This Privacy Policy explains how SendBeam, operated by NORTHLIGHT MEDIA LTD ("we", "us"), handles personal data. It covers data about our customers (the people who hold SendBeam accounts). Personal data that customers upload about their own contacts is processed on their behalf under our Data Processing Addendum — for those, the customer is the controller and you should contact them. That includes contact data we import on a customer's written instruction from another platform under the Move-in service.
Who we are
SendBeam is a trading name of NORTHLIGHT MEDIA LTD, a company registered in England and Wales (company number 16897842), registered office 86-90 Paul Street, London EC2A 4NE. NORTHLIGHT MEDIA LTD is the data controller for personal information collected through sendbeam.io and is registered with the Information Commissioner's Office under number ZC264384. To ask about your data or exercise your rights, email us at [email protected] or use our contact form, or write to us at the registered office address. You don't have to use the form; a request by any of these routes is valid.
Data we collect about customers
- Account data: name, email, workspace name, password (hashed).
- Billing data: plan and payment identifiers (card details are held by our payment processor, not by us).
- Usage data: logins, sending activity, and diagnostic logs.
- Profile photo (optional): a photo you upload, or the photo from the Google or GitHub account you sign in with. If you tick “Use my Gravatar”, we send a one-way fingerprint of your email address to Gravatar (Automattic Inc., United States) to look your photo up, and keep a copy; your browser never contacts Gravatar. A photo is deleted when you remove it, when you switch Gravatar off, and when you delete your account.
How we use it
- to provide, secure, and support the Service;
- to enforce sending limits and prevent abuse;
- to bill you and communicate about your account;
- to meet legal obligations.
Our lawful bases are performance of our contract with you, our legitimate interests in running and securing the Service, and compliance with law.
For people who receive email sent through SendBeam: when you open an email, the sender may use the time you opened it to choose the hour later emails reach you. This uses the last six months of opens and applies only to that sender.
Sub-processors
These are the service providers we use to run SendBeam. Each processes data only as needed to provide its service, under contract, and we remain responsible for them. We give customers at least 30 days' notice before adding or replacing one, as set out in the Data Processing Addendum.
| Provider | What it does for us | Where it processes |
|---|---|---|
| Cloudflare | Website and application hosting, CDN, DNS, bot protection on forms, our support chat and help centre, and Workers AI, which runs SendBeam's AI drafting features | Global edge network |
| Fasthosts | Hosts SendBeam's inbound email services, and the mailboxes for our own sendbeam.io addresses, such as hello@ and support@ | United States (inbound email); United Kingdom (our mailboxes) |
| Supabase | Database and authentication — where account data and customers' contact data are stored | United Kingdom (London) |
| Resend | Email delivery — the route customer email takes today | United States |
| Amazon Web Services | Email delivery, and the bounce and complaint notifications that feed suppression. Configured and being brought into service; customer email does not go through it yet | United Kingdom (London) |
| Expo (650 Industries) | Delivers the SendBeam mobile app's push notifications, passing them to Apple's and Google's push services | United States |
| Stripe | Subscription billing. Card details go to Stripe and are never held by us | United States and European Union |
| Google Analytics | Traffic measurement on the public marketing pages only — never inside the application, and only if you allow analytics cookies | United States |
Separately, when you use the Move-in importer we connect to whichever platform you are leaving — Mailchimp, MailerLite, Kit, Brevo, EmailOctopus or Buttondown — using credentials you supply, and only to read the data you ask us to import. Those platforms are your providers, not ours.
AI features
Where a workspace uses SendBeam's AI drafting (writing a first draft of an email, campaign or automation from a brief), the brief and the workspace details it needs are sent to Cloudflare Workers AI to produce the draft. Cloudflare does not use that content to train AI models. A person always reviews a draft before anything is sent or switched on. Reply drafts can also arrive from tools you connect with an API key, such as an AI assistant; the app names the key or app that made each one, and you can report a suggested reply from the app.
Support: the chat, our support address and the help centre
When you ask us for help, by the chat on our public pages, by email to [email protected], through the contact form or from inside the app, your message comes to our own support desk. We keep what you send us (your messages, and the name and email address you give), the page you were on, and our replies, so that we can answer you and see the history next time. For the chat we also keep a shortened form of your network address (never the full address), to keep the chat free of abuse. We use this only to help you and to improve our support, under our legitimate interest in answering you (and our contract with you, if you hold an account).
The support desk runs on Cloudflare, like the rest of SendBeam, and its emails to you are sent through SendBeam itself. A conversation with no activity for two years is deleted automatically, with everything in it. You can ask us to erase a conversation sooner, or to see what we hold, at any time: see Your rights.
The help centre at support.sendbeam.io keeps no record of who reads it. When a search finds nothing, we keep the words searched for, with personal details such as email addresses taken out, for 90 days, so we know which articles to write. If you tell us whether an article helped, we keep your answer and any comment, without your name or address.
Cookies and analytics
Our public website (the marketing pages, pricing and documentation) uses Google Analytics to understand which pages help people. It sets analytics cookies only after you choose Allow analytics in the bar shown on your first visit; until then, and if you choose No thanks, no analytics cookies are set. IP addresses are anonymised. Your choice is stored in your browser; clear the site's storage to be asked again. The application itself uses only the cookies needed to keep you signed in.
The support chat sets no cookies. Once you start a conversation, your browser keeps a reference to it in its local storage, so the conversation follows you from page to page; choose Start a new conversation in the chat, or clear the site's storage, to remove it. Nothing is stored if you don't use the chat.
The SendBeam mobile app
The SendBeam app for iPhone and Android signs in to the same account as sendbeam.io. When it signs in, we record the installation so you can see it and sign it out: the device's name, whether it is iOS or Android, the operating system and app versions, its language and time zone, how and when it signed in, the country it signed in from and when it was last used. You can see every installation under Settings → Security → Where you're signed in, and sign any of them out. We email you each time the app signs in to your account.
If you allow notifications, the app gives us a push token for your device, which we store encrypted. Notifications are delivered through Expo, which passes them to Apple's or Google's push service. A notification says what happened and names the campaign, form, automation or domain it is about. Unless you turn off Show Message Previews in the app's notification settings, it also names the people involved and what they sent: an email's sender, its subject and its first lines, who filled in a form, a new subscriber, who asked for an approval. That text travels, encrypted, through Expo and Apple's or Google's push service to your device. Your phone's own settings decide what is shown on the lock screen. Notifications in the app's feed are kept for 90 days.
The app keeps your sign-in in your device's secure storage (the iOS Keychain or Android Keystore) and keeps a copy of recent screens on the device, encrypted, so it opens quickly. If you turn on Face ID, Touch ID or a fingerprint to unlock the app, that check happens on your device: we never receive biometric data. The app contains no advertising and no analytics or tracking code. You can delete your account from the app under Settings → Delete Account (how deleting works).
Google user data, and Google's Limited Use requirements
If you connect a Google account to SendBeam, our use of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements. We ask only for the permissions the connected feature needs, and you can withdraw them at any time.
What each permission is used for:
- Google Sheets (read-only) — used solely to import contacts from a spreadsheet you choose. When you start an import, we read the tabs of the single spreadsheet whose link you paste, then the rows of the tab you select. We store only the contacts you map into your workspace; the spreadsheet itself is not copied or retained. We never list, browse or search your Google Drive, and we never write to a spreadsheet.
- Your Google account email address — used only to label the connection, so you can tell which account is connected.
- Google Postmaster Tools (read-only) — used only to show sending reputation on your Deliverability page. We store daily aggregate statistics for the domains your workspace has verified in SendBeam, and for no others. These statistics contain no message content and no recipient addresses.
We do not transfer Google user data except as necessary to provide these features, to comply with the law, or as part of a merger or acquisition following notice to you. We do not use it for advertising of any kind, and we do not sell it. We do not use it to develop, improve or train generalised artificial-intelligence or machine-learning models. No SendBeam employee reads it, except where you have given explicit consent for a specific support request, where it is necessary for security purposes or to comply with the law, or where the data has been aggregated and anonymised for internal operations.
Access tokens are encrypted at rest. Disconnecting the integration in Settings → Connections deletes the connection and its tokens from our database, and you can additionally revoke SendBeam's access from your Google account permissions page.
Retention
Send records (which message went to which address, and its delivery status) are kept for the life of the workspace. Engagement events (opens, clicks, deliveries) are kept for 180 days and contact-form submissions for 90 days, after which they are purged automatically. We keep engagement events for six months by choice rather than indefinitely: knowing that a named person opened a particular email is information about them, not just about the campaign, and it stops being useful long before it stops being personal.
Deleting a workspace withdraws access straight away and schedules it for permanent deletion 14 days later. During those 14 days an owner or account admin can restore it, after which its contacts, campaigns and history are destroyed and cannot be recovered. You can ask us to skip the 14 days and delete it at once. Copies in backups expire within 30 days. A request from a person to erase their own data is never held this way — it is carried out straight away.
You can delete your own SendBeam login from the app or from Settings (how). The same 14 days apply: you are signed out straight away, any workspace you are the only admin of is scheduled for deletion with it, and the email we send has a link to restore everything. After 14 days your login is erased and we keep a record that a deletion happened, without your name or email address. Workspaces you were a member of keep their own activity history, which names who made each change, and our security log of sensitive actions is never edited.
Suppression records are kept so opt-outs continue to be honoured: a one-way hash of the address, and — for records made from 14 September 2026 — a masked form of it (its first character and domain, such as j***@example.com), the reason and the date, so that a customer can review the list. An address erased at a person's request keeps the hash alone. A longer period applies only where the law requires it.
Your rights
Subject to applicable law, you may request access, correction, deletion, portability, or restriction of your personal data, and may object to certain processing. Ask by any of the routes under Who we are (email, the contact form or post) and we will reply by email. If you are not satisfied with our answer you can complain to the UK Information Commissioner's Office at ico.org.uk, which is our supervisory authority, or to the data protection authority where you live.
Where your data is held, transfers and security
Account data and the contact data customers upload are stored in the United Kingdom. Email is delivered by the providers listed above: the route most customer email takes today is in the United States, and one in the United Kingdom is in trial. Some of the providers listed above are US companies, and billing and analytics data reach the United States; where personal data leaves the UK we rely on UK adequacy regulations or, where none applies, the ICO's International Data Transfer Addendum to the standard contractual clauses.
Data is encrypted in transit, access is limited to those who need it, credentials you give us for imports and form protection are encrypted at rest, and suppression records store the address as a one-way hash (with a masked display form, never the address itself).
Contact
NORTHLIGHT MEDIA LTD, SendBeam. Email [email protected] or use the contact form; we reply by email. Our registered office is 86-90 Paul Street, London, EC2A 4NE, United Kingdom.