Privacy Policy

1. Introduction

Welcome to FreeDemandLetter ("we," "us," or "our"). We value your privacy and are committed to protecting your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your data when you use our website and services (collectively, the "Service").

By accessing or using the Service, you agree to the terms of this Privacy Policy. If you do not agree, please discontinue use of our Service.

2. Information We Collect

Personal Information You Provide

• Contact Information: When you choose to communicate with us, you may provide your name, email address, or phone number.
• Letter Details: You may provide specific information about your dispute or claim, such as parties involved, dates, owed amounts, and other details necessary to generate a demand letter. This information is treated as highly confidential and is subject to strict security measures.

Automatically Collected Information

• Usage Data: We may collect information such as your IP address, browser type, operating system, referring URLs, pages visited, time spent on pages, clicks, and other interactions with the Service. We collect this information to analyze trends, administer the site, track users' movements around the site, and gather demographic information.
• Cookies & Tracking: We use cookies, web beacons, and similar technologies to enhance your experience. We use session cookies (which expire when you close your browser) and persistent cookies (which remain on your computer for a longer period). We use cookies to remember your preferences and to track usage of the Service. You can disable cookies through your browser settings, but certain features of the Service may not function properly if you do so.

Third-Party Analytics

We use Google Analytics to help us understand how users engage with our Service. Google Analytics collects data such as how often users visit and which pages they view. We have enabled IP anonymization in Google Analytics. We retain data in Google Analytics for 26 months. You can opt-out of Google Analytics tracking by installing the Google Analytics Opt-out Browser Add-on, available here: Google Analytics Opt-out Browser Add-on. We have a Data Processing Agreement in place with Google.

3. How We Use Your Information

Provide and Improve the Service

• To generate your demand letter template based on the information you provide.
• To troubleshoot technical issues.
• To improve the accuracy and effectiveness of our AI algorithms.
• To personalize and improve our Service's functionality and performance.

Communicate With You

• To respond to your inquiries, comments, and requests.
• To respond to your requests for support.
• To send administrative information (e.g., changes to terms, policies).

Analytics and Research

• To analyze usage trends in an aggregated and anonymized manner to improve our Service and develop new features.

Legal Compliance

• To comply with New York and other applicable laws, regulations, or legal processes.
• To protect the rights, property or safety of FreeDemandLetter, our users, or others.

We do not sell your personal information to third parties. We may share information with service providers who assist in operating our Service (e.g., hosting, analytics) under strict confidentiality agreements.

4. Data Security

We employ reasonable measures designed to protect your data from unauthorized access, alteration, disclosure, or destruction, including but not limited to:

• Encryption: Sensitive data, including the information you provide to generate your demand letter, is encrypted in transit using HTTPS/SSL (TLS 1.2 or higher). We encrypt data at rest using AES-256 encryption.
• Access Controls: We maintain strict access controls to personal data, limiting access to personnel who need it for legitimate operational purposes.
• Security Assessments: We conduct periodic reviews of our security systems to identify and mitigate vulnerabilities.
• Data Breach Notification: In the event of a data breach, we will take reasonable steps to notify affected users and relevant authorities, as required by applicable law.

No method of transmission or electronic storage is completely secure, but we strive to protect your personal information as thoroughly as possible.

5. Data Retention

We retain your information only for as long as necessary to fulfill the purposes described in this Privacy Policy, or to comply with legal obligations. Specifically, we retain the information you provide to generate your demand letter for 30 days after the letter is generated, after which it is securely deleted. We retain aggregated and anonymized usage data indefinitely. We retain this information to allow you to access and modify your generated letter within a reasonable timeframe while ensuring your data is not stored longer than necessary.

6. Your Rights

All data requests must be submitted via [email protected]

Depending on your jurisdiction, you may have certain rights regarding your personal data, such as:

• Access: You have the right to request a copy of the personal information we hold about you.
• Correction: You have the right to request that we correct inaccurate or incomplete data.
• Deletion: You have the right to request that we delete your personal information, subject to legal exemptions (e.g., we may need to retain some information for legal compliance).
• Opt-Out: You can unsubscribe from any marketing communications (we don't currently send marketing communications, but include this for future-proofing).
• Data Portability: In some jurisdictions, you have the right to request a copy of your data in a structured, commonly used format.
• Object to Processing: You may have the right to object to the processing of your personal data, under certain circumstances.
• Restrict Processing: You may have the right to request that we restrict the processing of your personal data, under certain circumstances.
• Lodge a Complaint: You have the right to lodge a complaint with a supervisory authority.

To exercise these rights, contact us at [email protected]. We will respond within a reasonable timeframe (and in accordance with any applicable legal requirements, such as within 30 days under GDPR). We may need to verify your identity before fulfilling your request.

7. Children's Privacy

Our Service is not intended for individuals under 13 years of age. We do not knowingly collect personal information from children. If you believe a child has provided us with personal data, please contact us immediately so we can remove it.

8. International Users

Our Service is operated from the United States. If you access the Service from outside the U.S., you do so at your own risk and are responsible for compliance with local laws. By using the Service, you consent to the transfer of your information to the United States, which may have different data protection laws than your country of residence.

9. Changes to This Policy

We reserve the right to update this Privacy Policy at any time. The "Last Updated" date at the top indicates the latest revision. Your continued use of the Service after any changes constitute your acceptance of the revised policy. We will notify you of any material changes to this Privacy Policy as required by law.

10. Contact Us

If you have any questions or concerns about this Privacy Policy, please reach out to us at: [email protected]