Privacy Policy

1. Information We Collect

Account Information

When you create a SENTiment account, we may collect information such as your name, email address, account credentials, profile information, communication preferences, and other information you choose to provide.

SENTiment Content

Depending on how you use SENTiment, you may provide:

• Typed letters and messages
• Photographs or scans of handwritten letters
• Voice recordings
• Video recordings
• Photographs and other uploaded media
• Delivery instructions and scheduling information

We refer to these personal materials collectively as “SENTiment Content.”

Recipient Information

When you create a SENTiment for another person, we may collect information you provide about that recipient, such as their name, email address, physical mailing address, delivery information, occasion, or other information necessary to provide the service you request.

Recipient information may also be used to maintain your SENTiment history and, subject to your communication preferences and applicable law, provide relevant occasion or memory reminders.

Transaction and Order Information

When you purchase a paid SENTiment product, membership, or other service, we may maintain information about the transaction, including the product purchased, amount, order status, payment status, refunds, membership status, fulfillment information, and transaction dates.

Payment card information is processed by our payment provider. SENTiment does not need to store your complete payment card number in its application database.

Usage, Delivery, and Technical Information

We may collect operational information necessary to operate, secure, support, and improve SENTiment, including:

• Account activity
• SENTiment creation and scheduling activity
• Delivery status
• Email delivery events
• Email opens and link interactions where tracking is enabled
• Recipient access to a private SENTiment
• Dates and times associated with delivery and access
• Technical or application information needed to diagnose problems

Email-open information may be affected by how email applications automatically load or cache images and therefore may not always represent an actual human viewing an email.

2. Data Minimization

We seek to collect and retain information reasonably necessary to provide, secure, support, and improve SENTiment and to meet legitimate business and legal obligations.

Where practical, we design features to avoid collecting personal information that is not reasonably necessary for the requested service.

For example, SENTiment may require confirmation that a customer meets our minimum age requirement without requiring the customer to provide a complete date of birth when that information is not otherwise necessary.

As SENTiment evolves, we will continue to consider whether information needs to be collected, how long it needs to be retained, and whether less information can reasonably accomplish the same purpose.

3. How We Use Information

We may use information collected through SENTiment to:

• Create and maintain customer accounts
• Store and preserve SENTiment Content
• Maintain a customer’s history and SENTiment Library
• Schedule and deliver SENTiments
• Prepare digital and physical SENTiments
• Process purchases, memberships, refunds, and fulfillment
• Provide customer support
• Send transactional and account communications
• Provide requested reminders and account experiences
• Maintain security and prevent fraud, spam, and abuse
• Diagnose technical problems
• Maintain administrative and operational records
• Improve the reliability and customer experience of SENTiment
• Comply with applicable legal, accounting, and regulatory obligations

Private SENTiment Content is not intended for routine human review by SENTiment personnel.

Authorized access may occasionally be necessary to provide support requested by a customer, investigate suspected fraud or abuse, respond to a security incident, resolve a technical or fulfillment problem, protect SENTiment or its users, or comply with applicable law or legal process.

Where reasonably possible, our administrative tools and processes are designed to focus on operational information rather than the private contents of a SENTiment.

4. Your Content and Ownership

You retain ownership of the SENTiment Content you create or upload.

By using SENTiment, you provide Sentiment LLC only the permissions reasonably necessary to host, store, preserve, process, format, reproduce, print, transmit, and deliver your content in order to provide the services you request.

For example, when you ask SENTiment to prepare and mail a handwritten letter, we need permission to process the uploaded image, prepare it for printing, print it, and deliver it to the recipient you designate.

These permissions do not transfer ownership of your content to SENTiment.

We do not claim ownership of your words, handwriting, voice, photographs, videos, or memories simply because you use SENTiment to preserve or deliver them.

5. The SENTiment Library and Preservation

Preservation is part of the SENTiment experience.

SENTiment is designed not only to deliver meaningful messages but also to give customers a record of the SENTiments they have created and sent.

Delivered SENTiment Content may remain available through My SENTiments or the SENTiment Library according to the retention period associated with your account or membership.

Our planned public-launch retention structure is:

Free accounts: eligible delivered SENTiment Content may be preserved for up to six months following delivery.

Active eligible INKwell memberships: eligible SENTiment Content may remain preserved in the customer’s SENTiment Library while the qualifying membership remains active.

After INKwell cancellation: eligible archived content will receive a 90-day grace period before becoming eligible for deletion. During this period, customers will have an opportunity to restart an eligible membership, download available content, or otherwise manage eligible SENTiments.

We intend to provide reasonable advance notice before eligible archived content is automatically removed under an applicable retention period.

These retention periods will become operative as the associated retention and deletion features are implemented for public use. During beta or transitional periods, content may be retained longer while these systems are tested and implemented.

Certain content may also remain longer when necessary for security, dispute resolution, legal obligations, technical recovery, or other legitimate purposes.

6. Customer Choice, Downloads, and Deletion

We believe customers should have meaningful control over what happens to their words and memories.

Where available, customers may download or save eligible SENTiment Content.

Customers may also delete eligible drafts or other content through available account controls.

SENTiment may introduce additional privacy options, including a Deliver & Delete feature that allows a customer to request that eligible private content be removed after successful delivery rather than preserved in their Library.

When such features become available, SENTiment will clearly explain the applicable timing and choices before the customer uses them.

Deletion of private content does not necessarily require deletion of operational records that SENTiment reasonably needs to maintain, such as records showing that an order was purchased, paid, refunded, fulfilled, delivered, or subject to a security or administrative event.

7. Automated and Artificial Intelligence Processing

SENTiment does not currently require artificial intelligence to read or analyze the private meaning of your SENTiment Content as part of our core service.

Certain technical processing may be used to provide a feature requested by the customer, such as preparing uploaded content for display, storage, printing, or delivery. Technical processing does not give SENTiment ownership of that content.

In the future, SENTiment may introduce optional AI-assisted features that help customers organize, search, remember, format, or interact with their SENTiment Library.

If a future feature involves analyzing the private meaning or contents of a SENTiment for purposes beyond what is reasonably necessary to provide the requested service, we intend to provide appropriate information and customer choice before that feature is used.

For example, a future optional feature could allow a customer to have SENTiment identify important occasions, dates, people, or themes for memory and reminder purposes.

We will update our privacy disclosures as appropriate when such features are introduced.

8. How We Share Information

SENTiment does not sell your private SENTiment Content to advertisers or data brokers.

We use third-party service providers to help operate SENTiment. These providers may process information reasonably necessary to perform services on our behalf, including services involving:

• Database, authentication, and private file storage
• Website hosting and infrastructure
• Email delivery
• Payment processing
• Business communications
• Address validation
• Security and monitoring
• Mailing and fulfillment
• Other technology or infrastructure necessary to provide SENTiment

When selecting service providers that process personal information on our behalf, we consider their security and privacy practices and, where appropriate, use contractual and other safeguards designed to protect information entrusted to SENTiment.

We may also disclose information where reasonably necessary to comply with applicable law or legal process, respond to lawful governmental requests, protect the security or rights of SENTiment or others, investigate fraud or abuse, enforce our agreements, or respond to an emergency involving safety.

9. Payments

Payments for paid SENTiment products and memberships are processed through third-party payment providers.

Those providers may collect payment card and billing information directly from you according to their own privacy and security practices.

SENTiment may maintain operational records necessary to identify purchases, payments, refunds, memberships, and fulfillment.

Certain financial and transaction records may be retained after an account or associated private content is deleted where reasonably necessary for accounting, tax, fraud prevention, dispute resolution, security, or legal purposes.

10. Email, Delivery, and Engagement Information

SENTiment uses email to deliver SENTiments and send transactional communications such as confirmations, delivery information, account notices, payment information, refunds, security notices, and other communications necessary to provide requested services.

Where enabled, our email systems may report events such as successful delivery, email opens, and link interactions.

Open tracking commonly relies on a small image contained in an email. Email applications may automatically load or cache images, so an “open” should not be considered a perfect measurement that a particular person actually read a message.

We may use delivery and engagement information to operate SENTiment, troubleshoot delivery problems, provide appropriate delivery-status information, maintain operational records, and improve reliability and customer experience.

11. Marketing, Occasion Reminders, and Communication Choices

SENTiment distinguishes between communications necessary to provide the service and optional promotional communications.

Transactional communications may include receipts, password resets, security notices, scheduled-delivery information, delivery confirmations, account notices, and other communications reasonably necessary to provide a service you requested.

Marketing communications may include promotions, offers, product announcements, writing inspiration, and other promotional messages.

Where appropriate or required, SENTiment will provide customers with choices regarding promotional communications.

Marketing emails will provide an accessible method for unsubscribing. We intend to make opting out of optional communications straightforward and easy to access.

Customers may also be provided controls for categories such as:

• Promotions & Offers
• Occasion & Memory Reminders
• SMS Promotions, if and when introduced

Opting out of marketing does not prevent SENTiment from sending communications reasonably necessary to operate your account, protect its security, process a transaction, or complete a delivery you requested.

SENTiment may use appropriate non-content information—such as recipient, occasion, delivery date, or SENTiment type—to provide customer-requested or permitted reminders such as:

“Last year you sent a birthday SENTiment around this time.”

SENTiment does not need to analyze the private words of a letter merely to remember that a SENTiment was created for a particular occasion.

12. Consent and Your Preferences

Where SENTiment requests consent for optional communications, we may maintain records concerning what you agreed to, when the choice was made, and subsequent changes or withdrawals of that preference.

Acceptance of SENTiment’s Terms of Service and acknowledgment of this Privacy Policy may be presented when an account is created or at another appropriate point in the customer relationship.

Consent to optional marketing communications is separate from acceptance of the Terms of Service.

If promotional SMS or MMS messaging is introduced, SENTiment will provide appropriate consent and opt-out mechanisms in accordance with applicable requirements.

Customers will not be required to consent to optional promotional communications merely to use ordinary SENTiment services where such consent is not necessary to provide those services.

13. Private Recipient Access

Some digital SENTiments may be delivered through private recipient pages or access links.

These access methods are intended for the designated recipient. Recipients should avoid sharing private access links with people they do not want accessing the SENTiment.

SENTiment uses access controls designed to limit private recipient content to its intended recipient. Depending on the delivery method, these controls may include unique access links, expiration periods, revocation or reissuance, and other safeguards designed to reduce unauthorized access.

Where SENTiment provides a download or save option, an authorized recipient may save a copy of the content to their own device.

Once a recipient independently downloads, copies, forwards, photographs, records, or otherwise shares content outside SENTiment, we cannot control those independent copies.

14. Security

Protecting the words, voices, images, and memories entrusted to SENTiment is core to our responsibility as a service—not an afterthought.

We use layered technical and organizational safeguards designed to protect information entrusted to SENTiment.

Encryption

SENTiment uses infrastructure that provides encryption for data in transit and at rest.

Our primary database and storage infrastructure uses encryption designed to protect information while it is transmitted and while it is stored. Web-based transmission of SENTiment Content uses secure HTTPS/TLS connections.

SENTiment does not currently represent the service as providing end-to-end encryption.

Access and Security Controls

Depending on the service and system involved, safeguards may include authentication, private storage, access controls, restricted administrative access, monitoring, and other measures appropriate to our operations and the sensitivity of the information involved.

Private SENTiment Content is not intended to be openly accessible to SENTiment personnel. Access is restricted to authorized circumstances reasonably necessary to operate, support, secure, fulfill, or legally administer the service.

We also rely on established technology and infrastructure providers that maintain their own security programs. When selecting providers that process personal information on our behalf, security and privacy practices are among the factors we consider.

As our service grows, we intend to continue evaluating and improving our security controls based on the nature of the information we preserve, changes in technology, identified risks, and the needs of our customers.

No Guarantee of Absolute Security

No online service, transmission method, or electronic storage system can guarantee absolute security.

We therefore cannot promise that unauthorized access, loss, misuse, or disclosure can never occur.

15. Security Incidents and Notification

If we become aware of a security incident involving personal information or SENTiment Content, we will investigate the incident and take appropriate steps based on its nature and scope.

If an incident results in a notification obligation under applicable law, we will provide required notifications to affected individuals and relevant authorities in accordance with applicable legal requirements.

Where appropriate, notices may include information concerning the nature of the incident and reasonable steps affected individuals can take to protect themselves.

Security concerns or suspected vulnerabilities may be reported to:

security@hellosentiment.com

16. Account Deletion

SENTiment provides or intends to provide controls allowing customers to delete eligible SENTiment Content and accounts.

When eligible content is permanently deleted, we will take reasonable steps to remove that content from active systems, subject to technical, security, backup, fraud-prevention, dispute-resolution, and legal requirements.

When an account is permanently deleted, information that no longer needs to be retained may be removed, including account credentials, profile information, drafts, unsent SENTiments, and associated private files.

Certain records may remain where reasonably necessary, including completed orders, payments, refunds, fulfillment history, delivery records, consent records, security records, and administrative audit records.

Deleting a SENTiment account does not necessarily erase information maintained independently by payment processors, recipients, email providers, or other third parties according to their own legal obligations or policies.

17. SMS and Mobile Messaging

SENTiment may offer SMS or MMS functionality in the future.

If promotional SMS or MMS communications are introduced, SENTiment will obtain consent where required and provide appropriate opt-out mechanisms, including recognized methods of withdrawing consent.

Transactional or customer-requested messaging may be treated differently from promotional communications under applicable law.

We will update our disclosures and consent mechanisms as necessary when additional messaging features become available.

18. Age Requirements and Children

SENTiment accounts are intended for individuals age 16 and older.

You may not independently create a SENTiment account if you are under 16 years of age.

As part of account creation, SENTiment may require users to affirm that they are at least 16 years old. We may retain a record that this eligibility confirmation was provided and when it was provided.

SENTiment does not need to collect a customer’s complete date of birth solely for this eligibility confirmation unless we determine that additional age information is necessary or required.

SENTiment may still be used by eligible customers to create messages intended for children or containing information about family members who are children. For example, a parent or grandparent may create a future SENTiment for a child.

Customers should use care when deciding what personal information about children to include in SENTiment Content.

If we learn that an individual under our minimum account age has independently created an account or provided personal information in violation of our eligibility requirements, we may take appropriate steps to restrict or remove the account and associated information.

19. Business Transfers

If Sentiment LLC is involved in a merger, acquisition, financing, reorganization, sale of assets, or similar business transaction, information may be transferred as part of that transaction subject to applicable law.

Because privacy and preservation are important parts of SENTiment’s relationship with its customers, the private nature of SENTiment Content will be an important consideration in any such transaction.

20. Changes to This Privacy Policy

We may update this Privacy Policy as SENTiment evolves, including when we introduce new delivery methods, retention choices, communications features, artificial-intelligence features, or privacy controls.

When appropriate, we will update the effective date and may provide additional notice of material changes.

21. Contact Us

If you have questions about this Privacy Policy, privacy at SENTiment, or how we handle personal information, please contact:

For security concerns or suspected vulnerabilities: