Privacy Policy

Effective July 18, 2026

What we collect

When you use Send My Letter Online, we collect only what is necessary to fulfill your mail order:

  • Your uploaded document(s)
  • Recipient name and mailing address
  • Return (sender) name and mailing address
  • Your email address, used only for order confirmation and delivery notifications
  • Payment information, processed securely by Stripe (we never see or store your card number)
  • Your IP address and request timestamps, used for security, fraud prevention, and responding to valid legal process

How we use your data

Your information is used solely to:

  • Print, mail, and track your letter through USPS via our fulfillment partner
  • Send you order confirmation and delivery status updates
  • Process your payment
  • Prevent fraud and abuse of the Service
  • Respond to valid legal process

We do not sell your personal information.

Third-party service providers

We may share personal information with third-party service providers, including PostGrid, to support the coordination and processing of mailing-related services requested through our platform.

Using Send My Letter Online does not make you a customer or authorized user of PostGrid, and you do not have a direct relationship with PostGrid. PostGrid retains mailing content for approximately one year, as required by postal regulations, independent of our own retention policy below.

We also use Stripe for payment processing. Each provider has its own privacy policy governing how it handles data on our behalf.

Data retention

Your uploaded document is deleted 30 days after your order is submitted. We retain a SHA-256 cryptographic hash of your original upload indefinitely; this hash cannot be used to reconstruct your document and serves only to verify that a specific file was uploaded, in case of disputes.

Order metadata (addresses, status history, payment reference) is retained for our business records. As noted above, our mailing provider retains a copy of mailing content separately, for about one year, under its own postal-regulatory obligations.

Data sharing

We share data only with:

  • Stripe, to process your payment
  • PostGrid, to print and mail your letter
  • Law enforcement, only when required by valid legal process

Security

All connections to Send My Letter Online use TLS encryption in transit. Documents are stored securely for the retention period described above, then permanently deleted. Payment processing is handled entirely by Stripe, a PCI-DSS Level 1 certified provider.

Your rights

You may request deletion of your data or a copy of the personal information we hold about you by emailing privacy@sendmyletteronline.com. Note that your uploaded document may already have been deleted under our 30-day retention policy above.

What we do not do

  • We do not sell, rent, or trade your personal information
  • We do not read or review the content of your documents
  • We do not use your data for advertising or marketing
  • We do not require account creation

Contact

Questions about this policy? Email us at privacy@sendmyletteronline.com.