Legal

Privacy Policy

Last updated: May 29, 2025

This Privacy Policy describes how Lettermint V.O.F. ("Lettermint", "we", "us", or "our"), a European-based email service provider, collects, uses, stores, and protects your personal information when you use our services ("Services"), including:

Visiting our website at https://lettermint.co or any website that links to this Privacy Policy
Using our web or mobile applications
Engaging with us in any other way, including sales, marketing, or events

If you have any questions or concerns about this policy or your personal information, please contact us at legal@lettermint.co.

1. What Information Do We Collect?

Personal Information You Provide

We collect personal information that you voluntarily provide when you:

Register for an account
Request information about our Services
Participate in activities on our Services
Contact us directly

The types of personal information we may collect include:

Name
Email address
Mailing address
Username
Password
Contact preferences
Billing address
Contact or authentication data

Sensitive Information:
We do not process sensitive personal information (such as racial or ethnic origin, political opinions, religious beliefs, or health data).

Payment Data:
If you make purchases, your payment data (such as payment instrument number and security code) is processed by our payment processor, Stripe Inc. We do not store your payment details. For more information, see Stripe’s Privacy Policy.

Social Media Login Data:
If you register or log in using a social media account, we may receive certain profile information from the provider (e.g., name, email address, profile picture).

Application Data:
If you use our applications, we may collect:

Push notification preferences (you can opt out in your device settings)

All personal information you provide must be true, complete, and accurate. Please notify us of any changes.

Information Automatically Collected

When you use our Services, we automatically collect certain information, such as:

IP address
Browser and device characteristics
Operating system
Language preferences
Referring URLs
Device name and type
Country and location (based on IP address)
Usage data (e.g., date/time of access, pages viewed, features used)
Device event information (e.g., system activity, error reports)

We use cookies and similar technologies for analytics, security, and to improve your experience. For more information, see our Cookie Policy.

2. How Do We Use Your Information?

We process your personal information for the following purposes:

To create and manage your account
To deliver and operate our Services
To respond to your inquiries and provide support
To send administrative information (e.g., updates to terms, policies)
To fulfil and manage orders, payments, and transactions
To request feedback and contact you about your use of our Services
To send marketing and promotional communications (in accordance with your preferences; you may opt out at any time)
To protect the security and integrity of our Services (including fraud monitoring and prevention)
To comply with legal obligations
To protect vital interests (e.g., prevent harm)

3. Legal Bases for Processing

We process your personal information only when we have a valid legal basis under the General Data Protection Regulation (GDPR), including:

Consent: You have given clear consent for us to process your personal data for a specific purpose. You may withdraw your consent at any time.
Performance of a Contract: Processing is necessary for the performance of a contract with you or to take steps at your request before entering into a contract.
Legal Obligation: Processing is necessary to comply with a legal obligation.
Legitimate Interests: Processing is necessary for our legitimate interests, provided these do not override your rights and freedoms (e.g., improving our Services, preventing fraud).

As a data controller, we determine the purposes and means of processing your personal data. If we process data on behalf of our customers, we act as a data processor and follow their instructions.

We do not sell your personal information. We may share your information in the following circumstances:

Service Providers: With trusted third-party service providers who perform services on our behalf (e.g., payment processing, hosting, analytics), under contractual obligations to protect your data.
Business Transfers: In connection with a merger, acquisition, or sale of all or a portion of our assets.
Legal Requirements: If required by law, regulation, or legal process, or to protect the rights, property, or safety of Lettermint, our users, or others.

5. Cookies and Tracking Technologies

We use cookies and similar technologies to:

Maintain the security and operation of our Services
Save your preferences
Analyse usage and improve our Services

You can manage your cookie preferences in your browser settings. For more details, see our Cookie Policy.

6. Artificial Intelligence-Based Products

We may offer features powered by artificial intelligence (AI) or machine learning, provided by third-party service providers (e.g., Mistral AI). Your input, output, and personal information may be processed by these providers solely to enable the AI features. We ensure appropriate safeguards and contractual protections for your data.

If you choose to register or log in using a social media account, we may receive certain information from the provider, such as your name, email address, and profile picture. We use this information only for account creation and authentication. Please review your social media provider’s privacy policy for more information.

8. Data Retention

We retain your personal information only as long as necessary to fulfil the purposes described in this policy, unless a longer retention period is required by law. When your information is no longer needed, we will delete or anonymise it. If deletion is not possible (e.g., in backups), we will securely store and isolate your data until deletion is possible.

9. Data Security

We implement appropriate technical and organisational measures to protect your personal information. However, no system can be guaranteed 100% secure. Transmission of personal information is at your own risk. Please use secure environments when accessing our Services.

10. Children’s Privacy

We do not knowingly collect or process personal data from children under 18 years of age. If we become aware that we have collected such data, we will delete it promptly. If you believe we have collected data from a minor, please contact us at legal@lettermint.co.

11. Your Privacy Rights

Depending on your location, you may have the following rights under the GDPR and other applicable laws:

Right to access your personal data
Right to rectification (correct inaccuracies)
Right to erasure ("right to be forgotten")
Right to restrict processing
Right to data portability
Right to object to processing
Right not to be subject to automated decision-making

To exercise your rights, please contact us at legal@lettermint.co or visit https://dash.lettermint.co/account/data-export.

If you are in the EEA, UK, or Switzerland and believe we are unlawfully processing your data, you have the right to lodge a complaint with your local data protection authority.

Withdrawing Consent:
If we rely on your consent to process your data, you may withdraw it at any time. This does not affect the lawfulness of processing before withdrawal.

Marketing Communications:
You can opt out of marketing emails at any time by clicking the unsubscribe link or contacting us.

If you are in the EEA or Switzerland, you may also contact our representative:

Name: Bjarn Bronsveld
Email: bjarn@lettermint.co
Address: Willemsvaart 16B, 8019 AB Zwolle, Netherlands

16. Review, Update, or Delete Your Data

To review, update, or delete your personal information, please visit https://dash.lettermint.co/account/data-export or contact us at legal@lettermint.co.