Ritemails

Privacy Policy

Effective Date: 10 August 2025

Ritemails ("we", "us", "our") is committed to protecting your privacy and handling your personal data responsibly and in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This Privacy Policy explains how we collect, use, share, and protect your personal data when you use our website, app, and related services ("Services").

By using our Services, you agree to the terms of this Privacy Policy.

1. Who We Are

Ritemails is a digital mail management application that allows users to scan, store, and organise letters and post securely with smart actions from AI. Ritemails is a product of Ritemails Limited, a private limited company in the UK.

If you have any questions about this policy, please contact us at:
Email: compliance@ritemails.co.uk

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
  • Uploaded or scanned letters and attachments
  • Payment or purchase preferences
  • Calendar preferences

b. Information Collected Automatically

  • IP address
  • Browser type and version
  • Device type and operating system
  • Pages visited and usage data
  • Date and time of access
  • Error logs

c. Data from Third Parties

If you choose to link third‑party services (e.g., calendar apps), we may receive data from those services in accordance with their privacy settings.

3. How We Use Your Data

  • To create and manage your user account
  • To deliver and improve our Services
  • To store, organise, and display your scanned or uploaded letters
  • To link letters to calendar events (if actioned by you)
  • To provide customer support
  • To send administrative, transactional and promotional communications
  • To ensure legal compliance
  • To analyse performance and usage trends

We do not use your data for automated decision‑making that produces legal or similarly significant effects.

4. Legal Bases for Processing

  • Contract: To provide the Services you request
  • Consent: Where required, such as for marketing emails or optional integrations
  • Legitimate interests: For improving the Services, maintaining security, and ensuring a smooth user experience
  • Legal obligation: To comply with applicable laws

5. Sharing Your Data

We do not sell your personal data. We may share your information with service providers (e.g., cloud storage, hosting, analytics), professional advisers, authorities when legally required, and business successors. All third‑party processors are contractually required to safeguard your data and use it only as instructed.

6. International Transfers

Where data is transferred outside the UK, we ensure appropriate safeguards are in place, such as Standard Contractual Clauses approved by the UK ICO.

7. Data Retention

We retain personal data only for as long as necessary to provide the Services, fulfil legal obligations, resolve disputes, and enforce agreements. We delete or anonymise data within a reasonable period unless required to retain it by law.

8. Your Rights

  • Access, rectify or erase your data
  • Restrict or object to certain processing
  • Data portability
  • Withdraw consent at any time (where applicable)
  • Complain to the ICO if you believe your rights have been violated

9. Security

We implement technical and organisational measures to protect your personal data against unauthorised access, loss, or misuse. No system is completely secure—please keep your login credentials safe and notify us immediately of any unauthorised use of your account.

10. Children's Data

Ritemails is not intended for use by children under the age of 16. We do not knowingly collect personal data from children.

11. Changes to This Policy

We may update this Privacy Policy from time to time. The most current version will always be available on our website with the effective date at the top.

12. Contact Us

If you have any questions or requests regarding this Privacy Policy, please contact:
Privacy Team — Ritemails
Email: compliance@ritemails.co.uk

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