Privacy Policy

1. Introduction

Hardcopy ("we," "our," or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our letter writing and mailing service at tryhardcopy.com.

2. Information We Collect

2.1 Information You Provide

• Account Information: Email address and authentication credentials via phone or email OTP.
• Letter Content: Text, photos, and other materials you include in your letters. This content is stored encrypted and only processed for printing when you place an order.
• Mailing Addresses: Recipient names and postal addresses you save in your address book. These are used exclusively for letter delivery.
• Payment Information: Payment details processed securely by Stripe (PCI-DSS Level 1 compliant). We never store your full card number or CVV.
• Template Preferences: Which letter templates you select for your letters.

2.2 Automatically Collected Information

• Device Information: Device type, operating system, and browser type.
• Usage Data: Pages visited and features used (collected via privacy-respecting analytics).
• Log Data: IP address, access times, and referring URLs (retained for 30 days for security purposes).

3. How We Use Your Information

We use the information we collect to:

• Provide, maintain, and improve our letter writing and mailing service
• Print your letters on your chosen paper stock and mail them to your specified recipients
• Process payments for print and mail orders
• Send transactional emails (order confirmations, delivery updates)
• Respond to your support requests
• Detect and prevent security threats and abuse

We do NOT use your information to:

• Train AI models or machine learning systems
• Create advertising profiles or target ads
• Sell your data to third parties — ever
• Share your letter content with anyone other than the print/mail fulfillment service
• Read or review your letter content (we only process it technically for printing)

4. Print and Mail Process

When you order a letter to be printed and mailed:

• Your letter content is rendered as a PDF on our servers and securely transmitted to our print partner (Lob.com)
• Your recipient's mailing address is shared with the print partner for delivery
• The letter is printed on your chosen paper stock, enveloped, and handed to USPS
• Our print partner deletes your letter content after printing is complete
• A digital copy of your letter remains in your Hardcopy account for your personal records only
• You can track your letter's delivery status through your dashboard

5. Data Storage and Security

Your data is stored securely using industry-standard encryption:

• Database: Supabase (PostgreSQL with row-level security and encryption at rest)
• File Storage: Supabase Storage with signed URL access (photos are never publicly accessible)
• Payments: Stripe (PCI-DSS Level 1 compliant)
• Transport: All data transmitted over TLS 1.3

6. Data Sharing

We do not sell your personal information. We share limited information with:

• Print Partner (Lob.com): Letter content (as PDF) and recipient address for printing and mailing. Content is not retained after fulfillment.
• Payment Processor (Stripe): Payment details for order processing. Subject to Stripe's privacy policy.
• Hosting (Vercel): Standard web hosting logs. No letter content is exposed.
• Legal Requirements: When required by law, court order, or governmental authority.

7. Your Rights

• Access: Request a copy of the personal data we hold about you.
• Correction: Request correction of inaccurate personal data.
• Deletion: Request deletion of your account and all associated data (letters, addresses, photos, orders).
• Data Portability: Export your letters and data at any time.
• Opt Out: Unsubscribe from any non-transactional emails at any time.

EU/EEA residents have additional rights under GDPR. California residents have additional rights under CCPA/CPRA. We do not sell your data and do not engage in cross-context behavioral advertising.

8. Data Retention

• Account data: Retained as long as your account is active.
• Letter content: Retained in your account until you delete it. We do not auto-delete your letters.
• Order records: Retained for 7 years for tax and legal compliance, then anonymized.
• Printed copies: Deleted by our print partner immediately after printing and mailing.
• Account deletion: Upon request, all personal data is permanently deleted within 30 days, except where retention is required by law.

9. Cookies and Tracking

We use only essential cookies required for authentication and service functionality. We do not use tracking cookies, advertising pixels, or third-party analytics that create user profiles.

10. Children's Privacy

Hardcopy is not intended for children under 13. We do not knowingly collect personal information from children under 13. If you believe a child has provided us with personal information, please contact us and we will delete it.

11. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you by posting the updated policy and changing the "Last updated" date. Material changes will be communicated via email.

12. Contact Us

If you have questions about this Privacy Policy or want to exercise your data rights, please contact us at:

Email: privacy@tryhardcopy.com