AE Software LLC, a New York limited liability company doing business as WriteToMail ("WriteToMail," "we," "us," or "our"), respects your privacy and is committed to protecting your personal information. This Privacy Policy explains how we collect, use, and safeguard your data when you use the Service at writetomail.com, with or without an account.
1. Information We Collect
1.1 Information You Provide
- Account Information: Name, email address, password
- Profile and Organization Information: Any additional information you add to your profile or organization, including logos and letterhead
- User Content: Letters, postcards, documents, templates, and images you create or upload
- AI Prompts: Prompts and instructions you submit to AI-powered features
- Recipient Information: Names, mailing addresses, and other details of individuals you send mail to, including spreadsheet files you upload for bulk sending
- Payment Information: Billing details processed through our payment provider (Stripe); we do not store full card numbers
- Bank Account Information: If you use check mailing, the routing and account numbers you provide, which are transmitted to our mail provider to print checks drawn on your account
- Communications: Messages you send to us
1.2 Information We Collect Automatically
- Usage Data: How you interact with our Service
- Device Information: Browser type, operating system, device identifiers
- Log Data: IP address, access times, pages viewed
- Bot-Protection Signals: We use Cloudflare Turnstile to distinguish humans from bots on sign-in and certain features
- Cookies and Analytics: See Section 6 below
1.3 Information from Third Parties
- OAuth Providers: If you sign in with Google, we receive your name and email
- Analytics Providers: Aggregated usage statistics
- Mail Service Providers: Delivery status and tracking information for physical mail
- Licensed Data Providers: For prospect mailings and the Hometown program, we license recipient records (such as names, mailing addresses, and demographic attributes of consumers, businesses, new movers, and new homeowners) from data suppliers, currently Melissa Data
- Telephony Provider: If you use a tracked phone number, our telephony provider (currently Telnyx) supplies call metadata and the content of text messages sent to your tracked number
- Connected Practice-Management Systems: If you connect a third-party system to your account — currently Clio — we receive data from that system at your direction, including matters, contacts (names, mailing addresses, and other contact details your firm stores), and documents you choose to send. We access this data only while your connection is active and only to show it to you in the Service and mail what you select
2. How We Use Your Information
We use your information to:
- Provide and improve our Service
- Process your requests and transactions
- Fulfill physical mail delivery through third-party providers
- Provide AI-powered features such as letter generation, postcard design, spreadsheet mapping, and per-recipient personalization
- Validate and standardize mailing addresses and, where you direct, personalize mail with mapping or imagery of a recipient address
- Provision tracked phone numbers and forward calls and relay text messages for them
- Send text messages you asked for on a call with our sales team, answer your replies, and honor opt-outs (see Section 3.6)
- Send you service-related communications
- Respond to your inquiries
- Detect and prevent fraud or abuse
- Comply with legal obligations
3. How We Share Your Information
We do not sell the personal information of our account holders. We share information only as described in this Section.
3.1 Service Providers and Other Third Parties
We work with third-party providers who help us operate the Service. The list below names every category of outside party that collects, receives, or processes personal information through the Service, and the provider we currently use for each. If we add or replace a provider, we will update this list.
- Printing and Mail Delivery: Lob — receives letter and postcard content, recipient names and addresses, return addresses, and, for checks, your bank account details
- Payments: Stripe — processes all payments and stores payment methods
- Artificial Intelligence: Google (Gemini models) — processes content you submit to AI features, as described in Section 3.2
- Maps, Imagery, and Address Services: Google Maps Platform — address validation and autocomplete, and Street View or satellite imagery when a mail design uses imagery of a recipient address
- Licensed Recipient Data: Melissa Data — supplies recipient records for prospect and Hometown mailings
- Telephony: Telnyx — provisions tracked phone numbers, forwards calls, and relays text messages; we store call logs and the content of relayed text messages
- Hosting and Infrastructure: Cloudflare (application hosting, file storage, and bot protection) and Neon (database hosting)
- Email Delivery: Resend — sends transactional email such as sign-in codes and order notifications
- Connected Integrations: Clio — if you connect your Clio account, we exchange data with Clio to display your matters, contacts, and documents inside the Service, to mail documents you select, and to register send actions inside Clio. You can disconnect the integration at any time from your account settings
- Analytics: Google Analytics 4 — usage analytics. This works two ways: cookies set in your browser by Google's analytics script (see Section 6), and events we send to Google from our servers (such as sign-ups, purchases, and mail sends), which include a pseudonymous identifier for your account so Google can associate them with your other activity in our Service. We do not send Google the contents of your mail, your recipients, or your email address
None of the parties above receive mobile phone numbers or text messaging opt-in data for their own marketing or promotional purposes (see Section 3.6).
3.2 AI Processing Disclosure
When you use an AI-powered feature, the inputs needed for that feature are transmitted to and processed by our AI provider, currently Google. Depending on the feature, those inputs may include your prompts and instructions; the content of your letter or postcard; sender and recipient names; recipient mailing addresses, including batches of addresses when you import a spreadsheet; sample rows from spreadsheets you upload; and images you upload or that the feature retrieves, such as Street View imagery of a recipient address. This applies to guests as well as account holders.
We do not use your content to train artificial intelligence models of our own. Our AI providers process your content to deliver the requested output, and that processing is governed by their terms. If you do not want your content processed by AI providers, do not use the AI features; core mail sending does not require them.
3.3 Physical Mail Disclosure
When you use our physical mail services, the following information is shared with third-party mail providers:
- The full content of your letters, postcards, or checks (for printing)
- Recipient names and mailing addresses
- Return address information (if provided)
- Any other information included in your mail piece
This sharing is essential to provide the mailing service and cannot be avoided if you choose to use our physical mail features.
3.4 Legal Requirements
We may disclose your information if required by law or to:
- Comply with legal process
- Protect our rights or property
- Prevent fraud or security threats
- Protect the safety of users
3.5 Business Transfers
In the event of a merger, acquisition, or sale of the business, your information may be transferred to the new entity.
3.6 Text Messages
Our sales team texts business owners and staff only when they agree to it on a phone call with us. If you agree, we keep your mobile number, when you agreed and the call you agreed on, the messages we exchange, and any opt-out request. We use this information only to send the messages you asked for, to answer your replies, and to honor opt-outs. Our telephony provider (currently Telnyx) delivers the messages and processes your number and the message content only for that purpose.
No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. Information sharing with subcontractors in support services, such as our telephony provider and customer service, is permitted. All other categories of sharing in this Policy exclude text messaging originator opt-in data and consent; this information will not be shared with any third parties.
Reply STOP to any text from us to stop receiving texts, or HELP for help. You can also email support@writetomail.com. Message frequency varies. Message and data rates may apply.
4. Recipient and Prospect Data
If you have received mail sent through WriteToMail, the sender either provided your name and address to the Service or selected you from records we license from third-party data suppliers (for example, new-homeowner records). We process recipient information on behalf of senders to print and deliver their mail, and, for our Hometown program, we select recipients from licensed data ourselves.
- Personalized Imagery: At a sender's direction, a mail piece may include publicly available Street View or satellite imagery of the recipient address, obtained from Google
- Opting Out of Hometown Mailings: You may request exclusion from future Hometown program mailings by emailing support@writetomail.com with your name and mailing address; we maintain a suppression list for the program
- Other Senders' Mailings: For mail initiated by an individual sender, please also contact that sender directly, as they control their own mailing lists
- Reuse Restrictions: Licensed recipient records are used to fulfill the specific mailings ordered, and our terms prohibit senders from exporting, reselling, or reusing them outside the Service
5. Data Retention
We retain your information as long as your account is active or as needed to provide our Service. After account deletion:
- Account data is deleted within 30 days
- Backups are purged within 90 days
- Some data may be retained for legal compliance
- Records of mailed pieces, including rendered mail content, may be retained for billing, dispute, and legal purposes
- Call logs and relayed text messages for tracked phone numbers are retained while the number is active and for a reasonable period afterward
- Text message consent and opt-out records are retained for as long as we need to show when consent was given or withdrawn
Note: Once physical mail has been sent to third-party providers for printing and delivery, we cannot retrieve, delete, or control that information. Third-party mail providers maintain their own data retention practices.
6. Cookies and Tracking
We use cookies and similar technologies to:
- Keep you logged in
- Remember your preferences
- Analyze usage patterns
- Improve our Service
Cookie Types
- Essential Cookies: Required for the Service to function, including authentication and Cloudflare Turnstile bot protection
- Analytics Cookies: Google Analytics 4 cookies that help us understand how you use the Service
You can control cookies through your browser settings, but some features may not work properly without them. To opt out of Google Analytics specifically, you can install Google's browser add-on at https://tools.google.com/dlpage/gaoptout. Note that our server-side analytics events (Section 3.1) are not sent from your browser and are not affected by cookie blocking or that add-on; if you want those to stop, contact us at support@writetomail.com.
7. Data Security
We implement industry-standard security measures to protect your information:
- Encryption in transit (HTTPS/TLS)
- Encryption at rest
- Access controls and monitoring
However, no method of transmission or storage is 100% secure. We cannot guarantee absolute security.
Physical Mail Security Notice: Once your letter content is transmitted to third-party mail providers for printing and delivery, we cannot guarantee the security or confidentiality of that information. Physical mail passes through multiple handlers during the printing, processing, and delivery stages.
8. Your Rights
Depending on your location, you may have rights to:
- Access: Request a copy of your personal data
- Correction: Update inaccurate information
- Deletion: Request deletion of your data (subject to limitations for mailed content)
- Portability: Receive your data in a portable format
- Opt-out: Unsubscribe from marketing communications
To exercise these rights, contact us at support@writetomail.com.
How to request deletion. Email support@writetomail.com from the email address associated with your account and tell us you want your account and data deleted. That is the whole process — there is no form to fill out, no phone call, and no retention conversation. We will acknowledge your request, verify that it came from you (usually by confirming you control the account email), and delete your account data within 30 days, with backups purged within 90 days, as described in Section 5. If we cannot verify the request, we will tell you why. You may also authorize an agent to make the request on your behalf, in which case we may ask for proof of that authorization.
Limitations: We cannot delete or retrieve information that has already been transmitted to third-party mail providers for physical mail fulfillment, and physical mail already delivered cannot be recalled. We also retain some records where the law requires it or where we need them for billing, dispute resolution, fraud prevention, tax, or audit purposes — including records of mail sent, transaction and billing records, and check records. Deleting your account does not cancel mail already submitted for production and does not stop payment on a check that has already been mailed.
9. Children's Privacy
The Service requires users to be at least 18 years old. We do not knowingly collect information from children under 13. If you believe a child has provided us with personal information, please contact us.
10. International Transfers
We are based in the United States, and your information is processed and stored in the United States and in other countries where our service providers operate. We take steps to ensure adequate protection for international transfers.
11. California Privacy Rights
If you are a California resident, you have rights under the California Consumer Privacy Act (CCPA), as amended by the California Privacy Rights Act (CPRA):
- Right to know the categories of personal information we collect (identifiers, commercial information, internet activity, and the content you provide, as described in Section 1) and the sources and purposes described in this Policy
- Right to know whether personal information is sold, shared, or disclosed and to whom
- Right to opt out of the sale or sharing of personal information — we do not sell the personal information of our account holders, and we do not share it for cross-context behavioral advertising
- Right to limit use of sensitive personal information — we use sensitive information (such as account credentials and bank account numbers for check mailing) only to provide the Service
- Right to request deletion of personal information
- Right to correct inaccurate personal information
- Right to non-discrimination for exercising your rights
To exercise these rights, contact support@writetomail.com. Under California Civil Code Section 1798.83, California residents may also request information about disclosures of personal information to third parties for their direct marketing purposes; we do not make such disclosures.
12. Changes to This Policy
We may update this Privacy Policy from time to time. We will notify you of material changes by:
- Posting the new policy on this page
- Updating the effective date
- Sending you an email notification
13. Contact Us
If you have questions about this Privacy Policy or our privacy practices, please contact us:
- Email: support@writetomail.com
- Company: AE Software LLC, doing business as WriteToMail
- Mailing Address: 418 Broadway # 8380, Albany, NY 12207
By using our Service, you acknowledge that you have read and understood this Privacy Policy.