Privacy Policy

Effective Date: January 27, 2026

Aaron Epstein, doing business as WriteToMail ("WriteToMail," "we," "us," or "our"), respects your privacy and is committed to protecting your personal information. This Privacy Policy explains how we collect, use, and safeguard your data.

1. Information We Collect

1.1 Information You Provide

Account Information: Name, email address, password
Profile Information: Any additional information you add to your profile
User Content: Letters, documents, and templates you create
Recipient Information: Names, addresses, and other details of individuals you send mail to
Payment Information: Billing details processed through our secure payment provider
Communications: Messages you send to us

1.2 Information We Collect Automatically

Usage Data: How you interact with our Service
Device Information: Browser type, operating system, device identifiers
Log Data: IP address, access times, pages viewed
Cookies: See Section 5 below

1.3 Information from Third Parties

OAuth Providers: If you sign in with Google, we receive your name and email
Analytics Providers: Aggregated usage statistics
Mail Service Providers: Delivery status and tracking information for physical mail

2. How We Use Your Information

We use your information to:

Provide and improve our Service
Process your requests and transactions
Fulfill physical mail delivery through third-party providers
Send you service-related communications
Respond to your inquiries
Detect and prevent fraud or abuse
Comply with legal obligations

3. How We Share Your Information

We do not sell your personal information. We may share your information with:

3.1 Service Providers

We work with third-party providers who help us operate our Service:

Physical Mail Services: To fulfill mail orders, we share letter content and recipient addresses with printing and mailing vendors. This is necessary to provide our core mailing service.
Payment Processors: To process transactions
Cloud Hosting: To store and serve your data
Email Services: To send transactional emails

3.2 Physical Mail Disclosure

When you use our physical mail services, the following information is shared with third-party mail providers:

The full content of your letters (for printing)
Recipient names and mailing addresses
Return address information (if provided)
Any other information included in your letter

This sharing is essential to provide the mailing service and cannot be avoided if you choose to use our physical mail features.

3.3 Legal Requirements

We may disclose your information if required by law or to:

Comply with legal process
Protect our rights or property
Prevent fraud or security threats
Protect the safety of users

3.4 Business Transfers

In the event of a merger, acquisition, or sale of the business, your information may be transferred to the new entity.

4. Data Retention

We retain your information as long as your account is active or as needed to provide our Service. After account deletion:

Account data is deleted within 30 days
Backups are purged within 90 days
Some data may be retained for legal compliance
Records of mailed letters may be retained for billing and legal purposes

Note: Once physical mail has been sent to third-party providers for printing and delivery, we cannot retrieve, delete, or control that information. Third-party mail providers maintain their own data retention practices.

5. Cookies and Tracking

We use cookies and similar technologies to:

Keep you logged in
Remember your preferences
Analyze usage patterns
Improve our Service

Cookie Types:

Essential Cookies: Required for the Service to function
Analytics Cookies: Help us understand how you use the Service

You can control cookies through your browser settings, but some features may not work properly without them.

6. Data Security

We implement industry-standard security measures to protect your information:

Encryption in transit (HTTPS/TLS)
Encryption at rest
Regular security audits
Access controls and monitoring

However, no method of transmission or storage is 100% secure. We cannot guarantee absolute security.

Physical Mail Security Notice: Once your letter content is transmitted to third-party mail providers for printing and delivery, we cannot guarantee the security or confidentiality of that information. Physical mail passes through multiple handlers during the printing, processing, and delivery stages.

7. Your Rights

Depending on your location, you may have rights to:

Access: Request a copy of your personal data
Correction: Update inaccurate information
Deletion: Request deletion of your data (subject to limitations for mailed content)
Portability: Receive your data in a portable format
Opt-out: Unsubscribe from marketing communications

To exercise these rights, contact us at aaron@writetomail.com.

Limitations: We cannot delete or retrieve information that has already been transmitted to third-party mail providers for physical mail fulfillment.

8. Children's Privacy

Our Service is not intended for children under 13. We do not knowingly collect information from children. If you believe a child has provided us with personal information, please contact us.

9. International Transfers

Your information may be transferred to and processed in countries other than your own. We take steps to ensure adequate protection for international transfers.

10. California Privacy Rights

If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA):

Right to know what personal information is collected
Right to know whether personal information is sold or disclosed and to whom
Right to opt out of the sale of personal information (we do not sell personal information)
Right to request deletion of personal information
Right to non-discrimination for exercising your rights

11. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by:

Posting the new policy on this page
Updating the "Effective Date"
Sending you an email notification

12. Contact Us

If you have questions about this Privacy Policy or our privacy practices, please contact us:

Email: aaron@writetomail.com
Proprietor: Aaron Epstein, doing business as WriteToMail

By using our Service, you acknowledge that you have read and understood this Privacy Policy.