Privacy Policy

Effective date: 09/06/2026

This Privacy Policy explains how VMailMerge (“VMM,” “we,” “our,” or “the service”) handles information when you use the VMM Mail Merge Pro Google Workspace add-on and this website.

Information the service accesses

• Google Sheets data: spreadsheet headers, recipient rows, merge fields, campaign status, and related configuration needed to prepare and run a mail merge.
• Gmail data: saved draft metadata and draft content needed to select a template, personalize messages, send test messages, send campaign messages, and identify delivery failures, bounces and recipient replies.
• Account information: basic account identity, sender name, and email address supplied by Google when required for authorization and sending.
• Technical information: timestamps, error details, campaign identifiers, and open-tracking events needed to operate, secure, and troubleshoot the service.

How information is used

• To display Gmail drafts and create personalized messages from spreadsheet data.
• To send, schedule, and monitor campaigns requested by the user.
• To record sent, opened, bounced, or failed statuses in the user’s spreadsheet.
• To calculate sending balance, prevent repeated sends, and support troubleshooting.
• To detect misuse, maintain security, and comply with legal obligations.

Google API data

VMailMerge’s use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements.

Data storage and sharing

Campaign data is primarily processed within Google Apps Script and written to the Google Sheet controlled by the user. Open-tracking identifiers and events may be processed through the configured VMailMerge tracking endpoint to update campaign status. A restricted administrator audit report may record message metadata—sender, subject, time, campaign identifier and delivery status—for security, support and operational accountability. Recipient addresses, email bodies, attachments and inline images are not stored in that report. The sender’s private website dashboard receives campaign metadata such as subject, sheet identity, status, random tracking tokens and hashed recipient identifiers; campaign recipient addresses are hashed in Apps Script before transmission. The separate Unsubscriptions page stores opt-out addresses entered by the account owner and shares only their hashes with sending protection. Verified Google sign-in records managed-domain identity for Workspace plan eligibility; it does not prove a paid Google edition or sending quota. Licence checks process the signed-in email address, plan, subscription status and sending entitlement. Shared sending quota records store the verified sender email, send timestamps, recipient counts and operation identifiers on the VMailMerge server. These records keep the same rolling balance across sheets and Marketplace reinstallations. Quota verification uses your authorized Google token to confirm your identity; the quota service does not store the token or email content. Uninstalling the app does not reset the current sending balance. Billing details entered before checkout, such as name, country, address, company and optional tax ID, are used to prepare your subscription and may be stored with a pending checkout attempt. Stripe or PayPal handles payment credentials; VMailMerge does not collect card numbers or security codes. We do not sell personal information. We may disclose limited information to infrastructure providers acting on our instructions, when required by law, or to protect users and the service.

Tracking accuracy

Open events record image requests, not verified human readers. Proxies, scanners, forwards or opening a Sent copy can affect counts. Direct self-sends receive no tracking pixel or tracked links. Recipient-only opening is not guaranteed.

Business automation enquiries

When you submit a service enquiry, we store your name, email, selected services and requirements, together with any optional company, phone, tools, budget and timeline details you provide. We use these details to discuss your project, prepare a quotation and manage the enquiry. Records are stored on our server and are accessible to authorised administrators; an email notification is sent to our business inbox. A hashed IP identifier and hourly request counts are used for spam prevention and removed from the rate-limit table after approximately 24 hours during subsequent submissions. Enquiry records are not automatically deleted; contact us through the support form to request deletion, subject to applicable recordkeeping requirements.

Data retention and deletion

Spreadsheet campaign data remains under the user’s or Workspace administrator’s control. Tracking and diagnostic records are retained only for as long as reasonably necessary to provide the service, maintain security, resolve disputes, or meet legal requirements. Users may request deletion by following our Data Deletion Instructions.

Security

We use reasonable administrative and technical measures intended to protect information. No online service can guarantee absolute security. Users should protect their Google accounts and promptly revoke access if they suspect unauthorized use.

User choices

You can stop using VMailMerge, remove the add-on, delete campaign data from your spreadsheet, revoke the service’s Google account access, and manage optional website cookies through Cookie Settings.

Children

VMailMerge is a business productivity service and is not directed to children under 13.

Policy updates

We may update this policy when the service or legal requirements change. The effective date at the top identifies the latest version.

Contact

Privacy questions may be sent to the secure support form.