitted through our contact form. We share personal information only as described here:

Service providers / sub-processors who perform functions on our behalf — such as hosting, email delivery, analytics, CRM, scheduling, and payment processing — under contracts that require them to protect the information and use it only for the services they provide to us.
Clients, where you are a recipient or contact associated with a client’s engagement, to the extent necessary to deliver and report on services.
Professional advisors such as lawyers, accountants, and auditors, as needed.
Legal & safety — to comply with law, respond to lawful requests, enforce our agreements, or protect the rights, property, or safety of DormantIQ, our clients, recipients, or others.
Business transfers — in connection with a merger, acquisition, financing, reorganization, or sale of assets, subject to this Policy.

8. “Sale” and “sharing” of personal information

DormantIQ does not sell personal information for money. We do not “sell” or “share” for cross-context behavioral advertising the personal information you submit to us, as those terms are defined under the California Consumer Privacy Act (as amended) and similar U.S. state laws. If this ever changes, we will update this Policy and provide any opt-out required by law.

9. Client campaign data (our role as processor)

When a client provides or directs us to process email data for a reactivation campaign, the client is the controller / business and DormantIQ acts as a processor / service provider. In that role:

We process the data only to provide the agreed services and on the client’s documented instructions, except where law requires otherwise.
The client is responsible for ensuring it has the necessary rights, notices, consents, and lawful basis to provide the data and to have reactivation campaigns sent, and for honoring opt-outs and suppression obligations.
We apply suppression and exclusion handling, controlled pacing, and engagement-based filtering as agreed, and include opt-out mechanisms in managed communications.
We maintain appropriate technical and organizational measures, assist the client with data-subject requests and security obligations as reasonably required, and return or delete client data at the end of an engagement, subject to legal retention requirements.

Where required, these terms are set out in a separate Data Processing Addendum (DPA) that forms part of the client agreement. If you are a recipient and wish to exercise rights regarding a specific campaign, please contact the sender/brand, or contact us and we will route your request to the relevant client.

10. Data retention

We keep personal information only for as long as necessary for the purposes described in this Policy, including to respond to inquiries, provide services, comply with legal, tax, and accounting obligations, resolve disputes, and enforce agreements. Inquiry data for prospects who do not become clients is retained for up to 24 months and then deleted or anonymized. Client campaign data is retained per the applicable client agreement and DPA. When information is no longer needed, we delete or de-identify it.

11. Security

We maintain administrative, technical, and physical safeguards designed to protect personal information against unauthorized access, loss, misuse, or alteration — including access controls, encryption in transit, and vendor due diligence. No method of transmission or storage is completely secure, and we cannot guarantee absolute security. If we become aware of a security incident affecting personal information, we will respond in accordance with applicable law and our client agreements.

12. International data transfers

We are based in the United States and may process information in countries other than where you are located. Where we transfer personal information internationally — including from the EEA, UK, or Switzerland — we use appropriate safeguards required by law, such as the European Commission’s Standard Contractual Clauses and the UK International Data Transfer Addendum, together with supplementary measures where needed.

13. Your privacy rights

Depending on where you live, you may have some or all of the following rights regarding the personal information we hold as a controller:

Access to, and a copy of, your personal information.
Correction of inaccurate or incomplete information.
Deletion of your information.
Restriction of, or objection to, certain processing.
Portability of information you provided to us.
Withdrawal of consent, where processing is based on consent.
To opt out of marketing communications at any time via the unsubscribe link or by contacting us.
To lodge a complaint with your local data-protection authority.

U.S. state privacy rights: Residents of California and certain other states may have rights to know, access, correct, delete, and to opt out of “sale”/“sharing” and certain profiling. As noted in Section 8, we do not sell or share your inquiry data. We will not discriminate against you for exercising your rights.

To exercise any right, email [email protected]. We will verify your request as required by law and respond within applicable timeframes. You may use an authorized agent where permitted. If your information was provided to us by a client (as processor), we will direct your request to that client.

14. Children’s privacy

Our website and services are intended for businesses and are not directed to children under 16. We do not knowingly collect personal information from children. If you believe a child has provided us personal information, please contact us so we can delete it.

15. Third-party links

Our website may link to third-party sites and services we do not control. This Policy does not apply to those third parties, and we are not responsible for their privacy practices. We encourage you to review their policies.

16. Changes to this Policy

We may update this Policy from time to time. When we do, we will revise the “Last updated” date above and, where appropriate, provide additional notice. Material changes will be communicated as required by law. Your continued use of our website or services after an update indicates acceptance of the revised Policy.

17. Contact us

If you have questions about this Policy or our privacy practices, or wish to exercise your rights, contact us at:

DormantIQ
Email: [email protected]
Location: Pennsylvania, United States

If we are unable to resolve your concern, you may have the right to contact your local data-protection or privacy authority.

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