Privacy Policy

1. Who We Are

Ritemails is a digital mail and document management service that enables users to securely receive, upload, store, organize, and interact with personal and business documents in one place. The service allows users to manage physical and digital correspondence, including letters, invoices, statements, and other records, and to access intelligent tools that help extract, organize, and retrieve information from those documents.

Ritemails provides features such as document scanning, cloud storage, document categorization, searchable archives, and AI-assisted interactions that allow users to query, summarize, and manage their documents more efficiently. The service may also integrate with third-party platforms and communication tools to enable users to access and manage documents originating from multiple sources.

Ritemails is designed to help individuals and organizations reduce administrative friction, maintain better oversight of their documents, and interact with their information in a secure, centralized, and intelligent way.

Ritemails is owned and operated by Ritestack Limited, registered in England and Wales. We are the “data controller” for the personal data processed through our Services.

2. What Data We Collect

We may collect and process the following types of personal data:

a. Information You Provide

• Name
• Email address
• Account login details (e.g., passwords stored securely via hashing, profile details for Google, Apple or Microsoft)
• Uploaded or scanned letters and attachments
• Calendar preferences and connected calendars
• Metadata extracted from letters (e.g., sender name, dates, content summaries, etc)
• Payment information (card details are processed securely by third-party payment processors; we do not store full card details)
• Customer support messages

b. Information Collected Automatically

• IP address
• Browser type, device type, and operating system
• App usage data and in-app interactions
• Pages visited and usage data
• Date and time of access
• Diagnostic data (crash logs, performance logs)
• Access timestamps

c. Data from Third Parties

If you connect third-party accounts (e.g., Apple Calendar, Google Calendar, Outlook, Microsoft, Notion Calendar, Zoho Calendar, etc), we may process:

• IP address
• Browser type, device type, and operating system
• App usage data and in-app interactions

All such data is processed in accordance with your chosen permissions.

3. How We Use Your Data

We use your personal data to:

• Create and manage your account
• Deliver, maintain, and improve the Services
• Securely process, store, organise, and display scanned or uploaded letters
• Provide AI-powered features such as sorting, categorisation, summarisation, reply drafting, etc
• Create reminders or events (only when prompted by you)
• Link letters to calendars (if enabled by you)
• Provide customer support
• Send administrative or service-related communications
• Send marketing communications
• Process payments
• Detect, prevent, and address fraud or security issues
• Analyse Service performance (aggregated or anonymised analytics)
• Comply with legal obligations

Ritemails uses automated systems and AI to categorise, summarise, and suggest actions for your letters in the following ways:

• Auto-categorising letters
• AI sorting of documents
• AI summaries
• Drafting replies automatically
• Auto-creating calendar events (when initiated by the user)
• Auto-detecting renewal dates or deadlines
• Suggesting actions or priorities
• Flagging possible important or urgent mail
• Scanning for keywords or metadata extraction

Ritemails does not use automated decision-making to make decisions that have legal or material effects on your rights, obligations, or access to services, e.g. approving credit, rejecting an application, canceling your third party services, etc.

4. Legal Bases for Data Processing

We rely on the following legal bases:

• Contract: To deliver our Services
• Consent: For optional features and integrations
• Legal obligation: To comply with UK law
• Legitimate interests: Improving and securing the Services, preventing abuse, analytics (in anonymised/aggregate form)

5. How We Share Your Data

We do not sell your personal data. We may share your data with:

a. Service Providers

• Cloud storage providers
• Hosting and infrastructure providers
• Analytics platforms
• Customer support tools
• Email delivery services
• Payment processors

All third-party processors are contractually required to safeguard your data and use it only as instructed by us.

b. Professional Advisers

• Legal advisers
• Accountants
• Compliance consultants

c. Authorities

Where legally required, including law enforcement, fraud-prevention agencies, and regulators.

d. Business Successors

If we undergo a merger, acquisition, restructuring, or sale of assets.

6. International Transfers

If we transfer your data outside the UK (e.g., to the United States), we apply safeguards such as:
• UK-approved Standard Contractual Clauses (SCCs)
• Data Processing Agreements
• Additional security measures as required by the ICO

7. Data Retention

We retain personal data only for as long as necessary to:
• Provide the Services
• Comply with legal and regulatory obligations
• Resolve disputes
• Enforce agreements

When you delete your account, your personal data is deleted or anonymised within a reasonable period. Some or all of your data may be retained if required by law.

8. Your Rights (UK & EU Users)

You have the right to:

• Access the personal data we hold about you
• Request correction of inaccurate data
• Request deletion (“right to be forgotten”)
• Object to or restrict processing
• Request data portability
• Withdraw consent at any time (where applicable)
• Complain to the ICO if you believe your rights have been violated

To exercise your rights, contact us at [email protected].

9. Your Rights (US Users)

Users in certain US states (e.g., California) have additional rights, including:
• Right to know what data we collect
• Right to access personal data
• Right to deletion (subject to exceptions)
• Right to non-discrimination for exercising privacy rights

Requests can be submitted to [email protected].

10. Cookies and Tracking Technologies

We may use cookies and similar technologies across our Services to:
• Enable core functionality
• Improve performance
• Remember user preferences
• Analyse website usage

You may manage cookie preferences through your browser settings. A full Cookie Policy may be provided separately.

11. AI Processing Transparency

Ritemails uses AI to categorise letters, summarise content, draft replies, suggest actions, and assist with organisation of mail.

Important:
• AI outputs may not always be accurate
• We do not use your data to train public AI models
• We may use anonymised or aggregated data to improve our internal models
• You maintain full control over your files stored in the cloud

12. Security

We implement technical and organisational measures to protect your personal data against unauthorised access, loss, or misuse. These measures include encrypted transmission (TLS), encrypted storage (AES-256 for cloud-stored content), access controls, multi-factor authentication (if enabled by the user), and regular security reviews of our security practices.

However, no system is 100% secure. Please protect your login credentials and notify us immediately of any unauthorised use of your account.

13. Children’s Data

Ritemails is not intended for independent use by children under the age of 16. However, users aged 13–15 may use the Service only with the verified consent of a parent or legal guardian, as part of an account created and managed by that parent or guardian. Children under 16 cannot create an account themselves.

Where a parent or guardian adds a child to their account, they confirm that:
• they are the child’s parent or legal guardian
• they consent to the processing of the child’s personal data
• they will supervise the child’s use of the Service
• they accept responsibility for the child’s uploaded letters, documents, and account activity

We may take reasonable steps to verify parental consent before enabling access. If we discover that a child under 16 is using Ritemails without appropriate consent, we will suspend or delete the account as required by law.

Ritemails processes children’s data only as necessary to provide the Service under adult supervision and in accordance with the UK GDPR, the Data Protection Act 2018, and any applicable child-privacy requirements.

14. Changes to this Policy

We may update this Privacy Policy from time to time to reflect legal, technical, or business developments. The most current version will always be available on our website with the effective date at the top. We encourage you to review this Policy periodically.

15. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy, please contact:
Ritemails Privacy Team
Email: [email protected]

You also have the right to lodge a complaint with the UK’s Information Commissioner’s Office (ICO):
https://ico.org.uk/