Mailstar
Privacy Policy
Last updated: October 29, 2026
Mailstar Direct LLC (“Mailstar,” “we,” “us,” or “our”) operates mailstar.com (the “Site”).
This Privacy Policy explains how we collect, use, disclose, retain, and protect personal information obtained through the Site, as well as the choices and rights available to individuals regarding their information.
This Privacy Policy primarily applies to information collected through the Site and related website communications. Information provided by our business customers in connection with printing, direct-mail, and related services is addressed separately in Section 6.
By using the Site, you acknowledge the information practices described in this Privacy Policy.
1. Information We Collect
- Your name, email address, and telephone number.
- Your company or organization.
- Project information, including printing specifications, quantities, deadlines, and other requirements.
- Artwork, documents, or other files you voluntarily submit.
- The contents of your inquiries, messages, and communications.
- Other information you choose to provide.
- Form submission information: The date and time of submission, originating page, IP address, browser type, and other technical information associated with a submitted form.
- Website usage information: Pages viewed, approximate time spent on the Site, referring websites, general geographic location, device type, browser, operating system, and interactions with Site features.
- Security information: Device and interaction information used to identify spam, automated activity, or potentially fraudulent submissions.
- Connection information: IP addresses and browser information transmitted to third-party providers when external resources, such as Google Fonts or Google Maps, are loaded.
- Server logs: IP addresses, requested pages, timestamps, and related technical information recorded by our website hosting provider for security, maintenance, and troubleshooting.
The information collected automatically may be associated with cookies, device identifiers, or other online identifiers.
2. Cookies and Similar Technologies
The Site uses cookies and similar technologies to support functionality, improve performance, understand visitor activity, and protect against spam and abuse.
Cookies are small data files stored on your device when you visit a website.
The Site may use the following technologies:
| Technology | Provider | Purpose |
|---|---|---|
| Google Analytics cookies, including _ga and related identifiers | Measure website traffic, distinguish visitors and sessions, and analyze website usage | |
| reCAPTCHA cookies and related technologies | Help protect forms against spam, fraud, and automated submissions | |
| Google Maps cookies and related technologies | Support interactive map functionality | |
| Browser storage | Mailstar | Remember certain website preferences, such as whether a pop-up has previously been displayed |
The duration of cookies and similar technologies varies depending on the provider, configuration, and purpose. Some expire when you close your browser, while others may remain until they expire or are deleted.
You can manage, block, or delete cookies through your browser settings. Disabling certain cookies may affect the availability or functionality of some Site features.
You may also opt out of Google Analytics tracking through the Google Analytics Opt-out Browser Add-on.
The Site does not currently respond to browser-based Do Not Track signals. Where applicable law requires recognition of particular privacy preference signals or consent choices, we will comply with those requirements.
3. Google Services and Third-Party Technologies
We use certain Google services to operate, maintain, secure, and improve the Site.
Google Analytics
Google Analytics helps us understand how visitors find and use the Site, including pages viewed, general traffic patterns, and interactions with Site features.
We use this information to evaluate website performance and improve visitors’ experience. We generally review analytics information in aggregated reports rather than attempting to identify individual visitors.
Google may collect and process technical information and online identifiers in connection with providing its analytics services.
For additional information, please review How Google Uses Information from Sites or Apps That Use Its Services.
Google Site Kit
Google Site Kit is a WordPress plugin that connects the Site with Google services, including Google Analytics and Google Search Console, and displays related reports within our website administration dashboard.
Site Kit facilitates the integration of these services. Information collection associated with those services is governed by their respective configurations and privacy practices.
Google Search Console
Google Search Console provides information concerning the Site’s appearance and performance in Google Search, including search queries, impressions, and clicks.
Search Console reports are based on information collected by Google through its search services and do not independently require the installation of additional visitor-tracking cookies on the Site.
Google reCAPTCHA
We use Google reCAPTCHA to help protect website forms against spam, abuse, and automated submissions.
reCAPTCHA may collect device, browser, interaction, and related technical information to evaluate whether activity is legitimate.
Use of reCAPTCHA is subject to Google’s applicable Privacy Policy and Terms of Service.
Google Fonts and Google Maps
The Site may use Google Fonts to display website typography and Google Maps to provide location and contact information.
When these resources load, Google may receive technical information, including your IP address and browser information, and may use cookies or similar technologies in accordance with its applicable policies.
For additional information about Google’s privacy practices, visit the Google Privacy Policy.
4. How We Use Information
We use information collected through the Site for legitimate business and operational purposes, including to:
- Respond to inquiries and requests for information.
- Prepare quotations and evaluate proposed projects.
- Communicate regarding printing, direct-mail, graphic design, and related services.
- Process and administer customer requests and business relationships.
- Improve the Site’s content, functionality, performance, and user experience.
- Analyze website traffic and general usage trends.
- Protect the Site and our systems against spam, fraud, unauthorized access, and other security threats.
- Maintain business records and administer our operations.
- Comply with applicable legal obligations, respond to lawful requests, and enforce our agreements.
- Protect the rights, property, and safety of Mailstar, our customers, and others.
We do not currently use information collected through the Site for targeted advertising or cross-context behavioral advertising.
We do not add individuals to promotional email lists solely because they submit an inquiry through the Site. Where we send marketing communications, we do so in accordance with applicable law and provide a means to unsubscribe.
We do not use customer-provided mailing lists for Mailstar’s independent marketing purposes unless separately authorized.
5. How We Share Information
Mailstar does not sell personal information for monetary consideration or knowingly share personal information for cross-context behavioral advertising.
We may disclose information in the following circumstances:
Service Providers
We may share information with vendors and service providers that assist us in operating the Site and conducting our business, including:
- Website hosting and maintenance providers.
- Email and communications service providers.
- Website analytics and security providers.
- Cloud storage and backup providers.
- Technology providers supporting website functionality, including Google services.
These providers may process information in accordance with their applicable contractual obligations, service terms, privacy policies, and legal requirements.
Legal and Regulatory Requirements
We may disclose information when reasonably necessary to comply with applicable law, legal process, subpoenas, court orders, or lawful government requests.
Protection of Rights and Security
We may disclose information when reasonably necessary to investigate suspected fraud, security incidents, unlawful activity, or violations of our agreements, or to protect the rights, property, and safety of Mailstar, our customers, or others.
Business Transactions
Information may be disclosed or transferred in connection with an actual or proposed merger, acquisition, financing, reorganization, sale of assets, or similar business transaction, subject to applicable legal requirements.
With Your Consent or at Your Direction
We may disclose information when you authorize or direct us to do so.
We do not disclose personal information to unrelated third parties for their independent marketing purposes without appropriate authorization.
6. Client Data for Printing and Mailing Projects
In the ordinary course of providing printing, direct-mail, variable-data printing, mailing, graphic design, and related services, Mailstar may receive information supplied by its business customers.
Such information may include:
- Customer and prospect mailing lists.
- Names and mailing addresses.
- Donor and fundraising records.
- Customer account or transaction information.
- Patient or healthcare-related mailing information.
- Voter or campaign-related information.
- Other data necessary to produce, personalize, process, or distribute printed materials.
Customer Responsibility and Mailstar’s Role
Our business customers generally determine the purposes for which they collect and use the personal information included in their mailing lists and project files.
Mailstar processes customer-provided information for the purpose of evaluating, producing, administering, and completing the services requested by its customers, subject to applicable contractual obligations and legal requirements.
Mailstar does not independently determine the purposes for which its customers originally collect or use such information.
We do not use customer-provided mailing lists for unrelated marketing, sell such lists, or disclose them to unrelated third parties for their independent use.
We may provide information to authorized employees, contractors, service providers, postal operators, and other parties as reasonably necessary to perform requested services, subject to applicable contractual and legal obligations.
Confidentiality and Data Protection
Mailstar recognizes the importance of protecting customer-provided information and maintaining its confidentiality.
We maintain safeguards designed to protect information against unauthorized access, use, disclosure, alteration, or destruction, taking into account the nature and sensitivity of the information and applicable legal requirements.
Where appropriate or legally required, additional confidentiality, data-protection, or information-security obligations may be established through separate customer agreements.
Healthcare-Related Information
Certain projects for healthcare organizations may involve protected health information subject to the Health Insurance Portability and Accountability Act of 1996 (“HIPAA”).
Where Mailstar’s services create a business associate relationship under HIPAA, Mailstar will handle protected health information in accordance with applicable law and any required business associate agreements. Mailstar processes such information at the direction of its customers, who are responsible for determining the purposes and permitted uses of the information and identifying any project-specific privacy or security requirements.
Customers should not transmit protected health information through general website forms and should contact Mailstar to coordinate appropriate arrangements before transferring such information.
Requests Concerning Customer Data
If you received a mailing produced by Mailstar on behalf of another organization and have questions about the collection, use, correction, or deletion of your information, you should generally contact the organization responsible for the mailing.
Mailstar may assist its customers in responding to privacy requests where required by applicable law or contractual obligations.
Customer-provided project data may be subject to separate agreements and legal requirements, which will control to the extent applicable.
7. Data Retention
We retain personal information for as long as reasonably necessary to fulfill the purposes described in this Privacy Policy, unless a longer retention period is required or permitted by applicable law.
The appropriate retention period depends on factors including:
- The nature and sensitivity of the information.
- The purpose for which it was collected.
- Whether the information relates to an active or prospective customer relationship.
- Applicable legal, regulatory, accounting, and contractual obligations.
- Security, fraud-prevention, and dispute-resolution needs.
- The retention practices and settings of relevant technology providers.
Website inquiries and form submissions may be retained for business follow-up, recordkeeping, and customer service purposes.
Website analytics information is retained in accordance with our configured analytics settings and the applicable provider’s retention practices.
Website backups and server logs are maintained in accordance with operational requirements and applicable provider retention schedules.
Customer project information, including mailing lists and production files, may be subject to separate retention and deletion procedures, contractual requirements, or legal obligations.
When information is no longer reasonably necessary, we take appropriate steps to delete, securely dispose of, or de-identify it, subject to applicable legal and operational requirements.
8. Data Security
Mailstar takes the security and confidentiality of personal information seriously.
We maintain reasonable administrative, technical, and physical safeguards designed to protect personal information against unauthorized access, disclosure, alteration, misuse, and destruction.
These safeguards are intended to be appropriate to the nature and sensitivity of the information, the scope of our activities, and applicable legal requirements.
The Site uses HTTPS encryption to help protect information transmitted between visitors’ browsers and the Site.
Access to information collected through the Site is restricted as appropriate for legitimate business and operational purposes.
We also work with service providers that support the security and operation of our website and related systems.
Despite these efforts, no website, electronic transmission, or information-storage system can be guaranteed to be completely secure.
If you believe information submitted to Mailstar has been compromised or you become aware of a potential security issue, please contact us using the information provided below.
9. Your Privacy Choices and Rights
Depending on your location, the nature of your relationship with Mailstar, and applicable law, you may have certain rights concerning your personal information.
You may contact us to request that we:
- Provide information about personal information we maintain concerning you.
- Correct inaccurate or outdated information.
- Delete personal information, subject to applicable legal, contractual, and legitimate business requirements.
- Stop sending you promotional emails.
- Address questions or concerns regarding our privacy practices.
We will review and respond to requests in accordance with applicable law.
Where no specific statutory response period applies, we will endeavor to respond within a reasonable time.
We may request information reasonably necessary to verify your identity or authority before processing certain requests.
Some requests may be denied or limited where permitted by law, including when information must be retained to comply with legal obligations, complete transactions, protect security, or establish or defend legal claims.
We will not unlawfully discriminate against individuals for exercising applicable privacy rights.
Marketing Communications
If you receive promotional emails from Mailstar, you may unsubscribe by following the instructions included in those communications or by contacting us directly.
Unsubscribing from marketing communications will not prevent us from sending necessary transactional or service-related communications.
Cookies and Tracking
You may manage cookies through your browser settings and use available provider-specific opt-out tools, as described in Section 2.
Customer Mailing Lists
Where Mailstar processes information on behalf of another organization, certain privacy requests may need to be directed to that organization, as explained in Section 6.
10. Children’s Privacy
The Site is intended for businesses, organizations, and individuals seeking commercial printing, mailing, and related services.
It is not directed to children under the age of 13, and Mailstar does not knowingly collect personal information directly from children under 13 through the Site.
If we learn that we have collected personal information directly from a child under 13 without appropriate authorization, we will take steps to delete that information as required by applicable law.
If you believe a child has provided personal information through the Site, please contact us.
11. Links to Other Websites
The Site may contain links to third-party websites and social media platforms, including Instagram, Facebook, LinkedIn, and other external services.
These websites operate independently of Mailstar and may have their own privacy policies, terms, and information practices.
Mailstar is not responsible for the privacy practices, content, or security of third-party websites.
We encourage you to review the privacy policies of any external websites you visit.
12. Changes to This Policy
We may update this Privacy Policy periodically to reflect changes in our business practices, website functionality, technology, legal requirements, or other circumstances.
When we make changes, we will post the revised Privacy Policy on this page and update the “Last Updated” date.
If changes materially affect how we handle personal information, we will provide additional notice or obtain consent where required by applicable law.
We encourage visitors to review this Privacy Policy periodically.
13. Contact Us
If you have questions about this Privacy Policy, our information practices, or a privacy-related request, please contact:
Mailstar Direct LLC
600 Mile Crossing Blvd, Suite 4
Rochester, NY 14624
Website: https://mailstar.com
Email: info@mailstar.com
Phone: (585) 254-6220
Last Updated: October 29, 2026