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Privacy Policy

1. Introduction

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Welcome to LetterByU. We respect your privacy and are committed to protecting the personal data you share with us. This Privacy Policy explains how we collect, use, disclose, and protect your personal data when you visit or interact with our website https://www.letterbyu.com (the “Site”) and any services offered through it. By using the Site, you accept the practices described in this policy.

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2. Who we are

Controller: LetterByU
Contact email: support@letterbyu.com
If you are located in the European Union (EU) or European Economic Area (EEA), the data controller for your personal data is the entity named above.

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3. What personal data we collect

We may collect the following categories of personal data:

  • Contact data: name, email address, telephone number.

  • Account data: username, password (if you register).

  • Transaction data: details of services you purchase through the Site.

  • Technical data: IP address, browser type and version, device identifiers, time zone, operating system and platform, general location (country).

  • Usage data: pages visited, time spent on pages, links clicked, referral source.

  • Marketing and communications data: your preferences in receiving marketing from us and your communication preferences.

  • Cookies and similar tracking technologies (see Section 8 below).

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4. How we use your personal data​

We process your data for the following purposes:

  • To provide you with the Site and its features, and to manage your account.

  • To process and fulfil purchases, manage payments and receipts.

  • To respond to your inquiries, requests or support needs.

  • To monitor and improve the Site, understand how users use the Site and optimise user experience.

  • To send you marketing communications (if you have opted in) and updates about our services.

  • For legal, regulatory and compliance purposes (e.g., tax, audit, dispute resolution).

We rely on the following legal bases (where applicable): consent; performance of a contract; legitimate interests (for example improving the Site, security, fraud prevention); legal obligation.

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5. Sharing your personal data

We may share your personal data with:

  • Service providers and processors: payment processors, hosting providers, email marketing platforms, analytics providers.

  • Professional advisors: lawyers, accountants, auditors.

  • Legal and regulatory authorities if required by law or to protect our rights.

  • Affiliates or in the context of a business reorganisation, sale or merger of our business.

We require all third-parties we engage to treat your data securely and only for the purposes we specify.

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6. International transfers

If your data is transferred outside your country (including outside the EU/EEA), we will ensure appropriate safeguards are in place (e.g., Standard Contractual Clauses, approved frameworks) or the transfer is otherwise lawful.

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7. Storage and retention

We will keep your personal data only as long as necessary for the purposes described above, unless a longer retention period is required or permitted by law. When your data is no longer needed, we will securely delete or anonymise it.

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8. Cookies and tracking technologies

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We use cookies and similar technologies to collect technical and usage information about the Site. These include:

  • Necessary cookies: essential for the Site’s functionality.

  • Analytics cookies: to measure and analyse usage patterns (e.g., Google Analytics).

  • Marketing cookies: to deliver relevant advertisements or track referral sources.

You can manage or disable cookies via your browser settings or via the consent banner/control provided on the Site. For detailed information, please refer to our Cookies Policy (if available).

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9. Your rights

If you are in the EU/EEA (or otherwise applicable jurisdiction), you have certain rights regarding your personal data:

  • The right to access the data we hold about you.

  • The right to rectify inaccurate or incomplete data.

  • The right to erase your data (“right to be forgotten”) under certain conditions.

  • The right to restrict our processing of your data.

  • The right to data portability in certain circumstances.

  • The right to object to certain processing (e.g., direct marketing or legitimate interests).

  • The right to withdraw consent at any time (where processing is based on consent).

  • The right to lodge a complaint with a supervisory authority.
     

To exercise these rights, please contact us via the email address provided above. We will respond within a reasonable timeframe.

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10. Security

We employ appropriate technical and organisational measures to protect your personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure or access. However, no system can be guaranteed 100% secure, so we cannot guarantee absolute security of your data.

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11. Children’s privacy

Our Site is not intended for use by children under the age of 16 (or other age threshold applicable in your jurisdiction). We do not knowingly collect personal data from children. If you believe we may have collected data from a child, please contact us and we will take steps to delete that data.

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12. Links to other websites

The Site may contain links to third-party websites. We are not responsible for the privacy practices or content of those websites. Please review their privacy policies before providing any personal data.

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13. Changes to this Privacy Policy

We may update this policy from time to time (for instance to reflect changes in our processing practices or applicable law). When we do, we will post the revised version on this page and update the “Last updated” date below. We encourage you to check back periodically.

Last updated: November 2025

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​14. Contact us

If you have any questions, comments or requests regarding this Privacy Policy or our data practices, please contact us at:
Email: support@letterbyu.com
 

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