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Media Distribution Systems

Last Updated: April 22, 2025

Thank you for choosing Media Distribution Systems ("MDS," "we," "our," or "us"). We are committed to protecting your privacy and the information you share with us. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our Email Send Platform (ESP) services.

1. Information We Collect

1.1 Information You Provide to Us

We collect information that you voluntarily provide when you:

  • Create an account with us
  • Use our services
  • Contact our customer support
  • Subscribe to our newsletters
  • Respond to surveys or communications

This information may include:

  • Name, email address, phone number, and billing information
  • Account login credentials
  • Company information (for business accounts)
  • Marketing preferences
  • Email campaign data, including recipient lists and content
  • Any other information you choose to provide

1.2 Information We Collect Automatically

When you use our services, we automatically collect:

  • Log data (IP address, browser type, pages visited, time spent)
  • Device information (hardware model, operating system)
  • Usage data (features used, campaign metrics, engagement statistics)
  • Location information
  • Cookies and similar tracking technologies

1.3 Recipient Data and Email Lists

When you upload or provide email addresses and contact information of your recipients:

  • We collect and store this information solely to provide our email sending services to you
  • We maintain strict security controls to protect the confidentiality of this data
  • We use this information only as directed by you to send communications to your recipients
  • We do not use recipient data for our own marketing purposes
  • We do not sell, rent, or share your recipient lists with third parties for their marketing purposes

2. How We Use Your Information

We use the information we collect to:

  • Provide, maintain, and improve our services
  • Process transactions and send related information
  • Send administrative messages about your account or services
  • Monitor and analyze usage patterns and trends
  • Detect, investigate, and prevent fraudulent or unauthorized activities
  • Personalize your experience
  • Respond to your comments or questions
  • Comply with legal obligations

3. Legal Basis for Processing (For EEA Users)

If you are in the European Economic Area (EEA), we process your personal data when:

  • We need to perform a contract with you
  • You have given us consent to do so
  • We have a legitimate interest in doing so
  • We need to comply with legal obligations

4. SMS and Email Authorization

4.1 SMS Authorization

When you provide your mobile phone number and opt-in to receive SMS messages from us:

  • You consent to receive text messages from Media Distribution Systems
  • Message and data rates may apply
  • The frequency of messages varies based on your account settings and activities
  • You can opt-out at any time by texting "STOP" to the number from which you received the message, or by contacting us
  • We will confirm your opt-out request and discontinue sending messages
  • Standard carrier terms and conditions apply

4.2 Email Authorization

When you provide your email address to us:

  • You consent to receive emails related to your account, transactions, and administrative notices
  • You may also opt-in to receive marketing emails and newsletters
  • Each marketing email includes an "unsubscribe" option
  • We will honor your opt-out requests promptly
  • We may still send you non-promotional emails related to your account and our services

5. Information Sharing and Disclosure

We may share your information with:

  • Service providers who perform services on our behalf
  • Business partners with your consent
  • In connection with a business transaction (e.g., merger, acquisition)
  • When required by law or to protect rights and safety
  • With your consent or at your direction

We do not sell your personal information or the email addresses and contact information you provide to us for your email campaigns. The integrity and confidentiality of your subscriber lists are of paramount importance to us.

6. Data Retention

We retain your information as long as your account is active or as needed to provide you services. We may retain certain information even after you deactivate your account if necessary to:

  • Comply with legal obligations
  • Resolve disputes
  • Prevent fraud
  • Enforce agreements

7. Your Rights and Choices

Depending on your location, you may have certain rights regarding your personal information:

  • Access and update your information through your account settings
  • Request a copy of your personal information
  • Request deletion of your personal information
  • Object to certain processing of your data
  • Withdraw consent where applicable
  • Opt-out of marketing communications
  • Enable or disable cookies through your browser settings

8. Data Security

We implement appropriate technical and organizational measures to protect your information, including your subscriber and recipient lists. Our security measures include:

  • Encryption of sensitive data both in transit and at rest
  • Access controls limiting who can view your data
  • Regular security assessments and penetration testing
  • Secure data centers with physical access restrictions
  • Employee training on data protection and privacy
  • Monitoring systems to detect unauthorized access attempts
  • Disaster recovery and business continuity plans

Your subscriber lists and campaign data are stored in secure environments with multiple layers of protection. We treat your email lists as confidential information and restrict access to authorized personnel only.

However, no security system is impenetrable, and we cannot guarantee the security of our systems with absolute certainty.

9. International Data Transfers

Your information may be transferred to, stored, and processed in countries other than the one in which you reside. When we transfer data internationally, we take measures to ensure adequate protection in accordance with applicable data protection laws.

10. Children's Privacy

Our services are not directed to children under 16. We do not knowingly collect personal information from children. If you believe we have collected information from a child, please contact us.

11. Third-Party Links and Services

Our services may contain links to third-party websites and services. We are not responsible for the privacy practices of these third parties. We encourage you to review their privacy policies.

12. Changes to This Privacy Policy

We may update this Privacy Policy periodically. We will notify you of significant changes by posting a notice on our website or sending an email. Your continued use of our services after such modifications constitutes your acceptance of the updated Privacy Policy.

13. Contact Us

If you have questions or concerns about this Privacy Policy or our practices, please contact us at:

Media Distribution Systems
[Your Company Address]
Email: privacy@mediadistributionsystems.com
Phone: [Your Company Phone]

14. Additional Information for Certain Jurisdictions

14.1 California Residents

Under the California Consumer Privacy Act (CCPA) and the California Privacy Rights Act (CPRA), California residents have specific rights regarding their personal information. Please see our California Privacy Rights Addendum for more details.

14.2 European Economic Area, United Kingdom, and Switzerland

If you are in the EEA, UK, or Switzerland, you have rights under the GDPR or applicable data protection laws. Please see our GDPR Compliance Addendum for more details.

By using our services, you acknowledge that you have read and understood this Privacy Policy.