Privacy Policy

Who we are

LetterFi is operated by LetterFi LLC, an Arizona limited liability company (“LetterFi,” “we,” “us”). This policy covers the LetterFi website and the LetterFi application.

Questions about this policy, or any request about your data, go to sales@letterfi.ai.

Two kinds of data, two different roles

This distinction matters, so we lead with it. LetterFi handles two categories of personal information and our responsibilities differ for each.

• Your account data. Information about you, the advisor or firm using LetterFi. We decide how this is handled, and this policy governs it.
• Your recipient data. The names and mailing addresses of the clients and prospects you upload so we can address letters to them. We process this on your behalf and under your instructions. You remain responsible for it, including having the right to send mail to those people, and for your own privacy notices to them. We do not contact your recipients on our own behalf, and we do not use their information for our own purposes.

What we collect

Account and profile information: your name, email address, phone number, firm name, job title, time zone, and notification preferences. Your password is handled by our authentication provider and stored as a cryptographic hash; we never see or store it in plain text.

Handwriting samples: the writing sheet you scan and upload. We store the uploaded image and convert it into a set of vector letterforms used to drive our writing machines. Your handwriting is used to produce your letters and nothing else. It is never used for another customer, sold, or licensed.

Letter and campaign content: the message text you write, the templates and stationery you choose, and the production and mailing status of each letter.

Recipient records you upload: first and last name, mailing address, and optionally email address, phone number, tags, and notes. Address data is necessary to physically mail a letter.

Technical and usage data: server logs, IP address, browser type, and aggregate page-view analytics. See our Cookie Policy for details.

How we use it

• To produce, address, and mail your letters: the core of the service.
• To create and maintain your account, and to authenticate you.
• To send transactional email: account confirmation, password resets, and production or delivery notifications you have enabled.
• To provide support and respond to what you ask us.
• To keep the service secure: detecting abuse, debugging failures, and maintaining audit records of system activity.
• To meet our own legal and tax obligations.

We do not sell personal information, and we do not share it for cross-context behavioral advertising. We do not use your letter content, recipient lists, or handwriting to train machine-learning models.

Who we share it with

We use a small number of vendors to run the service. Each receives only what it needs to perform its function, and each is bound to handle the data on our instructions.

We may also disclose information if required by law, subpoena, or valid legal process, or where necessary to protect our rights or someone’s safety. If LetterFi is involved in a merger, acquisition, or sale of assets, your information may transfer as part of that transaction; we will give notice before it becomes subject to a different privacy policy.

Where your data lives

LetterFi is a United States service. Our infrastructure and our production facility are located in the U.S., and all letters are written and mailed in the U.S. We do not currently offer data residency outside the United States. If you access LetterFi from elsewhere, you are sending your information to the U.S.

How long we keep it

We keep your account data for as long as your account is active. You can delete contacts and handwriting fonts from within the application at any time, and deleted records are removed from our production database.

When you close your account, we delete or anonymize your data within 90 days, except where we are required to retain records for legal, tax, or accounting purposes. Backups are retained on a rolling schedule and purge themselves in the ordinary course.

Your choices and rights

You can view and update most of your account information directly in your LetterFi settings. Beyond that, you may ask us to:

• Give you a copy of the personal information we hold about you.
• Correct information that is inaccurate.
• Delete your account and the data associated with it.
• Stop sending you non-essential email. Transactional messages about your account and your orders cannot be turned off while your account is open.

California residents. Under the CCPA/CPRA you have the right to know what we collect, to delete it, to correct it, and to opt out of sale or sharing; we do not sell or share personal information, so there is nothing to opt out of. We will not discriminate against you for exercising any of these rights. Residents of other states with comparable privacy laws have similar rights and may use the same contact address.

If your personal information reached us because an advisor uploaded you as a recipient, please contact that advisor directly; they control that record. If you cannot reach them, write to us and we will route your request.

To make a request, email sales@letterfi.ai. We may need to verify your identity before we act, and we aim to respond within 45 days.

Children

LetterFi is a business tool intended for use by adults. It is not directed to children, and we do not knowingly collect personal information from anyone under 18.

Changes to this policy

We will update this page when our practices change and revise the date at the top. If a change materially affects how we handle your information, we will notify account holders by email before it takes effect.

Contact

LetterFi LLC, Arizona, United States.
sales@letterfi.ai