Privacy Policy

This Privacy Policy governs the manner in which LetterByPost collects, uses, maintains and discloses information collected from users (each, a "User") of the https://letterbypost.com website ("Site").

1. The Confidentiality of Your Words

At LetterByPost, we treat your letters with the highest level of confidentiality. We understand the personal nature of correspondence:

• Human Transcription: For our handwritten styles, our trained transcribers read your text only to transcribe it onto paper. They are bound by strict non-disclosure agreements.
• Content Retention: We keep the content of your letter and any attached photos as part of your order history, so you can view your past orders in your account. This content is retained while your account is active and is permanently deleted when you delete the order or your account. Drafts you save remain until you delete them or your account.
• Physical Privacy: Your letters are sealed in high-quality envelopes and handed directly to our courier partners for secure delivery.
• Human Handling: Producing your letter (printing, and for handwritten orders, transcription) involves our team physically handling the letter and the delivery address. They access only what is needed to fulfil your order.

1A. What We Store, Why, and For How Long

• Letter content & photos - to produce and deliver your order, and to show your order history. Retained while your account is active; deleted when you delete the order or your account.
• Delivery details (recipient name, address, phone) - to ship your letter. Shared with our courier partner. Deleted with the order when you delete your account.
• Your account details (name, email, phone) - to operate your account and send order updates. Kept until you delete your account.
• Order & tax records (invoice number, amount, GST) - we are legally required to retain these for accounting and tax purposes (up to 8 years). When you delete your account, these records are anonymised (your name and email removed) but the financial figures are retained as the law requires.

2. Personally Identification Information

We may collect personal identification information from Users in a variety of ways, including, but not limited to, when Users visit our site, register on the site, place an order, and in connection with other activities, services, features or resources we make available on our Site. Users may be asked for, as appropriate, name, email address, mailing address, phone number.

We will collect personal identification information from Users only if they voluntarily submit such information to us. Users can always refuse to supply personally identification information, except that it may prevent them from engaging in certain Site related activities.

3. Server Logs and Web Analytics

Like most websites, LetterByPost logs standard web server information including your IP address, browser type, and referring page. This information is used solely for technical debugging and to aggregate anonymous usage statistics. We use these stats to understand which features are popular and how to improve our service speed.

4. Cookies and Tracking

Our Site use "cookies" to enhance User experience. User's web browser places cookies on their hard drive for record-keeping purposes and sometimes to track information about them. Specifically, we use cookies to:

• Keep you logged into your account.
• Remember the contents of your letter draft while you navigate the site.
• Track basic, anonymous interaction data via Google Analytics (if enabled).
• Measure the performance of our advertising using the Meta Pixel (Facebook and Instagram), so we can understand which ads lead to orders and show our ads to people likely to be interested. This never includes the contents of your letter.

Users may choose to set their web browser to refuse cookies, or to alert you when cookies are being sent. If they do so, note that some parts of the Site may not function properly.

5. How We Use Collected Information

LetterByPost may collect and use Users personal information for the following purposes:

• To improve customer service: Information you provide helps us respond to your customer service requests and support needs more efficiently.
• To process payments: We use the information Users provide about themselves when placing an order only to provide service to that order. We use **Razorpay** for all transactions; we do not store sensitive card or bank details.
• To send periodic emails: We may use the email address to send User information and updates pertaining to their order. It may also be used to respond to their inquiries, questions, and/or other requests.

6. Sharing Your Personal Information

We do not sell, trade, or rent Users personal identification information to others. We share information only with trusted third parties who help us operate our website and fulfill your orders:

• Shiprocket: For shipping labels and tracking.
• Razorpay: For secure payment processing.
• Internal Transcriptionists: Only the name and address for delivery and the letter content for handwriting.
• Meta (Facebook/Instagram): To measure our advertising, we share limited event data such as a purchase and its value. Any personal details used for matching (email or phone) are irreversibly hashed in your browser or on our server before they are sent - Meta cannot read them - and we never share the contents of your letter.

7. Data Security

We adopt appropriate data collection, storage and processing practices and security measures to protect against unauthorized access, alteration, disclosure or destruction of your personal information, username, password, transaction information and data stored on our Site.

Sensitive and private data exchange between the Site and its Users happens over a **SSL secured communication channel** and is encrypted and protected with digital signatures.

8. Your Rights - Access, Correction & Deletion

You are in control of your personal data:

• Correction: You can update your name, phone and other profile details any time from your account's Edit Profile page.
• Deletion (Right to Erasure): You can permanently delete your account at any time from your Dashboard using the "Delete Account & Data" option. This immediately and permanently removes your account and personal data - your orders, letter content, uploaded photos, drafts and reminders - from our systems, and cancels any active subscription. This action cannot be undone.
• What we must keep: Because tax law requires us to retain sales/invoice records, those are not deleted but are anonymised (your name and email are stripped) so they can no longer identify you.

To exercise any of these rights, or if you have a privacy concern, contact us at support@letterbypost.com.

9. Lawful Content & Legal Disclosure

You are responsible for the content you send (see our Terms of Service). We may be legally required to disclose order content or your information to law enforcement, courts, or government authorities where compelled by valid legal process, or where we believe in good faith it is necessary to comply with the law or prevent harm.

10. Changes to this Privacy Policy

LetterByPost has the discretion to update this privacy policy at any time. When we do, we will revise the updated date at the bottom of this page. We encourage Users to frequently check this page for any changes to stay informed about how we are helping to protect the personal information we collect.

---

If you have any questions about this Privacy Policy, please contact us at support@letterbypost.com