Privacy Policy

Last updated: 31 October 2026

1. Two roles

Tegami handles two kinds of personal information, and TBA's role differs for each:

• Customer account information covers the people who sign in to Tegami and the businesses that pay for it. For this information TBA is the personal information controller, and this policy applies in full.
• Customer Data is the information our customers put into Tegami about their contacts: subscribers, people who fill in their forms, book calls or reply to their emails. For this information the customer is the controller and TBA is its processor. If you are one of a customer's contacts, that customer's own privacy policy governs how your information is used. Contact them first. We will help them respond.

2. Information about customers and their teams

• Account details: name, email address and username. Your sign-in is a shared BentoHub account that may also give access to other BentoHub and TBA services. Passwords are stored only as a one-way hash.
• Workspace and billing details: business name, postal address, sending domain, plan, usage, invoices and payment status.
• Payments: payments are made to The Bailiwick Academy Inc. and processed by TBA's payment providers (currently Xendit and PayPal). They collect your card or account details under their own privacy policies. TBA receives only confirmation of the payment, the amount and a reference, and never stores full card numbers.
• Usage and security records: sign-in times, IP addresses, actions taken in the workspace (an audit log), and technical logs used to keep the service secure and working.

We use this information to provide and secure Tegami, bill for it, support you, tell you about your account (including service and security notices), and meet legal obligations. Our legal bases are performance of our contract with you, our legitimate interest in running a secure service, and compliance with law. With your consent, or where the law otherwise allows, we may tell you about other BentoHub and TBA products. You can opt out at any time.

3. Customer Data we process on customers' behalf

Depending on the features a customer uses, Tegami may process:

• Contact details such as email address, name, tags, list memberships and fields a contact supplied on a form or survey.
• Email engagement: whether a message was delivered, opened or clicked, with the time, IP address and device/browser information recorded at that moment. Per-recipient tracking records are deleted after 90 days.
• Purchase and activity events a customer's own systems send to Tegami.
• Replies and other inbound email, including attachments, captured into the customer's inbox.
• Booking details (name, email, chosen time and notes) and, only where the guest agreed to recording when booking, call transcripts.
• Messages typed into a customer's public website chat assistant. These logs are deleted after 90 days by default.

We process Customer Data only to provide Tegami to that customer and on their instructions. We do not sell it, and we do not use one customer's data for another customer.

4. AI features

Where a customer turns on AI features, Tegami sends the relevant content, such as a reply or a draft, to an AI model hosted by Amazon Web Services (Amazon Bedrock) to classify, summarise or draft text. The content is processed to return a result and is not used to train the model.

5. Who we share information with

We share personal information only with service providers that help us run Tegami, under contracts that require them to protect it:

• Amazon Web Services: hosting, email delivery (Amazon SES), file storage and AI models.
• MongoDB Atlas: database hosting.
• Xendit and PayPal: payment processing for TBA.
• Google and Zoom: only when a customer connects them (for example a calendar, a Gmail inbox or video meetings).

We may also disclose information where the law requires it, to protect rights and safety, or as part of a reorganisation within TBA. Some providers store data outside the Philippines, including in the United States. Where they do, we take steps to make sure it stays protected to the standard this policy describes.

6. Suppression lists

To protect deliverability for everyone, an address that hard-bounces or marks a message as spam is added to a suppression list shared across all senders on the platform, and stops receiving marketing email from any of them. An unsubscribe applies only to the customer the person unsubscribed from.

7. How long we keep information

We keep customer account information for as long as the account is active and afterwards as long as needed for legal, tax and accounting purposes. Customer Data is kept according to the customer's settings and the agreement with them, and is deleted after the agreement ends as described in our Terms of Service. Suppression records are kept as long as needed to keep honouring them.

8. Security

We use encryption in transit, encrypt stored third-party credentials, restrict access to people who need it, and keep audit logs. No system is perfectly secure. If a breach affects your personal information, we will notify you and the National Privacy Commission as the law requires.

9. Your rights

Under the Data Privacy Act you have the right to be informed, to access, to object, to correct, to erasure or blocking, to data portability, to withdraw consent, and to complain to the National Privacy Commission. To exercise them about customer account information, contact us below. If you are a contact of one of our customers, contact that customer. Every Tegami email also includes an unsubscribe link.

10. Cookies and local storage

The Tegami app keeps your sign-in session and display preferences in your browser's local storage. This website does not use advertising cookies.

11. Contact and Data Protection Officer

The Bailiwick Academy Inc.
One San Miguel Building, San Miguel Avenue corner Shaw Boulevard
Barangay San Antonio, Ortigas Center, Pasig City 1600, Philippines
Data Protection Officer: Nicolo Carlo Parazo
Email: privacy@thebailiwickacademy.com

12. Changes

We may update this policy and will post the new version here with its date. For material changes we will also tell customers by email or in the app.