Privacy Policy

Introduction

Last Updated: January 1, 2024

Welcome to RareLetter (“we,” “us,” or “our”). We are committed to protecting your privacy and ensuring transparency about how we handle your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our website and services at https://www.rareletter.com.

By accessing or using our services, you agree to the terms of this Privacy Policy. If you do not agree with our policies and practices, please do not use our services.

Information We Collect

Personal Information You Provide

When you use our services, we may collect the following types of personal information:

• Contact Information: Email address when you contact us for support
• Content Data: The text and content of letters you generate using our AI service
• Communication Data: Messages and inquiries you send to us
• Technical Data: IP address, browser type, device information, and usage statistics

Information Collected Automatically

We automatically collect certain information when you visit our website:

• Log Data: IP address, browser type, pages visited, time and date of visits
• Usage Data: How you interact with our website and services
• Device Information: Device type, operating system, and browser version

AI-Generated Content

The letters and content generated through our AI service are processed to provide you with the requested output. We do not permanently store the specific content of generated letters unless required for service improvement or legal compliance.

How We Use Your Information

We use the information we collect for the following purposes:

• Service Provision: To generate and provide you with professional letters through our AI technology
• Customer Support: To respond to your inquiries and provide technical assistance
• Service Improvement: To analyze usage patterns and enhance our services
• Security: To protect against fraud, abuse, and security threats
• Legal Compliance: To comply with applicable laws and regulations
• Communication: To send you important updates about our services

Information Sharing and Disclosure

We do not sell, trade, or rent your personal information to third parties. We may share your information in the following circumstances:

• Service Providers: With trusted third-party vendors who assist in operating our website and services, subject to confidentiality agreements
• Legal Requirements: When required by law, court order, or governmental authority
• Business Transfers: In connection with a merger, acquisition, or sale of assets
• Protection of Rights: To protect our rights, property, or safety, or that of our users or others

Third-Party Services

We use the following third-party services that may process your information:

• OpenAI API: For generating letter content through artificial intelligence
• Analytics Services: To understand how users interact with our website
• Hosting Providers: To store and process data securely

Data Security

We implement appropriate technical and organizational security measures to protect your personal information against unauthorized access, alteration, disclosure, or destruction. These measures include:

• Encryption of data in transit using SSL/TLS protocols
• Regular security assessments and monitoring
• Access controls and authentication mechanisms
• Secure data storage practices

While we strive to protect your personal information, no method of transmission over the Internet or electronic storage is 100% secure. We cannot guarantee absolute security but we work diligently to protect your information.

Data Retention

We retain your personal information only for as long as necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required or permitted by law. Our retention periods are based on:

• The nature of the information and purpose for processing
• Legal and regulatory requirements
• Business needs and operational requirements

AI-generated letter content is typically not stored permanently unless required for service improvement or legal compliance.

Your Rights and Choices

Depending on your location, you may have the following rights regarding your personal information:

• Access: Request access to the personal information we hold about you
• Correction: Request correction of inaccurate or incomplete information
• Deletion: Request deletion of your personal information
• Restriction: Request restriction of processing of your information
• Portability: Request transfer of your information to another organization
• Objection: Object to processing of your personal information
• Withdraw Consent: Withdraw consent where processing is based on consent

To exercise these rights, please contact us using the information provided in the “Contact Us” section below.

International Data Transfers

Your personal information may be transferred to and processed in countries other than your country of residence. These countries may have data protection laws that are different from the laws of your country.

We take appropriate safeguards to ensure that your personal information remains protected in accordance with this Privacy Policy when transferred internationally, including through the use of standard contractual clauses or other approved mechanisms.

Children’s Privacy

Our services are not intended for children under the age of 16. We do not knowingly collect personal information from children under 16. If you believe we have collected information from a child under 16, please contact us immediately, and we will take steps to delete such information.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. We will notify you of any material changes by posting the updated policy on our website with a new “Last Updated” date.

We encourage you to review this Privacy Policy periodically to stay informed about how we are protecting your information.