Privacy policy

1. Definitions

For the purposes of this policy:

“Platform”: the online service provided by HodHod for creating, sending, managing, and analyzing newsletters.
“Publisher”: any individual or organization that creates an account and operates a newsletter on the platform.
“Subscriber”: any person who joins a mailing list, or whose email address is added to a list managed through the platform.
“Personal data”: any information that can be used to identify a person directly or indirectly, such as a name or email address.
“Processing”: any operation performed on data, including collection, storage, use, transmission, or deletion.
“Team”: our employees, consultants, and contracted service providers involved in operating, securing, and maintaining the platform.
“We” or “HodHod”: the company that owns and operates the platform.

2. Data Ownership and Roles

Newsletter publishers retain full ownership of their subscriber lists and bear sole responsibility for the lawful collection and use of subscriber data. HodHod acts exclusively as a technical processor, operating the platform on publishers' instructions, and makes no claim of ownership over subscriber lists or their contents.

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Publisher (Data Controller)

You are the sole owner of your subscribers’ data. You have the right to manage, export, or delete it at any time.

HodHod (Data Processor)

We act as a technical processor, we handle data strictly according to your instructions and solely for the purpose of delivering the service. We do not use your subscriber lists for our own marketing or claim any ownership over them.

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Ownership Commitment

HodHod does not sell subscriber lists. Your audience data remains exclusively yours.

3. Where Your Data Comes From

Data you provide directly

Information you give us when creating your account, setting up mailing lists, or contacting our support team. You are responsible for ensuring you have the legal right and necessary consents to share your subscribers’ data with us.

Data generated automatically

Technical information created when you use the platform, including IP address, browser type, and activity logs. This helps us secure your account and improve platform performance.

Cookies and similar technologies

Technologies used to remember your settings and maintain your sessions. You can manage cookies through your browser settings, though disabling them may affect certain platform features.

Engagement tracking (Pixels)

Newsletters sent through HodHod include tracking technologies that measure open rates and clicks, providing you with accurate performance reports on your campaigns.

Third-party analytics tools

We may use external service providers to analyze platform usage and improve performance. These tools operate under their own privacy policies, in compliance with applicable laws and your tracking preferences.

4. Data We Collect and Process

Personal Data

Account holders
Full name, email address, subscription records, IP addresses, and in-platform activity used for account security and service delivery.

Subscribers (your audience)
Email addresses, subscription preferences, join and unsubscribe dates, and any additional data publishers choose to upload or enter into the platform.

Subscriber data is collected and managed by the newsletter publisher. HodHod does not verify the lawfulness of data collection and bears no responsibility for how publishers obtain or use subscriber information.

You can update or delete your account data at any time. Some information, such as your email address, is required for the service to function. Withholding it may limit your access to certain features.

Non-Personal Data

Technical information about how you interact with the platform: browser type, operating system, device data, and pages visited. We also process newsletter performance data, delivery rates, open rates, and link clicks, used exclusively to improve service quality and help you measure content performance.

Content Data

All text, images, files, and mailing lists you upload or create through HodHod. We do not use your newsletter content for any purpose beyond delivering the service and supporting the platform’s technical functions. You remain fully responsible for this content.

Payment and Billing Data

Payments for paid plans are processed through certified third-party providers compliant with PCI DSS standards. HodHod does not store credit card numbers or CVV codes directly on its servers. We retain only what is necessary to track payment status, billing address, and invoice records, used solely for payment processing and account-related support.

5. How We Use Your Data

We use the data we collect to operate HodHod securely and effectively, and to deliver a professional publishing experience. Processing is based on your explicit consent, the execution of your agreement with us, or our legal and regulatory obligations.

Account management and platform operation: Activating features, ensuring service quality, and protecting system security.
Newsletter and list management: Enabling you to create and send newsletters, track delivery, and manage subscriber data.
Analytics and performance reporting: Providing accurate reports on your campaigns to help you understand audience engagement and improve your content.
Billing and payments: Verifying paid subscriptions, processing payments, and issuing accurate invoices.
Technical support and communication: Responding to your queries, resolving technical issues, and sending necessary service updates.
Legal and regulatory compliance: Retaining records required by applicable accounting laws and regulations.
Product improvement and personalization: Using data on the basis of legitimate interest to improve the user experience and develop new features, without conflicting with your rights as a user.
Marketing communications: With your consent, we may send you offers or content related to HodHod. You can unsubscribe at any time. Certain administrative messages, such as service notices or legal updates, may still be sent even if you opt out, as they are essential to the service.

Note: If you provide personal data that was not requested or enter it in fields not intended for it, this will be treated as incidental. Such data will not be used systematically and may be deleted in accordance with our internal policies.

6. Sharing and Protection

Who We Share Data With

Service providers (third parties)
We work with trusted technical partners for cloud infrastructure, payment processing, email delivery, and analytics. We enter into contracts with these partners that require appropriate security and legal commitments, and we share only the minimum data necessary for them to perform their functions.

Legal and judicial authorities
We share data with competent authorities only when required by law or in response to a formal request from an authorized body under applicable regulations.

Business transfers
If HodHod undergoes a merger, acquisition, or asset sale, data may form part of the transferred assets. The terms of this privacy policy will continue to apply.

How We Protect Your Data

We apply appropriate technical and organizational security measures, including:

Encryption of data in transit and at rest where applicable
Strict access controls to systems and data
Multi-factor authentication for administrative accounts
Regular backups to ensure service continuity
System monitoring, activity logging, and incident management policies

No internet-connected system can guarantee 100% data protection. Risks from unauthorized access, modification, or deletion due to external security incidents may remain.

Users are also responsible for securing their own accounts, including protecting login credentials and using strong authentication methods.

We retain personal data only for as long as necessary to fulfill the purposes described in this policy or to comply with legal requirements. After that period, data is securely deleted, anonymized, or disposed of in accordance with our internal procedures.

7. Your Rights and Subscriber Rights

Platform Users (Account Holders)

Right of access, Know what personal data we process about you and obtain a copy.
Right of correction, Request that inaccurate or incomplete data be updated.
Right of deletion, Request deletion of your data when it is no longer needed, subject to legal obligations.
Right to object and restrict processing, Object to processing for direct marketing purposes or request restrictions in certain circumstances.
Right to unsubscribe, Opt out of marketing messages at any time. Necessary administrative messages may continue as they are essential to the service.
Non-discrimination, Exercising your privacy rights will not result in any reduction in service quality or discriminatory treatment.
Retention after deletion, We may retain a minimum amount of data for a limited period to fulfill legal obligations or protect our rights.
Verification, To process any rights request, we may ask for additional information to verify your identity and protect your data from unauthorized access.

Newsletter Subscribers

Any subscriber may unsubscribe at any time using the link at the bottom of every email.

Subscribers may request access to or deletion of their data. These requests are directed to the newsletter publisher, who acts as the data controller for subscriber data. HodHod is not responsible for fulfilling these requests, that responsibility rests entirely with the publisher.

HodHod provides the technical tools that enable publishers to manage subscriber requests, but is not responsible for newsletter content or how account holders handle subscriber data.

8. Policy Updates

We review this privacy policy periodically to ensure it reflects current practices and legal requirements. When changes are made, we will publish the updated version on this page with a revised date.

Changes take effect upon publication. We recommend visiting this page from time to time to stay informed about how we handle your data.

9. Contact

For any questions about this policy or how we handle your data:
📧 [email protected]