Outreach email privacy
Email images are not read receipts.
How we handle limited image-request records in selected Monderman outreach emails, and what those records can and cannot tell us.
This dated supplement applies only to selected outreach emails sent with its disclosure from October 8, 2026. It does not add measurement to emails already sent, restart retired website tracking, change product Terms or earlier Privacy Notice acknowledgements, or expand permission to use customer or participant content.
SCOPE AND PURPOSE
Limited records for our own outreach
Monderman, LLC uses these records to understand whether an image in our outreach email was requested and to maintain bounded outreach reporting. This is separate from customer-directed Workspace Diagnostic campaigns, participant responses and reports. We determine the purpose of this outreach measurement; it is not a customer's diagnostic result.
Selected HTML emails contain a first-party image URL with a random, opaque identifier for that message. We privately match that identifier to the intended recipient and sent-email record. It is a message-linked record, not anonymous data. The URL does not contain the recipient's name or email address, an invitation or opt-out capability, or customer content.
WHAT WE RECORD
An image request, not a person's attention
For an eligible message, our application records when the measurement image is requested and a bounded count of requests. We report this as an image fetch. We do not record IP addresses or user-agent strings in this application measurement record. Our application measurement does not use cookies, device fingerprints or tracking parameters on the email's destination links.
Normal hosting, gateway and security providers can still receive standard request and network metadata while serving an image, and may set security cookies for purposes such as bot protection. We do not use those infrastructure cookies in the application measurement record. The absence of IP addresses and user-agent strings from our application measurement table does not mean infrastructure never receives those fields. The Privacy Notice and Subprocessors and infrastructure page describe ordinary service handling.
EVIDENCE LIMITS
Image fetching does not confirm opening or delivery
Email services, privacy proxies and security scanners may request or cache images automatically. A forwarded email can also cause a request associated with the original message. We cannot use an image request to identify who fetched it, establish that the intended recipient opened or read the email, count distinct readers, or prove inbox placement or successful delivery.
An email with images blocked, cached or viewed as plain text may produce no request even when it is read. No recorded fetch means unknown, not unopened or undelivered. Sent-mail verification, provider acceptance and failure notices are separate evidence with their own limits; image-fetch records do not replace them.
YOUR CONTROLS
Opt-outs and replies stop future measurement
You can select “Not interested” in the email and confirm, or reply “No thanks.” When you opt out or reply, we stop recording future image requests for the affected message and stop measurement for further outreach to that recipient. Previously received or forwarded copies may still request an image, but we do not add those requests to the measurement record after the stop is applied.
We preserve the opt-out information needed to honor your choice. Replying or requesting information does not enroll an organization, create an account, start an evaluation, approve additional admission, or subscribe you to a newsletter. You can block remote images or use the plain-text alternative without losing the email's invitation, opt-out or public-resource links.
COLLECTION AND CLEANUP
A maximum 30-day collection window
We stop collecting these image-request records no later than 30 days after the message is sent, or earlier when an opt-out or reply stops measurement. We do not extend the window because an image is fetched again.
Expired measurement rows are excluded from current reporting and cleared through bounded cleanup when the image function is used or during a manual review. We do not promise that a timed background job deletes every row at the exact expiration instant. Ordinary invitation, suppression, delivery, legal and security records follow their separate purposes and retention rules in the Privacy Notice.
SEPARATE FROM THE PRODUCT
Website tracking stays retired
This email-image supplement does not reactivate website measurement, reuse a retired website visit identifier, add labels to destination links, or treat an earlier browser choice or product acknowledgement as permission for new processing. We do not use these image records for cross-context advertising, device profiling or decisions about customer or participant access.
Customer content, Diagnostic answers, optional observations, scores and reports are not included in the image URL or measurement record. Existing legal acceptance, identity checks, evaluation activation and organization-admission controls remain separate.
CONTACT AND REQUESTS
Questions about outreach privacy
Monderman, LLC
41 W Highway 14, Unit #1225
Spearfish, SD 57783
connect@monderman.com
You can ask about, object to or request access, correction or deletion of verifiable outreach records. We verify requests and preserve information needed to honor opt-outs or meet applicable legal and security obligations. Do not send authentication links, invitation tokens or sensitive customer information with a request. See the Privacy Notice for the general rights and request process.