What Happens to Your List When You Upload It for Verification? A Privacy Checklist
An email list is personal data. Seven questions to ask any verification service before you upload, and how Mailbite handles uploaded lists and results.
When you upload a list for verification you hand over names, addresses and sometimes more. A good service treats that as a loan, not a gift. Before you upload to any verifier, including ours, run through these seven questions.
1. How long are files and results kept?
Look for a clear number of days, not "as long as needed". Mailbite archives uploaded lists and results 14 days after creation.
2. Can you delete earlier?
A service that lets you remove a finished job from your account is easier to trust than one that does not.
3. Is the list used for anything else?
Your list should be used to verify your addresses and to return your results. Check whether the terms allow it to be mixed into other data, sold or used for outreach.
4. Who can see it?
Ask whether support staff can open your files and under what conditions. Access should be limited and logged.
5. Is the connection encrypted?
Uploads, downloads and API calls should use HTTPS. Check that the address of the site starts with https before you send anything.
6. Where is the data processed?
If you have customers in the EU or in Turkey, you may need to know where processing takes place and under which agreement. Ask for a data processing agreement if your rules require one.
7. What does a result file contain?
A result file should hold your own addresses with a status, nothing more. If a service enriches the file with extra data about people, ask where it comes from.
What this means in practice
Verification is a processing step, and your own legal basis for holding the list still applies. Rules on consent and retention differ by country, so confirm the details for your situation with a lawyer. Remove addresses of people who asked to be forgotten before you upload, not after.
A simple routine
- Upload only the column of addresses you need to check.
- Download your results as soon as the job finishes.
- Delete the finished job from your account if you do not need it again.
- Keep your own copy and your own record of what was removed and why.
You can read more about what the checks do or verify a list in bulk when you are ready.
Frequently asked questions
Does verification send anything to the people on my list? No. A check asks the receiving mail server whether the mailbox can receive mail and does not send a message to the person.
Is verification allowed under GDPR? It is a form of processing, so you need a lawful basis, as for any use of the list. Ask a lawyer about your case.
