Privacy Policy

A note before this goes live: Same note as the Terms of Service — this is a complete, accurate draft based on how the product actually works, with a few business specifics bracketed for you to fill in. Because this app stores personal information about people who never signed up for it themselves (your clients), it's worth a quick legal review before publishing, particularly around Section 8 (your clients' rights) if you plan to serve agents in California or anywhere else with its own privacy law.

This Privacy Policy explains what information Write Because ("we," "us," "our") collects, how we use it, and who we share it with, when you use the Write Because website and application (the "Service").

1. Two kinds of personal information

Because of what Write Because does, we handle two different kinds of personal information, and it's worth being clear about the difference:

• Your information — the account holder's name, email, phone number, business details, and payment history.
• Your clients' information — the names, mailing addresses, and other contact details you provide to us about the people you want to send cards to. Your clients do not create their own accounts with us and do not interact with Write Because directly; we hold this information solely because you've asked us to use it to produce and mail a card on your behalf.

Everything below applies to both, except where noted.

2. Information we collect

From you, directly:

• Account information: name, email address, password, phone number, job title, business license number (where applicable), and your own mailing/return address.
• Payment information: handled by our payment processor, Stripe. We receive confirmation of your purchases and a payment status, but we do not receive or store your full card number.
• Content you provide: the messages you write, your signature and greeting preferences, and any card designs or notes you create or upload.

About your clients, because you provide it to us:

• Name, mailing address, and (optionally) phone number, email address, company, notable dates (such as birthdays or purchase anniversaries), tags or categories you assign, and any notes you add.
• This information is typically added by you directly, or uploaded in bulk from a spreadsheet export of your own CRM or client list.

Automatically, as part of operating the Service:

• Basic technical information such as IP address, browser type, device information, and usage activity within the app (for example, which pages you visit or which features you use), collected to keep the Service secure and working properly.

3. How we use this information

We use the information described above to:

• Create and manage your account.
• Produce and mail the cards you request — this is the primary reason we hold your clients' contact information at all.
• Process your credit purchases and maintain your billing history.
• Send you service-related communications: confirmations that a card was sent, receipts, low-credit warnings, and account notices.
• With your consent or as part of the Service's normal operation, send occasional account or product emails, such as a summary of activity or a re-engagement note if your account has been inactive. You can opt out of non-essential emails at any time.
• Maintain the security and reliability of the Service, including detecting and preventing fraud or misuse.
• Improve the Service based on how it's actually used.

We do not use your clients' contact information for any purpose other than producing and mailing the cards you request, and we do not contact your clients on our own behalf.

4. Who we share information with

We share information only as necessary to operate the Service, and never sell your data or your clients' data. Specifically:

• Our card fulfillment partner receives the recipient's name and mailing address, and the message content, for each card, in order to physically write and mail it. This is the core of the Service and cannot be provided without sharing this information.
• Stripe, our payment processor, receives what is necessary to process your credit purchases. Stripe's own privacy policy governs how it handles your payment details.
• Service providers who help us run the Service itself — for example, hosting and infrastructure providers — may process data on our behalf, under agreements that limit their use of it to providing that service to us.
• Legal requirements: we may disclose information if required by law, subpoena, or other legal process, or if we believe in good faith that disclosure is necessary to protect our rights, your safety, or the safety of others.
• Business transfers: if Write Because is involved in a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction; we will notify you of any such change.

We do not share your clients' information with any third party for that third party's own marketing purposes.

5. Data retention

We retain your account information for as long as your account is active, and your client contact information for as long as you keep it in your account or as needed to fulfill the purpose you provided it for. If you delete a client record or close your account, we will delete or anonymize the associated personal information within a reasonable period, except where we are required to retain records for legal, tax, or fraud-prevention purposes.

6. Security

We use reasonable technical and organizational measures to protect the information we hold, including restricting who can access it and requiring authentication to use the Service. No method of storage or transmission is completely secure, and we cannot guarantee absolute security, but we take this seriously given the sensitivity of the information involved.

7. Your rights and choices

You can access, correct, or delete your own account information, and the client records you've added, directly within the Service. You can also:

• Request a copy of the personal information we hold about you.
• Request that we delete your account and associated data, subject to the retention exceptions described above.
• Opt out of non-essential email communications using the link in those emails or through your account settings.

To exercise any of these rights, or if something isn't available directly in the app, contact us at the email below.

8. Your clients' rights

Because your clients' information is provided to us by you, not by them directly, we rely on you to be the primary point of contact for any request from one of your clients about their own information (for example, if a client asks you not to receive further cards, or asks what information you have about them). If a client contacts us directly, we will refer them to you as the party who provided and controls that information, and will assist you in fulfilling a legitimate request to correct or delete it.

If you operate in a jurisdiction with specific requirements for the personal data you control about your own clients (such as the California Consumer Privacy Act), you are responsible for meeting those obligations independently; this Service is a tool you use as part of meeting them, not a substitute for your own compliance.

9. Children's privacy

The Service is intended for business use by adults and is not directed at children. We do not knowingly collect personal information from anyone under 18, either as an account holder or as a card recipient added by a user, beyond what may incidentally appear in provided contact information (for example, a family member's name in a note).

10. International users

The Service is operated from the United States, and information is stored and processed in the United States. If you use the Service from outside the United States, you understand that your information will be transferred to and processed in the United States.

11. Changes to this policy

We may update this Privacy Policy from time to time. If we make material changes, we will notify you by posting the updated policy in the Service or by emailing the address on your account. The "Last updated" date at the top reflects the most recent revision.

12. Contact

Questions about this Privacy Policy, or requests regarding your information, can be sent to support@writebecause.com.