Privacy Policy

LetterToHer is operated by [CONFIRM: operating legal entity name], [CONFIRM: registered address]. We decide how and why the information described here is used. This policy is part of our Terms of Service.

• Your account: email address, a hashed password or your Google sign-in identifier, your name, and an optional phone number.
• The people you add: the name, relationship, email address, optional phone number and any notes you record for each loved one and trusted contact.
• Your letters and, on Plus, the photos, voice notes and videos you attach to them.
• Check-in and delivery records: when we reminded you, when you answered, what your trusted contacts told us, and when a letter was released, opened or downloaded.
• Billing: your plan and subscription status and the identifiers Stripe gives us. Card details go to Stripe directly and never reach our servers.
• Technical records: server logs, error and performance telemetry, and an audit trail of significant actions on your account.

To run the service you signed up for: storing your letters, sending your check-ins by email (and by SMS on Plus if you turn it on), asking your trusted contacts to confirm you are okay when check-ins are missed, delivering letters after careful delivery concludes, billing you, keeping the service secure, and answering reports and support requests. We send service messages only. We do not send marketing, and we do not sell, rent or share your information for advertising.

• Microsoft Azure hosts the service, the database, attachment storage and our email and SMS sending, in Microsoft Azure data centres in Canada Central.
• Stripe processes payments for Plus and holds your card details.
• Google, only if you choose to sign in with Google.
• Your trusted contacts receive your name and a request to confirm whether you are okay. They never see your letters.
• Your loved ones receive their letter, by email, only after careful delivery concludes.
• Authorities, where the law requires it or to protect someone from serious harm.

Loved ones and trusted contacts have not signed up with us; you share their details on their behalf. We use those details only to contact them for the purpose you added them, and every message tells them who asked us to write and lets them decline or report a concern. If someone asks us to stop contacting them, we will.

Letters are encrypted before they reach the database, with keys held separately in a managed key vault. Access is scoped to your account, recipient links are single-purpose and expire, and significant actions are logged. We are honest about the limit: delivering a letter requires our systems to read it at that moment, so we do not claim to be “zero-knowledge”. Our privacy & security page has more detail.

• Your letters, attachments and contacts: for as long as your account exists.
• After you delete your account: a 30-day recovery window, then everything above is permanently deleted, including attachments in storage.
• Recipient links: they stop working 90 days after a letter is delivered, and their records are removed after 180 days.
• Login sessions, one-time tokens, and copies of the emails and SMS we sent: 30 days after they expire or are sent.
• The audit trail: kept for security, with the link to your account removed once your account is deleted.

You can see and change your details, your letters and the people you added inside the app, turn SMS check-ins off, cancel Plus, and delete your account from your settings. Depending on where you live you may also have rights to access, correct, export or erase your information, or to complain to your privacy regulator. To exercise any of these, use the report a concern form and choose “Privacy concern”; we will respond within 30 days.

We set one first-party cookie, which keeps you signed in. There are no advertising cookies and no third-party analytics in your browser. Our servers record error and performance telemetry so we can keep the service healthy.

LetterToHer is for people aged 18 and over, and we do not knowingly hold accounts for anyone younger. Your data is stored in Canada; if you use the service from elsewhere, it is transferred there.

If this policy changes in a way that matters we will tell you by email or in the app before it takes effect. Questions go through the report a concern form.