Privacy Policy

1. Information We Collect

When you create an account, we collect your email address, display name, and profile photo (if you sign in with Google). When you generate a letter, we store the letter content and the details you provided in the form so you can access your letter history, and so we can run the quality checks described in section 2.

2. How We Use Your Data

Your form inputs are sent to the Claude API (by Anthropic) to generate your letter. Generated letters are stored in your account for your letter history feature. We use your data to provide, secure, and improve the service.

Quality checks. We run automated quality checks on generated letters — for example, looking for an unfilled placeholder like [Company Name] that was meant to be replaced before you send the letter. These checks are automated and run on every letter. Our team may also occasionally review letters to investigate a problem, improve quality, or respond to a support request. We may contact you if a check finds a problem with a letter you generated.

Letters can contain sensitive information about you and about other people — including, for some letter types, information about alleged offences. We deliberately prefer automated detection over anyone reading your letter: the automated checks record only which rule matched and the short fragment it matched, never the letter itself, and we keep manual review to cases you have asked us to look into or where we are investigating a specific fault.

3. Email Communications

We send two kinds of email:

• Transactional emails — account verification, welcome, letter delivery, payment receipts/invoices, refund confirmations, subscription notices (renewal, failed payment, cancellation), and service notices about letters you generated (for example, a quality issue we detected, such as an unfilled placeholder). These are required to operate your account and are sent regardless of marketing preferences.
• Product & marketing emails — occasional tips, win-back reminders, and offers. Every one includes an unsubscribe link, and you can opt out at any time from your email preferences; we honor that choice on all non-transactional email.

4. Data Storage & Security

Your data is stored securely in Firebase Firestore with encryption at rest and in transit. Authentication is handled by Firebase Auth. Payment processing is handled by Stripe — we do not store your payment card information.

5. Sub-Processors & Third-Party Services

We share data with the following sub-processors only as needed to operate CraftMyLetter, and only the data each requires:

• Firebase (Google) — authentication, and storage of your account, letters, and purchase records
• Anthropic (Claude API) — your form inputs, to generate your letter
• Stripe — payment processing (card details go directly to Stripe; we never store them) and your email for receipts
• Resend — sending transactional and (where opted in) product emails to your address
• Vercel — application hosting and infrastructure logs
• PostHog — product analytics and event data (see Cookies & Analytics below)
• Microsoft Clarity — session recordings and heatmaps to understand usability; input text is masked by default (see Cookies & Analytics below)
• Upstash (Redis) — rate-limiting counters keyed by account/IP to prevent abuse
• Sentry — error monitoring; events are PII-scrubbed (emails redacted, letter content excluded) before they are sent
• Trustpilot — sends one review invitation after a purchase; it receives a copy of your purchase receipt email and invoice (your name, email, order reference, what you bought and the amount)

6. Cookies & Analytics

We use PostHog for product analytics and Microsoft Clarity for session recordings and heatmaps to understand how the service is used and improve it. Clarity masks input text by default. For visitors in the EU, UK, EEA, and Switzerland we ask for consent before enabling these analytics cookies, and both stay off until you accept. You can decline and continue to use CraftMyLetter normally.

7. Data Deletion & Export

You can delete individual letters from your history at any time. You can also delete your entire account yourself from your account settings — this cancels any active subscription and permanently removes your account and sign-in, your profile, letters, résumés, matters and the replies they received, purchase records, support messages, API keys, the records we kept of emails sent to you, and your product-analytics profile (deletion of its recorded events is queued with PostHog and completes within about a week). Before deleting, you can export your data as a JSON file. For help, contact support@craftmyletter.com.

What we keep after a deletion, and why: an anonymous record that an account was deleted (the date, counts and amounts only — no name, email address or account ID), so we can count departures; our record of each payment's amount and date, with your account details removed, so our accounts stay correct (it is filed under the payment's Stripe reference); and anonymous daily totals, such as how many letters were written each day, which contain nothing about you.

Our service providers keep some records under their own policies: Stripe keeps its records of your payments as financial-record law requires, and Resend, which delivers our email, keeps its own delivery logs. Our own records of emails sent to you, including the deletion confirmation itself, are removed automatically after 90 days.

8. Changes to This Policy

We may update this policy as the service changes. The “last updated” date at the top always reflects the current version. Where a change materially affects how we handle your letters or your personal data — rather than clarifying wording — we will tell you by email before it takes effect, or as soon as reasonably possible.

9. Contact

If you have questions about this privacy policy, contact us at support@craftmyletter.com.