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Terms of Service — Letter Log

Last updated: 28 July 2026

These Terms of Service ("Terms") govern your use of the Letter Log mobile app and web app (the "Service"), operated by Datacode ("we", "us"). By creating an account or using the Service, you agree to these Terms.

1. Accounts

Trial accounts

Anyone can register a trial account directly in the app. Trial accounts are limited to 5 letters per day (reset daily), and have AI features off by default. Trial accounts are intended to let you evaluate Letter Log for your own use, including deciding whether to bring it to your company or organization.

Managed (holding/company) accounts

Businesses and holding groups do not self-register. Datacode staff provision and administer managed accounts directly for the organization, including creating sub-company accounts and users within them, based on a separate arrangement between the organization and Datacode. If you're a member of a managed account, your organization's administrator — not you individually — controls the account.

You're responsible for keeping your login credentials secure and for all activity under your account.

2. Acceptable use

You agree to use Letter Log only for lawful purposes and in a way that doesn't infringe the rights of, or restrict or inhibit the use of the Service by, anyone else. You agree not to:

3. Trial-tier limits and upgrading

The 5-letters-per-day limit applies per trial account, resets daily, and is enforced by our servers — it cannot be bypassed through the app. If you'd like higher limits, AI features enabled, or a managed account for your company, use the in-app "buy for your company" option or contact us directly; a Datacode team member will follow up. Letter Log does not process payments through the app itself.

4. Content ownership

You (or, for managed accounts, your organization) retain ownership of the letters, attachments, and other content you create in the Service. We don't claim ownership of your content. We process and store it solely to provide the Service to you, as described in our Privacy Policy.

5. AI features

Where AI features are enabled for your account (see our Privacy Policy for how this is decided), AI-generated extractions and summaries are suggestions only. You're responsible for reviewing AI-suggested content before relying on it or saving it as part of your official records — Letter Log and Datacode are not responsible for errors in AI-generated suggestions.

6. Availability and changes to the Service

We aim to keep the Service reliably available but don't guarantee uninterrupted access. We may update, modify, or discontinue features of the Service, including trial-tier limits, from time to time. We'll make reasonable efforts to communicate material changes.

7. Termination

We may suspend or terminate a trial account that violates these Terms, including attempts to bypass the daily letter limit or access another organization's data. Managed-account termination is governed by the separate arrangement between the organization and Datacode.

You can stop using the Service, or request deletion of a trial account, at any time — either from the Profile tab in the app or by contacting us.

8. Disclaimer and limitation of liability

The Service is provided "as is." To the fullest extent permitted by law, Datacode disclaims warranties of any kind, and is not liable for indirect, incidental, or consequential damages arising from your use of the Service. Nothing in these Terms limits liability that cannot be limited under applicable law.

9. Changes to these Terms

We may update these Terms 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 Terms.

10. Contact us

Questions about these Terms: