Letterbatch Privacy Policy
Effective date: October 18, 2026.
1. About this policy
OFFBY5 LLC, an Illinois company doing business as Letterbatch, operates the Letterbatch website and free beta. This policy explains how we handle information about visitors, beta applicants, participants and people who contact us.
Letterbatch is currently collecting beta waitlist signups. The account-related sections below describe how we handle information when beta access is provided.
Letterbatch processes working documents and data locally in your browser by design. Account, waitlist, support and technical information are handled separately as described below. Reading this policy or accepting our Terms is not blanket consent to unrelated uses of information.
2. Information we handle
We handle the following information, depending on how you interact with Letterbatch:
- Beta applications: your name, email, optional team/workflow answers, application status and related timestamps.
- Accounts: account identifiers, sign-in and verification information, session/security records, and any name or profile image you provide.
- Emails and requests: correspondence and attachments you send us; beta-email delivery, open/click, preference, unsubscribe and rejoin records.
- Technical information: IP address, approximate country, browser/device information, requested pages or resources, visit/performance information and bot/security signals.
- Terms acceptance: limited information identifying who accepted, when, their personal or organizational capacity, age/authority confirmations, and the exact terms and acceptance process used.
Information comes from you, people authorized to act for you or your organization, your browser/device and our providers. Optional application answers are not required for approved beta access. The free beta does not require a payment card.
Your working files, recipient data, drafts and outputs are processed and saved in browser storage rather than uploaded to our servers by design. We do not acquire permission to sell that content, use it for advertising or AI training, or independently reuse it for product improvement. Keep your own source files and backups and download what you need before access ends. Closing an account does not remotely erase local or downloaded copies.
3. How we use information
We use information to manage beta applications and invitations; provide and secure accounts; operate and improve the website and service; answer support, privacy and security requests; send requested beta communications and necessary service notices; record agreement acceptance; prevent abuse; and meet legal obligations or handle claims. Improving the service does not expand our permission to use your working files.
Where applicable, we rely on performing a contract or taking requested steps toward one for account services; legitimate interests in service administration, security, support and necessary records; legal obligations; and consent where required for promotions or tracking. We consider your rights when relying on legitimate interests.
Promotional emails require a separate optional opt-in. Declining them does not affect beta access. Terms-acceptance confirmations and copies contain no promotions. Essential application information is needed to process a request or provide access.
4. Providers and disclosures
We use:
- Clerk for accounts and authentication.
- Cloudflare for hosting, software delivery, the waitlist database, bot protection, security and website analytics.
- MailerLite for beta-waitlist emails, rejoin confirmations, subscriber preferences, and delivery and engagement records.
- Microsoft 365 for internal signup notifications, support/legal correspondence and replies.
These providers handle information needed for their respective functions. Their involvement does not mean they receive your browser-local working files. MailerLite may also retain historical newsletter contacts and preferences from the discontinued blog subscription.
Access is limited to authorized people who need it for the stated purposes. We may disclose information where necessary and lawful to advisers, authorities, parties involved in legal claims or a business successor subject to applicable obligations and user rights. Recipient email services also receive messages delivered to them.
5. Cookies, analytics and beta emails
Cookies and browser storage support sign-in, security, preferences and saved work. Cloudflare provides website visit/performance analytics and bot checks. Browser settings can block or clear storage, which may affect sign-in or remove saved work.
MailerLite processes email delivery information. We have turned off open tracking for beta-waitlist acknowledgment emails, but MailerLite still records link clicks. Confirmation emails may also generate open and click records. Email privacy and security tools can affect these records, so they do not reliably show that you read a message. Confirmation, unsubscribe and rejoin actions also create records needed to manage your preferences.
You can leave the waitlist using the unsubscribe link in beta-waitlist emails. Leaving stops covered communications; it does not automatically delete all records. Rejoining requires a fresh explicit request and email confirmation where required, without resending the original acknowledgment.
Where applicable law requires consent for cookies or tracking, we will obtain it before that processing and provide an appropriate way to decline or withdraw it. Consent to receive messages and consent to optional tracking are distinct.
6. How long we keep information
We retain information for its stated purpose and delete it sooner when no longer needed or legally required. Our beta commitments are:
| Record | Retention or cleanup |
|---|---|
| Pending waitlist applications | Up to 12 months after signup or the latest explicit confirmation of continued interest. Email sends and opens do not restart this period. Remove expired records and clean up obsolete records within 30 days if the waitlist closes. |
| Leaving the waitlist | Remove full signup details from controlled active stores and redundant notification-mail copies within 30 days, subject to justified exceptions. |
| Ordinary support correspondence | Up to 12 months after resolution. |
| Account/profile information | Remove unnecessary information from controlled active systems within 30 days after account closure or beta ending, unless you separately opt into continued service. |
| Minimal terms-acceptance evidence | During beta participation and up to 10 years afterward, subject to continuing necessity and applicable law. |
| Minimal privacy-request log | 24 months after completion, subject to applicable retention requirements. |
We keep a minimal suppression record while needed to honor an opt-out. Suppression and acceptance-record retention are reviewed at least annually. Later logins or paid service do not automatically restart the beta acceptance-record period.
Limited records may be retained for a specific legal obligation or claim. Technical/security records are kept according to their operational, security and legal purposes. Provider recovery copies follow the relevant service's retention cycle and may remain after active-system deletion. We will honor valid deletions and opt-outs after a restore; immediate erasure from every backup or another person's mailbox is not promised.
7. International processing
Offby5 is based in the United States. Our providers may process account, website, waitlist and correspondence information in the United States and other countries where they operate.
Where required, we use applicable adequacy arrangements or contractual safeguards, such as standard contractual clauses and relevant UK or Swiss provisions. Data Privacy Framework reliance applies only to transfers covered by the receiving provider's participation. Contact [email protected] for information about relevant safeguards or an available copy, subject to lawful confidentiality and security protections.
8. Your choices and requests
Depending on applicable law, you may have rights to access, correct, delete or obtain a portable copy of information; restrict or object to processing; withdraw consent; or exercise applicable sale, sharing or advertising opt-outs. Withdrawal does not undo earlier lawful processing.
Email [email protected] for privacy requests or account closure. We will acknowledge requests within five business days, sooner where required, and respond within applicable legal deadlines. Any permitted extension will be explained within the required period.
We may use proportionate checks to verify identity or authority. Government-ID uploads are not a routine requirement. If you have lost account/email access, contact us for an alternative. If we cannot fully fulfill a request, we will explain the lawful reason, actions taken and any applicable appeal or complaint options. You may complain to your competent privacy regulator without contacting us first.
We cannot retrieve working files held only in your browser. An organization using Letterbatch may separately be responsible for information in its own files; this does not prevent requests about Offby5's handling.
9. Support, security and age
Send fictional or properly redacted support examples. Do not send or display protected health information or other sensitive information in support files, screenshots or screen sharing. If received accidentally, we will restrict access, stop ordinary troubleshooting with it, request a replacement and remove unnecessary copies as soon as reasonably practicable and lawful, preserving restricted copies where necessary for legal or incident purposes.
We will maintain reasonable safeguards; perfect security is not guaranteed. Report concerns to [email protected] without passwords, login codes or sensitive files. We will notify affected users of relevant incidents without undue delay, subject to applicable legal requirements and our Beta Terms.
Beta participants must be 18 or older. This does not prohibit lawful working files concerning minors. Contact us if you believe an underage person supplied account or application information.
10. Changes and contact
We will update the effective date and communicate important changes or new purposes before the relevant processing where required. Any required consent or other lawful basis must be in place before a new use begins.
For questions or requests, email [email protected], or write to:
OFFBY5 LLC, doing business as Letterbatch
211 W. Wacker Drive
Ste 120 PMB 2303
Chicago, IL 60606
United States
This contact does not exclude other legally valid request methods.