Privacy Policy
Last updated: 03.27.2026
This Privacy Policy explains how Simpletter (“we”, “us”, or “our”) collects, uses, stores, and shares personal data when you visit our website or use our Service.
By using the website or the Service, you acknowledge that your personal data may be processed as described in this Privacy Policy.
1. Who this Privacy Policy applies to
This Privacy Policy applies to visitors of our website and to users of the Simpletter Service.
The Service is intended for consumers and is not directed to children under the age of 18.
2. Contacts
If you have any questions about this Privacy Policy or want to exercise your privacy rights, you can contact us at:
info@simpletter.co
3. What personal data we collect
Depending on how you use the website and the Service, we may collect the following categories of personal data.
Information you provide directly
This may include:
your name;
your email address;
your phone number;
the name of your landlord or other recipient;
the landlord’s address, if you provide it;
the rental property address;
tenancy dates;
deposit amount;
dispute-related facts and supporting information;
bank details you choose to include;
additional information you enter into the form;
messages you send to us.
Information collected automatically
When you visit the website, certain technical information may be collected automatically, such as:
IP address;
browser type;
device information;
operating system;
basic website usage information;
cookie-related preferences.
Payment-related information
Payments are processed by third-party payment providers. We do not store full card details.
We may receive limited transaction-related information, such as:
payment status;
payment amount;
transaction identifier;
limited billing or anti-fraud information shared by the payment provider.
4. How we use personal data
We use personal data for the following purposes:
to provide the Service;
to generate and deliver requested documents;
to process payments;
to send the generated result to your email address;
to respond to support requests;
to maintain, secure, and improve the website and Service;
to prevent fraud, misuse, and unauthorized activity;
to comply with legal, tax, accounting, and regulatory obligations;
to enforce our Terms & Conditions and protect our rights.
We do not use your data for email marketing or promotional newsletters unless we clearly ask for and receive your consent separately.
5. Legal bases for processing
Where GDPR or similar data protection laws apply, we generally rely on one or more of the following legal bases:
performance of a contract — where processing is necessary to provide the Service you requested, including generating and delivering documents;
legal obligation — where processing is necessary to comply with applicable law, accounting, tax, fraud prevention, or regulatory requirements;
legitimate interests — where processing is reasonably necessary to operate, secure, improve, or defend the website and Service, provided such interests are not overridden by your rights;
consent — where consent is required, for example for certain non-essential cookies or analytics tools, if and when enabled.
6. AI-assisted and automated processing
The Service uses automated tools and AI-assisted processing to generate documents based on the information you submit.
This means that the content you provide may be processed by trusted service providers acting on our behalf in order to generate the requested output.
You are responsible for reviewing all generated documents before using, sending, signing, or relying on them.
7. Sharing of personal data
We may share personal data with service providers that help us operate the website and Service.
These may include providers for:
online forms and intake collection;
workflow automation;
AI processing;
payment processing;
email delivery;
PDF generation;
website hosting;
technical infrastructure and security.
Based on the current setup, this may include services such as:
Tally
Make
OpenAI
Stripe
Microsoft 365
PDF.co
Framer
We may also disclose personal data where required by law, regulation, court order, legal process, or where reasonably necessary to protect our rights, prevent fraud, or enforce our Terms.
We do not sell your personal data.
8. International data transfers
Because some of our service providers may operate internationally, your personal data may be transferred to or processed in countries outside your country of residence, including outside the European Economic Area.
Where required by applicable law, we take reasonable steps to use appropriate safeguards for such transfers.
9. Data retention
We keep personal data only for as long as reasonably necessary for the purposes described in this Privacy Policy.
As a general rule:
form submission data and generated output are retained for up to 6 months from the date of submission;
support communications may be retained for up to 6 months after the matter is closed;
transaction, accounting, and compliance-related records may be retained for longer where required by law or reasonably necessary for legal, tax, fraud prevention, or dispute resolution purposes.
We may retain data for longer if necessary to establish, exercise, or defend legal claims, comply with legal obligations, or investigate abuse or fraud.
10. Cookies and similar technologies
We may use cookies and similar technologies to operate the website, remember preferences, improve functionality, and, if enabled, measure website performance.
Strictly necessary cookies
Some cookies are necessary for the operation of the website and do not require consent where permitted by law.
Analytics cookies
If analytics tools are enabled, we will use analytics cookies or similar technologies only in accordance with applicable law and, where required, only after you have provided consent through our cookie banner or preference tool.
If analytics are not enabled, we do not use analytics cookies for website measurement.
You can manage cookie preferences through our cookie banner, where available, and through your browser settings.
11. Personal data relating to other people
The Service may allow you to enter information relating to another person, such as a landlord or other recipient.
By submitting such information, you represent that you have a lawful basis to provide it and that doing so does not violate applicable law or third-party rights.
Please do not submit unnecessary sensitive personal data.
12. Your rights
Depending on your location and applicable law, you may have the right to request:
access to your personal data;
correction of inaccurate data;
deletion of your personal data;
restriction of processing;
objection to certain processing;
data portability, where applicable;
withdrawal of consent, where processing is based on consent.
To exercise your rights, contact us at:
info@simpletter.co
We may ask for reasonable information to verify your identity before responding to a request.
You may also have the right to lodge a complaint with a competent data protection authority.
13. Security
We take reasonable technical and organizational measures to protect personal data against unauthorized access, loss, misuse, alteration, or disclosure.
However, no website, transmission method, or storage system is completely secure, and we cannot guarantee absolute security.
14. Children
The website and Service are not intended for children under 18.
We do not knowingly collect personal data from children. If you believe that a child has submitted personal data to us, please contact us and we will take appropriate steps.
15. Changes to this Privacy Policy
We may update this Privacy Policy from time to time.
When we do, we will post the updated version on the website and update the “Last updated” date above. Your continued use of the website or Service after the updated version becomes effective constitutes acknowledgment of the updated Privacy Policy.
You will find an easy-to-navigate table of contents on the left on desktop, or above on tablet and mobile. The placeholders below can be replaced by your actual Terms of Service text, including H2, H3, paragraphs, lists, and links as needed for your legal content.
Questions?
If you have questions about these terms, contact us at: legal@simpletter.co
Email Us