Privacy policy

Draft – have it reviewed by a lawyer before going live (Swiss FADP).

Controller

hallo@letterino.ch. The Swiss Federal Act on Data Protection (FADP) applies. For customers resident in the EU, the EEA or the United Kingdom, the GDPR or the UK GDPR may apply in addition; in that case we process your data to perform the contract with you (Art. 6(1)(b) GDPR) and, for technical data, on the basis of our legitimate interest in secure operation.

Which data we process and why

We process only the data needed for your order, its payment, the status messages and secure operation. There are no customer accounts, no marketing emails and no profiling.

  • Details for your letter: your name and address, the recipient’s address, contract or policy number, letter content and signature.
  • Uploaded documents and photos: we convert them to a PDF and put an address sheet in front. The conversion takes place on our server in Switzerland.
  • Your email address for the confirmation, the tracking number and status messages.
  • Payment data is processed exclusively by the payment provider Stripe. We never see card details, only whether payment was made and with which payment method.
  • Only for “Photos & gifts”: your photos (reduced in the browser to at most 3600 pixels, stored encrypted with us), product and quantity, the recipient’s address, and your name and address for the order.
  • Only if you use “Automatic sending”: your email address as the account, your personal inbox address, the emails with PDF attachment you send there, the connection to your Dropbox app folder (we see only that folder), for monthly letters a copy of the document, and a payment method stored with Stripe.
  • Technical data: IP address and time of the request, kept briefly to protect against abuse (rate limiting) and for troubleshooting.

We make no automated individual decisions within the meaning of Art. 21 FADP.

Storage on your device

So that you do not have to enter your details again, we store your name, address and email address in your browser’s storage (localStorage). This data leaves your device only together with an order. You can delete it at any time in the form with “Forget”. A letter you have started stays stored on your device for 7 days and is deleted after payment. We set cookies only if you sign in for “Automatic sending”: a login cookie valid for 60 days and deleted when you sign out.

Recipients (processors)

  • A print and mailing service provider based in Switzerland: printing, enveloping and handover to the postal service of the destination country or to an international postal service. For letters abroad, the printed letter with the address naturally reaches the destination country.
  • Only for “Photos & gifts”: a photo lab with production sites in the EU, the United Kingdom and the USA. It receives the photos (downloaded via a link that is valid only for your order and expires after 48 hours) and the recipient’s name and address, not your email address. Production takes place in the recipient’s customs territory (recipients in Switzerland and Liechtenstein: abroad); data goes to the USA only for recipients in the USA.
  • Only for “Automatic sending”: Dropbox (if you connect your folder) and a service for incoming emails.
  • Stripe Payments Europe Ltd. (Ireland): payment processing (TWINT, cards, Apple Pay, Google Pay).
  • Infomaniak Network SA (Switzerland): hosting, email delivery, backups in Switzerland.

Disclosure abroad

The application and the database run exclusively in Switzerland. Data goes abroad only as far as your order requires: to the postal service of the destination country, to the photo lab in the recipient’s customs territory, to the payment provider and, if you connect it, to Dropbox. Under Swiss law the EU, the EEA and the United Kingdom are regarded as countries with adequate data protection. For the USA this applies only to companies certified under the Swiss-US Data Privacy Framework; otherwise we base the disclosure on standard data protection clauses or other appropriate safeguards, or on its being directly necessary to carry out your order (Art. 17(1)(b) FADP). Letters to other countries are delivered there because you order that.

Retention period

  • After the order we hold your letter for 15 minutes (with a chosen send date until that day) so that you can cancel. If you cancel, or if the payment fails before printing, we delete the letter content immediately.
  • We delete your signature as soon as the letter has been transmitted to the print shop.
  • We delete uploaded files as soon as they have been transmitted to the print shop. We do not store the PDF of a letter you have written.
  • We delete letter contents and address data automatically: 30 days after delivery, and for letters without delivery confirmation (A-Post, abroad) 30 days after dispatch.
  • We delete unpaid drafts and uploads after 7 days.
  • Photos: we delete photos that were not ordered after 24 hours, ordered photos as soon as the photo lab has downloaded them (at the latest 30 days after dispatch), and immediately if you cancel. How long the lab keeps its copy is governed by its data processing agreement.
  • Monthly letters: we delete the copy of the document as soon as you stop the monthly sending. Login links are valid for 30 minutes. We delete your account on request by email.
  • We store your email address encrypted and delete it 1 year after the order. Until then you can request your status links again under “My orders”.
  • Photo problem reports: the photo lab receives your description and photos through links that work only for this report. We delete them after 120 days.
  • We keep order and payment records (without letter content) for 10 years, as required by the statutory retention obligation (Art. 958f Swiss Code of Obligations).

Security

Letter contents, addresses and uploaded files are stored encrypted with us; the connection to your browser is encrypted (HTTPS).

No sharing, no AI training

We do not sell data, do not pass it to third parties for their own purposes and do not use your data to train AI models.

Your rights

You can at any time request access to your data, its correction, deletion or release in a common format, and object to processing: hallo@letterino.ch. We usually reply within 30 days. You can also complain to the Swiss Federal Data Protection and Information Commissioner (FDPIC) and, if resident in the EU or the United Kingdom, to the data protection authority there.