Privacy Policy — Letter Log

Last updated: 28 July 2026

Letter Log ("we", "us", "our") is operated by Datacode ("Datacode"). This Privacy Policy explains what information we collect when you use the Letter Log mobile app and web app (the "Service"), how we use it, and the choices you have.

By creating an account or using the Service, you agree to the collection and use of information as described here.

1. Who this applies to

Letter Log serves two kinds of accounts:

• Trial accounts — anyone can register directly in the app to try Letter Log for their own use, capped at 5 letters per day, with AI features off by default.
• Managed (holding/company) accounts — provisioned and administered by Datacode staff for businesses and holding groups. If your organization uses Letter Log this way, your organization's administrator controls your account, and a separate agreement between your organization and Datacode may also apply.

2. What we collect

• Account information: the email address and password you sign up with (passwords are never stored in plain text — Firebase Authentication hashes and salts them).
• Letter content you create: subject lines, classifications, sender/recipient details, physical location notes, and any attachments (scanned pages, photos, PDFs) you add to a letter.
• Usage and diagnostic data: basic app usage events and crash/error reports, used only to keep the Service working and to fix bugs.
• Lead/contact information (trial accounts only): if you use the in-app "buy for your company" form, we collect the name, organization, and contact details you provide so Datacode's sales team can follow up. This is never used for anything else.

We do not collect payment information through the app — trial accounts are free, and Letter Log does not process payments.

3. AI processing

Letter Log can use AI (via the Anthropic Claude API) to help extract letter details from scanned pages and summarize letter content. AI processing is a per-account setting, not something that's always on:

• New trial accounts have AI off by default. Nothing you write or scan is sent to any AI service unless AI is explicitly turned on for your account.
• Managed accounts have AI configured by their organization's administrator, and can be turned on or off at any time by Datacode.
• When AI is off, the app works as a plain, non-AI form — extraction and summarization simply don't run.
• When AI is on, letter text and scanned-page images may be sent to Anthropic's Claude API to generate a suggested extraction or summary, which you can review and edit before it's saved. Anthropic processes this data under its own API terms and does not use API inputs to train its models.

4. How we use your information

• To provide the core Service: storing and organizing your letters, allocating reference numbers, and keeping an audit trail of changes.
• To operate account security: authentication, session management, and (for managed accounts) role-based access control.
• To respond to support requests and, for trial accounts, sales inquiries you initiate yourself.
• To maintain and improve the Service: diagnosing crashes, monitoring reliability, and understanding aggregate (never individually targeted) usage patterns.

We do not sell your data, and we do not use your letter content for advertising.

5. Data isolation between organizations

Every organization's (tenant's) data is stored and access-controlled separately. Users in one organization cannot see another organization's letters, users, or settings. Holding-group administrators can see read-only summary information across the companies in their own group only — never across unrelated organizations.

6. Where your data is stored

Letter Log runs on Google Firebase infrastructure in the europe-west3 (Frankfurt, Germany) region for both data storage (Firestore) and server-side processing (Cloud Functions). AI-enabled accounts' data may additionally be transmitted to Anthropic's API for the specific processing described in Section 3.

7. Data retention and deletion

We retain your account and letter data for as long as your account is active, so you can continue to access your organization's records. Trial accounts can be deleted directly in the app — open the Profile tab and choose "Delete my account". This permanently and immediately erases your organization/tenant record, every letter and attachment you created, and your sign-in account itself; there is no recovery period. If you'd rather not use the in-app option, you can also contact us at the email below and we'll process the deletion for you. Managed-account data deletion is handled through your organization's administrator and Datacode's agreement with your organization, since the letters are your organization's official records, not solely yours individually.

If you previously used the in-app "buy for your company" contact form, the name, organization, and contact details you submitted are kept as a separate sales record so our team can follow up — this is not part of your account and is not erased when you delete your account. Contact us at the email below if you'd like that record removed too.

8. Your choices

• You can review and edit any AI-suggested content before it's saved — nothing from AI extraction is saved automatically without your action.
• Trial-account users can delete their account at any time from the Profile tab in the app, or by contacting us at the email below — see Delete Your Account for the full instructions.
• You can contact us to ask what data we hold about you.

9. Children's privacy

Letter Log is a business/administrative tool and is not directed at, or intended for use by, children. We do not knowingly collect information from children.

10. Changes to this policy

We may update this policy as the Service evolves. We'll update the "Last updated" date above when we do. Continued use of the Service after a change means you accept the updated policy.

11. Contact us

Questions about this policy or your data: dev@datacode.app