Privacy Policy

1. What we collect

We collect only what we need to run the Service:

• Account information: your email address or mobile phone number, and, if you sign in with Apple, Google or Facebook, the identifier, name and email address that provider shares with us.
• Profile information you choose to add: your name, company name and title, mailing address, phone number and signature.
• Corporate workspace information, when you create or join a workspace: its name, your membership and role, invitation email addresses, acceptance and revocation records. Workspace owners and administrators can see member email addresses and manage invitations. Joining a workspace does not share your personal letters, profile, bank accounts or payment authority.
• Shared documents, only when you explicitly confirm sharing a selected letter revision: its current text, explanation, reply, notes and history, included source photos/pages, selected attachments and currently approved readable PDF. Workspace members may read and download that material. Removed pages, unselected uploads, historical OCR text and your separate profile are excluded. Sharing does not authorize another member to send a letter or make a payment for you.
• Your Content: photos and text of letters you add, our explanations, your answers and notes, drafted and edited replies, approvals, delivery marks and history. Letters may include personal information about other people, such as the sender.
• Consent records: which version of the Terms and this Policy you accepted, when, your confirmation that you are 18 or older, and the IP address and browser information at that moment, kept as proof of acceptance.
• Mailing and payment records, when those features are used: addresses, mailing service, tracking events, amounts and payment status. Card details are handled by our payment processor; we do not store full card numbers.
• Checks, when that feature is used: the bank's name, the last four digits of the account, the signer's name and the signature you choose; payees and their addresses; check amounts, numbers, memos and statuses. The full account and routing numbers are passed once to our print-and-mail partner, which prints the checks, and are not stored by us.
• Bank connections, when you choose to verify an account: your bank login and consent are handled on the verification provider's page. We keep an encrypted access grant, the selected account reference, ownership-match evidence and connection history on our servers to verify the exact checking account before each live check. Full account and routing numbers are processed temporarily for this comparison and are not stored by Sendeia. We do not receive your bank login credentials.
• Limited technical data: security and error logs that do not include the content of your letters, and a daily count of assistant requests to enforce usage limits.
• Product measurement: daily totals of predefined website and app steps, grouped by a broad referral category such as search, another website or direct/unknown. These counters contain no account, document or visitor identifiers, document contents, full URLs, IP addresses or browser details. We do not use analytics cookies, browser storage, fingerprinting or session recording for these counters. Our network infrastructure still processes the information needed to serve requests.

We do not use advertising trackers, and we do not sell or share personal information for targeted advertising.

2. How we use it

• to provide the Service: read and explain letters, draft replies, store your letters and history, and print and mail letters you approve;
• to sign you in, keep your account secure and prevent fraud and abuse;
• to identify steps that need improvement using aggregate product counters, without constructing individual activity histories;
• to process payments and keep records required by law;
• to communicate with you about your account, your letters and changes to the Service, and, only if you opt in, about product news (you can opt out at any time);
• to comply with the law and enforce our Terms.

We do not use the content of your letters to train artificial intelligence models.

3. Artificial intelligence

To read and explain a letter and draft a reply, the letter's photos and text, the answers you give and the name you sign with are sent to our artificial intelligence provider through its business API. We do not send your mailing address to it. Under the provider's API terms, this data is not used to train its models by default and is kept only for a limited time for abuse monitoring, as those terms allow. The assistant is available only to signed-in users.

4. Who we share it with

The owners and administrators of a corporate workspace you choose to join can see its membership and invitation information. Other members can see the workspace name and their own access.

Active members can also read documents you explicitly share with that workspace. Later source edits stop access until you choose to share the new revision. You or workspace managers can withdraw a share; you can withdraw your own share after leaving. Deleting its source letter or your account removes that share. Already downloaded copies cannot be recalled.

We also share personal information with service providers that process it on our behalf under contracts that limit its use, and only as needed:

• our cloud hosting provider, for the website, the app and server functions;
• our managed database and authentication provider;
• our email delivery provider, for sign-in codes;
• address search providers, which receive only the part of an address you type in an address field, to suggest matching addresses (address data © OpenStreetMap contributors, available under the Open Database License);
• our artificial intelligence provider, as described above;
• sign-in providers you choose (Apple, Google, Facebook) and an SMS provider for phone sign-in;
• when mailing is used, our print-and-mail partner and the postal service, which receive the letter you approved and the addresses on it;
• when checks are used, our print-and-mail partner, which receives your bank account details and signature to print the checks you approve, and the postal service; a bank-verification provider, when we ask to verify that a bank account is yours;
• when payments are used, our payment processor.

We may also disclose information if required by law or valid legal process, to protect the rights, safety and security of our users, the public or us, or as part of a merger or acquisition, in which case this Policy continues to apply.

5. How we protect it

• Personal archives remain separate. Our servers check identity, ownership and, for corporate workspace information, current membership and role on every request. An invitation alone does not grant access before the intended recipient signs in and accepts it.
• Data is encrypted in transit (HTTPS with HSTS) and stored in a managed database with access limited to our servers.
• Sign-in sessions use secure, HTTP-only cookies or short-lived tokens; we never see your passwords for third-party sign-in.
• A copy kept on your device for offline use is encrypted with a key that never leaves that device, and is cleared when you sign out.
• Our logs do not record the content of your letters.

No system is perfectly secure. If we learn of a breach affecting your personal information, we will notify you as the law requires.

6. How long we keep it

Product counters cover the current UTC day and the preceding 89 days. Older counters are removed on the next accepted measurement request and are excluded from reports immediately. They are not linked to accounts and cannot be used to retrieve a person's activity history.

We keep your account and letters until you delete them or close your account. When you delete a letter, its text, photos and replies are erased from our database; an empty record remains so that the same letter cannot reappear on another device. Backups are overwritten on a rolling schedule. We keep consent, payment and mailing records as long as needed for legal, tax and dispute purposes. Records of your agreement to automatic renewal are kept for at least 3 years, and at least 1 year after your subscription ends, as California law requires, even if you delete your account.

Leaving or being removed from a workspace stops future access. It cannot retract information someone already downloaded. Deleting an account removes its memberships and invitation evidence; workspaces owned by that account are closed and their stored private information is erased. Other members' personal archives remain their own.

Removing a bank account stops its use for new checks and requests revocation of its verification access. An uncertain provider response may require follow-up; the app identifies pending cleanup. Deleting your Sendeia account erases its stored bank access grants. This is not a confirmation that the bank or verification provider has erased its own records; you can also manage connected access through your bank or that provider.

7. Your choices and rights

In the app you can view, correct, download (Settings, Download all my data) and delete your letters and profile, and delete your whole account (Settings, Delete account; we send a code to your email or phone to confirm). Deleting your account erases your letters, photos, replies, mailings and profile; we keep only the records described in Section 6 (consent, payment and mailing records). You can also ask us to delete your account or to tell you what personal information we hold by writing to contact@sendeia.com. We will verify your request through your account.

California residents have the right to know, access, correct and delete personal information, to limit the use of sensitive personal information, and not to be discriminated against for exercising these rights. We do not sell or share personal information as those terms are defined by California law. Residents of other states may have similar rights, and we honor them where they apply.

Christmas letters and invitations. Printed Christmas letters carry a small "Created with Sendeia" line and a QR code that opens our Christmas page; the code identifies neither you nor the letter. If you share an invitation link, we record which account invited which so that the right discounts can be given. If you ask us to, we send one email in January about using Sendeia for tax forms and bills; you can turn it off at any time, and we delete that request when you do.

We do not disclose personal information to third parties for their own direct marketing purposes (California Civil Code §1798.83).

Do Not Track and Global Privacy Control. We do not use advertising or third-party tracking cookies, pixels or session recording, and we do not track you across other websites or apps. Product counters are disabled when your browser sends Do Not Track or Global Privacy Control. The cookies we use are the ones needed to sign you in and keep your session secure.

8. Children

The Service is for people 18 and older. We do not knowingly collect personal information from children. If you believe a child has given us information, contact contact@sendeia.com and we will delete it.

9. Changes

We will post any update here with a new date and, for material changes, tell you in the app or by email and ask you to accept the new version.

10. Contact

Sendeia Inc, 5440 Tujunga Ave, Apt 504, North Hollywood, CA 91601. Privacy questions: contact@sendeia.com.