Letteris™ Privacy Policy

Version 1.1 — Effective 21 Sep 2025

1. Introduction

Amelix Solutions LLC (“Amelix,” “we,” “our,” or “us”) is committed to protecting your privacy. This Privacy Policy describes how we collect, use, disclose, and retain information when you use Letteris™ (“the App” or “Service”). Your acceptance of this Privacy Policy is a mandatory condition for using the Service. If you do not accept this Privacy Policy, you are not authorized to use the Service.

2. Summary of Key Points

• We do not store, access, or host your scanned letters. All documents remain in your personal iCloud storage.
• We do not sell, rent, or share your email address or other personal data for marketing purposes.
• We collect only the minimum data necessary to operate the Service, process payments, and comply with legal obligations.
• We do not use your data for cross-app tracking or advertising purposes.
• You can request deletion of your personal data via the “Delete My Account” option in the App.
• Certain minimal records may be retained for legal compliance.
• AI, OCR, and translation outputs may be inaccurate; you are solely responsible for verifying all results. You must not rely solely on AI/OCR outputs for legal, financial, medical, or safety decisions. Amelix disclaims any liability for damages or consequences arising from inaccuracies, delays, or misinterpretations of AI, OCR, or translation outputs. Any financial, legal, or other consequences resulting from use of the Service are solely your responsibility.
• Retention: Letters are auto-deleted from your iCloud according to your selected policy: 24 months (default) or 12 months if you choose it. Deletions are permanent.

3. Information We Collect

a. Account Information

• Email address and unique user ID (from Firebase Authentication)
• Name (if provided)
• Date/time of Terms of Service & Privacy Policy acceptance

b. Payment Information

• We use Apple In‑App Purchases for payment processing. We do not store credit card numbers or sensitive payment data.
• We only store purchase receipts and transaction IDs.

c. Usage Information

• Credit balance and usage logs (e.g., number of scans/chats).
• Device and app version information (for troubleshooting).

d. Automatically Collected Data

• IP address and device identifiers may be logged for fraud prevention and legal compliance.

4. What We Do Not Collect

• We do not store or access your scanned letters or the PDFs generated in the App, ensuring maximum privacy.
• We do not track your document contents, locations, or recipients.
• We do not store passwords (handled by Firebase Authentication).

5. Storage & Syncing of Letters

Your scanned letters, PDFs, and summaries are stored privately in your personal iCloud Drive under your Apple ID. Letteris does not store these files on its own servers. This means:

• Your letters are only accessible on devices signed into the same Apple ID with iCloud Drive enabled for Letteris.
• If you use Letteris on a device with a different Apple ID, your previously scanned letters will not be available.
• We cannot transfer or migrate your letters between different iCloud accounts.

5A. Local Storage & Retention (Auto-Deletion)

• By default, Letteris keeps your letters for 24 months.
• If you select 12 months in Account → Data retention, letters older than 12 months will be deleted.
• Deletion applies to (i) mirrored copies in your iCloud Documents/letters/, (ii) PDFs saved under Documents/LetterisPDFs/, and (iii) the in-app index.
• Deletions are permanent and cannot be undone.
• Letteris does not store any letters on Amelix servers; deletion runs against your personal iCloud storage.
• Automatic enforcement occurs on app launch and when the app returns to foreground.

6. How We Use Your Information

1. Providing and improving the Service.
2. Processing payments and managing credits.
3. Enforcing our Terms of Service.
4. Preventing fraud or abuse.
5. Complying with legal obligations.

7. How We Share Your Information

We do not sell or rent your personal information.

We may share your data with:

• Service Providers: Apple (In‑App Purchases), Firebase (authentication & Firestore database), OpenAI (AI text processing and translation).
• Legal Obligations: To comply with a subpoena, court order, or other legal requirement.
• Business Transfers: If we merge, sell assets, or undergo acquisition.

8. Third‑Party Services

The Service may link or integrate with third‑party tools. Their privacy practices are governed by their own policies:

• Apple App Store / Apple In‑App Purchases: apple.com/legal/privacy
• Firebase: firebase.google.com/support/privacy
• OpenAI: openai.com/privacy
• Apple iCloud Drive (user-owned storage of PDFs and mirrored files).

9. International Users

The Service is controlled from the United States. If you access the Service from outside the U.S., you consent to processing and storage in the U.S. under U.S. laws, which may differ from your local laws. For EU users, we implement GDPR safeguards for international data transfers, including Standard Contractual Clauses (SCCs) or equivalent protections for data transferred from the EU to the U.S.

10. Data Retention

• Account data (email, credit balance, preferences): kept while your account is active; deleted on account deletion except minimal legal records (up to six years).
• Letters/PDFs/summaries: not stored by Amelix; reside in your iCloud and are removed by the automatic retention policy you choose (24 months default, 12 months if selected).
• Logs/telemetry: minimal technical logs for security/fraud and service operations, retained as short as practical.

11. Your Rights

Depending on your location, you may have the right to:

• Access your personal data.
• Request deletion of your data (“Delete My Account”).
• Request correction of inaccurate data.
• Opt‑out of certain data uses.

To exercise these rights, email privacy@amelixsolutions.com or use the in‑app deletion tool.

12. California Residents (CCPA)

If you reside in California, you have the right to request:

• Disclosure of categories and specific pieces of personal data collected.
• Deletion of personal data, subject to legal exceptions.
• Information about data sold or disclosed for business purposes (we sell none).

13. EU/EEA Residents (GDPR)

If you are in the EU/EEA, you have rights under the GDPR, including:

• Right to access, rectification, erasure, and restriction of processing.
• Right to data portability.
• Right to object to processing.

You may lodge a complaint with your local data protection authority.

14. Security

We use industry‑standard measures to protect your data, including:

• Encrypted communication (HTTPS)
• Secure authentication (Firebase)
• Limited access controls

However, no method of transmission or storage is 100% secure, and we cannot guarantee absolute security. Apple, Firebase, and OpenAI maintain industry certifications such as SOC 2 and ISO 27001 and implement strong internal safeguards to protect your data.

15. Children’s Privacy

The Service is not intended for children under 13. We do not knowingly collect data from children under 13. If we learn we have done so, we will delete it.

16. Changes to This Policy

We may update this Policy from time to time. If we make material changes, we will notify you via the App and request re‑acceptance.

17. Governing Law; Arbitration; Class-Action Waiver

This Policy and your use of the Service are governed by the laws of the State of California and the Federal Arbitration Act (FAA), without regard to conflicts-of-law rules.

Binding Arbitration. Except for small-claims court matters eligible in your county of residence or our principal place of business, any dispute, claim, or controversy arising out of or relating to the Service, this Policy, or our ToS will be resolved by final and binding arbitration administered by JAMS under its Consumer Arbitration Minimum Standards. The arbitrator has exclusive authority to resolve disputes regarding scope and enforceability. The seat of arbitration is California, but—at your election—hearings may be remote.

Class/Representative Actions Waiver. You and Amelix agree to bring claims only in your or its individual capacity, not as a class member or representative. Class or representative arbitrations are not permitted.

30-Day Opt-Out. You may opt out of arbitration within 30 days of first accepting this Policy by emailing privacy@amelixsolutions.com with the subject “Arbitration Opt-Out” and your account email. Opting out does not affect prior proceedings.

Injunctive Relief. Either party may seek temporary or preliminary relief in court to protect intellectual-property or security interests while arbitration proceeds.

Severability. If the class-action waiver is found unenforceable, the entire arbitration provision is void and disputes shall proceed in the courts of San Mateo County, California, and the parties consent to that venue.

18. Contact

For privacy‑related questions, requests, or concerns: privacy@amelixsolutions.com