Privacy Policy

1. Introduction

DIGITAL DATA CAPITAL S.R.L., cu CUI 50475197 ("we," "our," or "us"), operator of the IntelliLetter newsletter automation platform, is committed to protecting your privacy. Our company, established in 2024 and headquartered at Str. Londra, Nr. 32, Subsol, Birou Nr. 11, Municipiul București, Sector 1, Romania, provides digital communication and marketing technology services. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use IntelliLetter and related services.

2. Information We Collect

2.1 Account Information

When you create an IntelliLetter account, we collect:

• Name and email address
• Organization information
• Authentication credentials (securely hashed passwords)
• Role or team information, where applicable

2.2 Newsletter & Subscriber Data

When you use IntelliLetter to generate or manage newsletters, we may process:

• Newsletter configuration (topics, industries, audience segments, frequency, templates)
• Content sources and reference material you provide (e.g., links, briefs, internal documents)
• Mailing list metadata such as list names, segment labels, and approximate audience size
• Limited subscriber engagement metrics (e.g., opens, clicks, unsubscribes) where integrated with your email delivery provider

2.3 Content & Usage Information

In the course of using IntelliLetter, we also collect:

• Draft and final newsletter content generated with the platform
• Log data (IP address, browser type, pages visited, timestamps)
• Device information
• Usage patterns and feature interactions

3. How We Use Your Information

We use your information to:

• Provide, operate, and maintain the IntelliLetter platform
• Generate AI-powered newsletter content, summaries, and visuals
• Support delivery of newsletters through your chosen email service providers
• Analyze engagement to help you understand what resonates with your audience
• Communicate with you about service updates, security notices, and support
• Improve our AI models and overall service quality
• Ensure security, prevent fraud, and enforce our terms
• Comply with legal and regulatory obligations

4. Third-Party Services & Integrations

IntelliLetter may integrate with third-party services, for example:

• Email delivery and marketing platforms for sending newsletters
• Analytics or observability tools for measuring engagement
• AI and language model providers for content generation

These services have their own privacy policies. We encourage you to review them before enabling integrations. We only share the minimum data necessary to operate the integration.

5. Data Sharing and Disclosure

We do not sell or rent your personal information. We may share your information only in the following circumstances:

• With Your Consent: When you explicitly authorize us to share data
• Service Providers: With third-party service providers who assist in operating IntelliLetter (e.g., hosting, AI services, email delivery) under strict confidentiality agreements
• Legal Requirements: When required by law, court order, or to protect our rights, users, or the public
• Business Transfers: In connection with a merger, acquisition, or sale of assets (with appropriate notice to you)

6. Data Security

We implement industry-standard security measures to protect your data, including:

• Encryption of data in transit using TLS/SSL
• Encryption of data at rest in our databases where used
• Secure authentication using NextAuth.js and hardened session handling
• Regular security patches and dependency updates
• Access controls and role-based permissions
• Secure storage of API keys and integration credentials

While we strive to protect your data, no method of transmission over the Internet is 100% secure. We cannot guarantee absolute security.

7. Data Retention

We retain your personal data only as long as necessary to provide IntelliLetter and comply with legal obligations. Newsletter content and configuration data are retained for the duration of your account. When you delete your account, we will delete or anonymize your personal data within 90 days, except where retention is required by law or legitimate business interests (e.g., audit or security logs).

8. Your Rights and Choices

Subject to applicable law, you have the right to:

• Access and review your personal data
• Correct inaccurate or incomplete data
• Delete your account and associated personal data
• Export your data in a portable format, where feasible
• Restrict or object to certain processing activities
• Opt-out of non-essential marketing communications

To exercise these rights, please contact us using the details provided in the "Contact Us" section below.

9. Subscriber Data Controlled by Our Customers

When you use IntelliLetter with your own mailing lists or subscribers, you act as the data controller for that subscriber data, and we act as a data processor. You are responsible for ensuring that you have a lawful basis for processing subscriber data and for honoring data subject requests related to your lists. We process subscriber data only on your instructions and as required to provide the service.

10. International Data Transfers

Your information may be transferred to and processed in countries other than your country of residence. Where required, we implement appropriate safeguards (such as standard contractual clauses) to protect your data in accordance with this Privacy Policy and applicable law.

11. Children's Privacy

IntelliLetter is not intended for users under the age of 18. We do not knowingly collect personal information from children under 18. If you believe we have collected information from a child, please contact us so we can take appropriate action.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the new Privacy Policy on this page and updating the "Last Updated" date. Your continued use of IntelliLetter after such changes constitutes acceptance of the updated policy.

13. Contact Us

If you have any questions about this Privacy Policy or our data practices, please contact us at: