Privacy Policy
How we protect your letters and personal data
Privacy Policy
Your letters are deeply personal. We take the responsibility of protecting them seriously. This policy explains what data we collect, how we use it, and how we keep your correspondence safe.
Last updated: March 1, 2026
Transparency
We clearly explain what data we collect and why. No hidden trackers, no selling your information to advertisers, no surprises.
Security
Your letters and personal data are protected with industry-standard encryption both in transit and at rest. We treat your words like the private thoughts they are.
Your Control
You can access, download, or delete your data at any time. Your correspondence belongs to you — we're just holding it safely.
Information We Collect
Information You Provide
- Account Information: Email address and password when you create an account, or your Google profile if you sign in with Google.
- Your Letters: The content of the letters you write to your pen pal. These are stored securely so your pen pal can maintain conversation continuity.
- Payment Information: Billing details when you purchase letter packs or subscriptions. Payment processing is handled by a trusted third-party payment provider — we never store your full card number.
Information Collected Automatically
- Usage Data: How you interact with our service (e.g., letters sent, pages visited).
- Device Information: Browser type, operating system, and IP address for security purposes.
- Cookies: Essential cookies to keep you signed in and remember your preferences.
How We Use Your Information
Core Service
- Generate thoughtful, personalized pen pal replies to your letters
- Maintain conversation history so your pen pal remembers your story
- Deliver replies to your email inbox
- Process payments and manage your subscription
Safety & Improvement
- Detect crisis situations and include appropriate support resources
- Improve the quality and empathy of pen pal responses
- Prevent abuse and ensure platform security
- Send service-related notifications (never marketing spam)
AI Processing & Your Letters
Your letters are processed by AI (powered by third-party large language model providers) to generate pen pal replies. Here's what you should know:
- We send your letter content to our AI provider solely to generate a reply. We do not use your letters to train AI models.
- Your conversation history may be included for context so your pen pal can maintain continuity across letters.
- We do not sell, license, or share your letter content with any third parties for advertising, marketing, or any purpose other than generating your replies.
Information Sharing
We do not sell your personal information or letter content. We only share data in these limited cases:
- AI Provider: Your letter content is sent to our AI provider to generate replies (see above).
- Payment Processor: Billing information necessary to process your payments is handled by a third-party payment service.
- Cloud Infrastructure: Your data is stored on secure, industry-standard cloud hosting and database services.
- Legal Requirements: When required by law or to protect safety (e.g., imminent danger to life).
Your Rights and Choices
Access and Control
- Access your personal information and letter history
- Update or correct your account data
- Delete your account and all associated data
- Request a download of your data
Communication
- Opt out of non-essential emails
- Manage cookie preferences
- Pause or cancel your subscription anytime
- Request data deletion by emailing support@mindfulpenpal.com
Data Security and Retention
We implement appropriate technical and organizational measures to protect your personal information and letter content.
Security Measures
- Encryption in transit (TLS) and at rest
- Row-level security on all database tables
- Secure authentication via industry-standard protocols
- No storage of full payment card numbers
Data Retention
- Account data: Until you delete your account
- Letter history: Until you delete it or your account
- Usage logs: Up to 12 months
- Payment records: As required by tax/legal obligations
Questions About Privacy?
If you have any questions about this Privacy Policy or want to exercise your data rights, please reach out. We're happy to help.
Email us at support@mindfulpenpal.com
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