DEFROSTPrivacy Policy
How Defrost uses personal information and how to request access, correction, deletion or assistance.
Existing accepted agreements and customer rights continue. This publication does not make a material contractual change effective before any required notice and acceptance. Contact Defrost.
Scope and roles
DEFROST LLC provides the Defrost website and business outreach service. This notice covers visitors, people who join our waitlist, customers and users, and professional contacts whose information is processed in Defrost.
We determine the purposes of website operation, account administration, billing, security and responding to requests. For outreach performed on a customer’s documented instructions, we process the data for that customer. Sourcing business information and deciding how to use it can create separate responsibilities for Defrost, suppliers and customers; our role depends on the activity, not simply on calling the service a processor.
Data categories and sources
We receive information from you, workspace users, business-data suppliers, publicly accessible business websites and search results, and email providers. We handle:
- Names, work email addresses, job titles, employer information, professional profile links, business location, source and acquisition dates, and email verification results.
- Customer account and workspace details, outreach instructions, research and citations, generated and approved message content, correspondence and delivery or reply events.
- Registrant name, email, phone and postal address needed to register sending domains; billing references and subscription information. Payment card entry is handled by the payment provider.
- Support and privacy requests, authentication information, security and operational records, and basic account activity.
- Optional marketing-site analytics described below.
A publicly available business address or a verification result is not proof of consent. Company headquarters do not establish where a person lives. Do not provide children’s information, sensitive personal information or consumer contact lists.
Purposes and legal bases
We use information to provide the requested service: find and verify relevant business contacts, research companies, prepare outreach, send approved messages, handle replies and opt-outs, operate sending infrastructure, and provide reports and exports. We also use information for account administration, payment, support, security, abuse prevention and legal obligations.
Where a law requires a legal basis, the basis depends on the activity: contract administration, applicable legal obligations, consent for optional analytics, or legitimate interests where that basis is available after considering the affected person’s rights. Customers must establish the permission or other basis required for their outreach. Availability of the service does not authorize a particular message or recipient.
Retention
We keep active workspace records while needed to provide the service and carry out the customer’s instructions. When information is no longer needed, or a valid deletion request applies, we delete or de-identify it subject to specific lawful exceptions. Cancellation of a subscription and a request to erase information are different actions; contact us to request erasure or assistance with an account closure.
We retain a limited suppression record to prevent renewed unwanted outreach. Necessary transaction records and specific legal or security records may remain for their applicable purpose; we explain relevant exceptions when responding. Deleted records may remain temporarily in restricted provider backups until they expire. We do not present a backup horizon or recovery target as verified where it has not been established for the affected system.
Our request workflow tracks database work separately from provider copies and backups. Closing a request removes its working subject identifier; a minimal accountability record is retained for one year. Contact us for the retention treatment of a particular record.
This revision does not remove rights in an accepted order, earlier binding terms or an executed DPA. Where those terms promise a deletion period, notice, objection right, acceptance process or other protection, that commitment continues unless changed validly under that agreement and applicable law.
Rights and choices
For a copy of your personal information, an export or assistance with access, correction, deletion, restriction, objection, portability or an applicable opt-out of sale or sharing, contact privacy@defrostmail.com. Identify the account, sender or message where possible. We request only information reasonably needed to verify identity and authority, respond within the applicable legal time limit, and explain the outcome, relevant exceptions and any available appeal or regulator complaint route. You may use an authorized agent where the law permits.
Existing workspace export tools remain available in Settings → Profile → Your data. They do not limit your rights or replace assistance with other personal information. Where a customer controls the processing, we assist or direct the request to that customer. You do not need to buy a service or create an account to make a privacy request; we also recognize valid requests received through other channels.
Use an outreach message’s unsubscribe link or reply asking to stop. Suppression covers that customer’s workspace. If the same legal sender contacts you through another workspace, include the relevant messages so we can coordinate the request without disclosing information to unrelated customers. A message already transmitted cannot be recalled.
International transfers
Defrost is a US business and the application database is in the United States. Hosting, support and service providers may involve processing in other countries. Contact privacy@defrostmail.com for the processing locations and applicable transfer arrangements relevant to your information or service, including access to safeguards where required by law.
Where a restricted transfer requires safeguards, the applicable arrangement must be established for that transfer. This notice does not promise EU/UK-only residency or participation in a certification framework.
Existing accepted orders, terms and executed DPAs continue to govern the processing they cover. This page does not remove an agreed deletion period, export right, service level, notice, objection or acceptance requirement. Any material contractual change follows the applicable notice and acceptance process.
Security and children
We use tenant-scoped authorization, encrypted supported credentials, transport security and operational checks. See Security for the scope and limits of these measures. No system is risk-free.
Defrost is a business service, not directed to children. Do not submit children’s information; contact us if you believe this has occurred.
Changes and contact
We identify revisions by date and provide any notice or consent required by law or an applicable agreement. A website update does not retroactively amend a customer’s agreement. Privacy questions: privacy@defrostmail.com.
This revision does not remove rights in an accepted order, earlier binding terms or an executed DPA. Where those terms promise a deletion period, notice, objection right, acceptance process or other protection, that commitment continues unless changed validly under that agreement and applicable law.