1. Who we are and when this policy applies
AutoLetters is a service operated by AutoThink Group Ltd (“AutoLetters”, “we”, “us” or “our”). AutoThink Group Ltd is the controller of personal information handled through the AutoLetters website and service.
This policy applies when you visit our website, speak with Lenny, create an account, prepare artwork or an audience, upload a recipient list, place an order, make a payment, receive an email or contact us for support.
2. Information we collect
Account and contact information
Your name, email address, telephone number, business details, return address, account credentials and communication preferences.
Campaign and conversation information
Your campaign brief, messages with Lenny, product choices, quantities, brand notes, website text you supply, artwork, uploads, edits, approvals and other decisions needed to prepare a campaign.
Audience and recipient information
Audience definitions, postcode searches, address records, uploaded recipient lists, suppression information and validation results. Recipient addresses are used to prepare and fulfil the campaign. We do not send whole recipient lists to an artificial-intelligence model.
Order and payment information
Orders, prices, payment state, refunds, credits, invoices and transaction references. Card details are collected and handled by our payment provider; AutoLetters does not store your complete card number or security code.
Technical and support information
Device and browser information, security logs, service errors, dates and times of activity, and information you give us when asking for help.
Signed-out work
If you use the planning workspace without an account, a random browser identifier keeps that work linked to your device. If you later create an account, we attach that work to it. Clearing browser data before creating an account may remove access to signed-out work.
3. How and why we use information
- To provide the service and perform our contract with you: save campaigns, generate and check artwork, build audiences, take payment, fulfil orders and provide support.
- To take steps you request before a contract, such as preparing a quote or validating artwork.
- For our legitimate interests in securing, troubleshooting and improving the service, preventing misuse, keeping business records and understanding where a campaign journey stops.
- To meet legal obligations, including financial record-keeping and responding to lawful requests.
- With consent where the law requires it. You may withdraw consent at any time without affecting earlier use.
We use automated tools to help interpret briefs, generate draft copy or imagery and check files. A person must approve artwork and release an order before dispatch. Do not include unnecessary sensitive personal information in a conversation, file or list.
4. Who receives information
We share only what is reasonably needed with providers that help us operate the service:
- Lovable Cloud for application hosting, account access, databases and private file storage.
- Stripe for card payments, subscriptions, refunds, receipts and payment-risk checks.
- SendGrid for account, payment and campaign-status emails.
- AutoPostcode for address search, lookup and validation.
- Stannp for print, addressing, postage, proofs and fulfilment of supported products.
- AI service providers used through our application to assist with campaign planning, copy and imagery. Recipient lists are not submitted wholesale to these services.
- Professional advisers, regulators, courts or law-enforcement bodies where necessary or required by law.
Some providers may process information outside the UK. Where required, we use recognised safeguards for international transfers. Providers also have their own legal duties and privacy information.
We do not sell personal information.
5. Storage, security and retention
We use access controls, private storage, encrypted connections and server-side permission checks intended to protect information. No online service can promise absolute security.
We keep information only for as long as reasonably needed for the purposes above, including providing the service, keeping order and financial records, resolving disputes and meeting legal duties. Retention varies by record type. Signed-out campaign conversations are currently kept until deleted by our team or claimed into an account; you can ask us to remove them if you can identify the browser session or campaign.
When information is no longer needed, we delete it or anonymise it where reasonably possible. Backups and provider records may take longer to expire.
6. Your choices and rights
Depending on the circumstances, UK data-protection law may give you the right to ask for access, correction, deletion, restriction, objection or transfer of your personal information, and to withdraw consent.
You may update account details in your account or contact us. We may need to verify your identity before completing a request. Some information must be retained where we have a legal obligation or an overriding lawful reason.
You may also complain to the UK Information Commissioner’s Office at ico.org.uk. Please contact us first if you would like us to try to resolve the concern.
8. Children and third-party data
AutoLetters is a business service and is not intended for children. You must be at least 18 to create an account or place an order.
If you upload or select information about recipients, you are responsible for having a lawful basis to use it for direct mail, keeping it accurate, honouring objections and suppression requests, and complying with applicable marketing and data-protection law.
9. Changes to this policy
We may update this policy when the service, providers or law changes. We will post the revised version here and update the date above. If a change materially affects how we use account information, we will take reasonable steps to bring it to your attention.
10. Contact us
AutoThink Group Ltd, trading as AutoLetters
Moss Bridge Road
Rochdale
OL16 5EA
United Kingdom
Email: info@autoletters.co.uk