Privacy Policy

Last updated: December, 2025

 Chainmail (“Chainmail,” “we,” “us,” or “our”) is a software product operated by Madsen Mill LLC (“Madsen Mill,” “Company”). Madsen Mill LLC values your privacy. This Privacy Policy explains how we collect, use, disclose, and protect information when you use the Chainmail website and services (the “Services”). 

1. INFORMATION WE COLLECT

a. Information You Provide

We may collect information you voluntarily provide, including:

- Name

- Email address

- Phone number

- Organization or company name

- Approval-related responses and confirmations

- Support inquiries and communications

b. Information from Connected Applications

When you connect third-party applications (such as accounting, HR, or operational systems), we may receive limited data necessary to perform approved actions, such as:

- Identifiers (e.g., invoice ID, request ID)

- Metadata related to approvals

- Authorization tokens required to access the connected application

We do not collect or store third-party account passwords.

c. Automatically Collected Information

We may automatically collect limited technical information, such as:

- IP address

- Browser type

- Device information

- Timestamped activity logs related to approvals

This information is used solely for security, auditing, and service reliability.

2. HOW WE USE INFORMATION

We use collected information to:

- Deliver and operate the Services

- Send approval notifications via email or SMS

- Execute actions only after explicit approval

- Authenticate users and secure approvals

- Maintain audit logs for accountability

- Provide customer support

- Improve service performance and reliability

- Comply with legal and regulatory requirements

3. SMS COMMUNICATIONS

Chainmail uses SMS messaging solely for transactional and security-related purposes, including approval notifications and one-time passcodes.

Users opt in to receive SMS messages by providing their phone number during onboarding or workflow setup. Messages are sent only in response to actions initiated by the user’s organization.

Message frequency varies based on approval activity.

Users may opt out of SMS messages at any time by replying STOP.

Chainmail does not send marketing or promotional SMS messages.

For support related to SMS communications, contact support@usechainmail.com.

4. HOW WE SHARE INFORMATION

We do not sell personal information.

We may share information only:

- With service providers necessary to operate the platform

- With connected applications solely to execute approved actions

- To comply with legal obligations or lawful requests

- To protect the security and integrity of the Services

All third-party service providers are required to protect information appropriately.

5. DATA RETENTION

We retain information only for as long as necessary to:

- Provide the Services

- Maintain audit and compliance records

- Fulfill legal obligations

Authorization tokens and approval logs are retained according to operational and security requirements.

6. SECURITY

We implement reasonable administrative, technical, and organizational safeguards to protect information, including:

- OAuth-based authentication

- Encrypted data storage where appropriate

- Access controls and audit logging

No system is completely secure, but we take security seriously and continuously improve our practices.

7. YOUR CHOICES

You may:

- Opt out of SMS communications at any time by replying STOP

- Request access to or deletion of your information, subject to legal and operational requirements

- Contact us with privacy-related questions or requests

Requests can be sent to support@usechainmail.com.

8. THIRD-PARTY SERVICES

 The Services may interact with third-party applications. Their use of information is governed by their respective privacy policies. Chainmail and Madsen Mill LLC are not responsible for the privacy practices of third parties. 

9. CHILDREN’S PRIVACY

Chainmail is not intended for use by individuals under the age of 18. We do not knowingly collect personal information from children.

10. CHANGES TO THIS POLICY

We may update this Privacy Policy from time to time. Updates will be reflected by the “Last updated” date at the top of this page.

Continued use of the Services after changes constitutes acceptance of the updated policy.

11. CONTACT US

If you have questions or concerns about this Privacy Policy or our data practices, contact us at:

Operator: Madsen Mill LLC

Email: support@usechainmail.com

Website: https://usechainmail.com

SMS Communications:

Chainmail uses SMS messaging solely for transactional and security-related purposes, including approval notifications and one-time passcodes.

Users opt in to receive SMS messages by providing their phone number during onboarding or workflow setup. Messages are sent only in response to actions initiated by the user’s organization.

Users receive SMS messages only after explicit opt-in and only for actions initiated by their organization. 

Message frequency varies based on approval activity.

Users may opt out of SMS messages at any time by replying STOP.

Chainmail does not send marketing or promotional SMS messages.

For support, contact support@usechainmail.com.