Updated on November 24, 2022
The protection of your personal information is our priority. We want you to feel safe while using our Shared Email Templates for Outlook ("Shared Email Templates"). However, Shared Email Templates would not work if we didn't collect certain data. On this page, you can find detailed information on what data we collect, how we protect it, and where we store it.
When you create an account, you enter your first and last name, username, email address, and password. We collect this information so that you can sign in to your account.
While creating a template, you enter its name, description, and contents. All this information is saved so that you can use your templates.
We save the names of your teams, descriptions, members, their email addresses, and teammates permissions.
We use cookies and/or similar technologies to operate the core functions of Shared Email Templates. You can find more information in Privacy Policy (https://www.ablebits.com/docs/outlook-shared-templates-privacy-policy/#annex-one).
When you contact our customer support service, we keep all your email and chat messages.
Your use of our products does not give us access to any sensitive personal data stored in your Microsoft account, such as physical address or credit card details.
Working with Shared Email Templates, you can see windows with the following permission requests:
We use this permission to read your name, email address, picture, and other properties of your personal Microsoft account or your Microsoft work or school account when inserting a template into the email message that is being created.
We use this permission to read the content of the email message that you are currently creating. We do not read other messages.
We use this permission to upload template attachments to your SharePoint sites. We do not edit, delete, or read the content of your files.
We use this permission to read the content of the email message you are currently creating in your personal or shared mailbox. We do not read other messages.
We use this permission to read your name, email address, picture, and other properties of your personal Microsoft account or your Microsoft work or school account when inserting a template into the email message that is being created.
We use this permission to attach files from your OneDrive when you are inserting a template into the email message you are creating.
We use this permission to provide the sign-in with Microsoft features.
We use this permission to send the scheduled mail merge campaign messages even if you are logged out from your account and have switched off all the devices.
We use this permission to send the mail merge campaign messages from your mailbox.
We use this permission to send the mail merge campaign messages on behalf of the specified mailbox.
We do not use the content of your mailbox, OneDrive or SharePoint files other than the attachments you use in your mail merge campaign.
All your templates are stored in a cloud-based database hosted by Amazon Web Services. This is a protected storage inside an isolated private network. All data can only be accessed through the template sharing service, the core back-end service of Shared Email Templates.
When you create an encrypted team, you are the only person who knows the Team Password. Be sure to pass the password to your teammates in a safe way. In encrypted teams, all templates are encrypted with the SHA-256 symmetric algorithm before being saved to the cloud database.
Also, we store local copies of your templates (the local templates cache) in the following locations on your devices:
The local templates cache is isolated and not accessible by other browser extensions or Outlook add-ins. We store the local templates cache unencrypted because of the performance reasons. Otherwise we would have to decrypt templates each time you start Shared Email Templates, which would dramatically increase its startup time.
The local templates cache is refreshed with each change in templates, e.g. if your teammate creates a new template, the new template goes to the cache.
We do not collect any payment information, such as bank account details, credit card information, and check information.
You might find that Microsoft Office telemetry is run together with the Shared Email Templates app and add-in. This is because we use Microsoft's office.js framework.
This clause refers to your personal data, i.e. all of personal data or personal information or personally identifiable information (as defined by applicable law).
We develop and test our products on specially created testing configurations, so access to your data is very limited and only a few people at our office have permissions.
Full access (provided on request) is given to a few of our core developers and only in case they need to figure out some complex technical thing.
Read-only access is provided to our senior system administrator to perform online monitoring and periodic maintenance of our servers and services.
Read-only access is also given to our customer support service and sales specialists. They need your data to assist you when you contact us with related questions.
We make a lot of effort to keep your data safe. Firstly, we restrict physical access to our office and to our computers with door locking, access control systems, alarm system, and surveillance facilities. Secondly, we restrict access to our systems by using central management of system access, no guest accounts policy, password and authentication policies.
Also, we control access to data with the help of differentiated access rights, access rights defined according to duties, measures to prevent the use of automated data-processing systems by unauthorized persons.
To prevent unauthorized access, data alteration and disclosure, all our communication channels are encrypted using virtual private networks for remote access, transport and communication of data. All our sub-networks are joined into a wholly-owned private network. Finally, all our computers are protected with antivirus software and firewall systems.
To remove your data, simply delete all the teams where you are the administrator, and then delete your account in the Profile section. To have all your communications with us removed from our systems, please contact our customer support service.
You can see all the information that is sent to our services and storages with your own eyes with the help of the Fiddler tool or your browser console. Also, you can inspect our client-side source code directly in your web browser.