Privacy policy
- We use your child’s letter and your details only to write the reply and post it to you.
- We do not sell your data and we do not send marketing to children.
- Photos of letters are deleted about 30 days after Christmas.
- You can ask to see, fix or delete your data at any time.
Who we are
Postmarked North Pole is the trading name of Anna-Mariia Hryhoriak, a sole trader, 163 Balgrayhill Road, Flat 4B, Glasgow G21 3AP. We are responsible for your personal data. You can contact us at [email protected] or on +44 7342 960056.
What we collect
| When | What we collect |
|---|---|
| You order a letter | Your name, email address, mobile number and delivery address. For each child: their first name, age, photos of their letter or drawing, and anything you choose to tell us (such as names of brothers, sisters or pets, or things not to mention). Any gift note you add. |
| You pay | Payment is taken by Stripe. We never see or store your card number. We keep a record that you paid, and how much. |
| You ask for the free pages | Your email address, and which page you chose. |
| You contact us | Your message, and your name and email address. |
Why we use it, and our reason
- To write and post your child’s reply. We need your details and the child’s letter to do what you have paid for. This is our contract with you.
- To send the free pages and our reminder emails. We do this only with your consent. You can say no, and you can unsubscribe at any time using the link in any email.
- To keep our accounts and follow the law. We must keep records of sales and tax.
- To answer questions and deal with problems with your order. This is in our legitimate interest, and yours.
Children’s information
We only collect information about a child from their parent or guardian. By placing an order you confirm that you are the child’s parent or guardian and that you are happy for us to use the child’s letter and details to write their reply. We do not contact children, we do not market to them, and we never publish a child’s letter or drawing without asking you separately first.
Who sees your information
- The small team who read the letters and write the replies. Some of our team may view letters and photos from outside the UK.
- AI tools (Claude from Anthropic, ChatGPT from OpenAI and Gemini from Google, plus ElevenLabs for the voice in the audio message), which help us read your child’s letter, draft the reply, and turn the audio message into speech. A person reads and checks every letter and message before it is printed or sent. These tools receive only what is needed for that job.
- Stripe, to take payment.
- Royal Mail, who receive the delivery address for your parcel.
- Our email service (Google Gmail), to send you emails.
- Our website and file storage provider (Cloudflare), which holds the site and the photos you upload.
We do not sell your data and we do not share it with anyone else, unless the law requires it.
How long we keep it
- Photos of letters and drawings: deleted about 30 days after Christmas.
- Audio messages: available until 30 January 2027 and then deleted. The PDF copy of your letter in your Digital Backup email stays in your inbox for as long as you keep the email.
- Order and payment records: kept for as long as the law requires for our accounts, usually up to six years.
- Your email for marketing: until you unsubscribe.
Cookies
We do not use advertising cookies. Stripe may set cookies on its checkout pages to keep payments secure.
Your rights
You can ask us to show you the data we hold about you, correct it, delete it, limit how we use it, or send it to you. You can also object to us using it, and take back any consent you have given. Email us at [email protected] and we will reply within one month.
If you are unhappy with how we have used your data, you can complain to the Information Commissioner’s Office at ico.org.uk/make-a-complaint or on 0303 123 1113. We would like the chance to put things right first.
Changes
If we change this policy we will update the date at the top of this page.