Last updated: May 29, 2026
At LetterGen Pro, we take your privacy seriously. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our Service.
1. Information We Collect
Account Information
| Data | Purpose |
|---|
| Name, email, phone | Account creation and communication |
| Agency name, address | Tenant setup and letter generation |
| Password (hashed) | Authentication |
Debtor Data (Uploaded by You)
| Data | Purpose |
|---|
| Debtor names, addresses | Letter generation and mailing |
| Account numbers, balances | Template variable merge |
| Creditor information | Letter content |
Usage Data
- Login timestamps and IP addresses
- Pages visited and features used
- Letters generated, templates created
2. How We Use Your Information
- To provide and operate the Service
- To generate letters and PDF documents as requested
- To manage your account and subscription
- To communicate with you about your account
- To improve the Service and develop new features
- To ensure security and prevent fraud
3. Data Isolation (Multi-Tenant Security)
LetterGen Pro operates on a multi-tenant architecture with strict data isolation:
- Each agency's data is separated by a unique tenant identifier.
- No agency can access another agency's data.
- All database queries are filtered by tenant ID.
- PDF files are stored in tenant-specific directories.
4. Data Sharing
We do not sell, rent, or trade your data. We may share data only in these circumstances:
- With your consent — When you explicitly authorize it.
- Service providers — Hosting providers (e.g., GoDaddy, Azure) who process data on our behalf under strict agreements.
- Legal requirements — When required by law, regulation, or legal process.
5. Data Security
- Passwords are hashed using bcrypt encryption.
- All connections use HTTPS/SSL encryption.
- Database access is restricted to authorized users only.
- Regular security reviews and updates.
- CSRF protection on all forms.
6. Data Retention
- Active accounts: Data is retained as long as your account is active.
- Cancelled accounts: Data is retained for 30 days after cancellation, then permanently deleted.
- Generated PDFs: Stored until you delete them or cancel your account.
- Logs: Usage logs are retained for 90 days.
7. Your Rights
You have the right to:
- Access — Request a copy of your data.
- Correct — Update inaccurate information.
- Delete — Request deletion of your account and data.
- Export — Download your data in standard formats (CSV).
- Object — Object to certain processing of your data.
8. Cookies
We use essential cookies for session management and authentication. We do not use third-party tracking cookies or advertising cookies.
9. Children's Privacy
The Service is not intended for individuals under 18 years of age. We do not knowingly collect data from children.
10. Changes to This Policy
We may update this Privacy Policy from time to time. We will notify you of material changes via email or through the Service.
11. Contact Us
If you have questions about this Privacy Policy or your data, please contact us at our contact page.