1. Information Collection and Scope
We collect information necessary to fulfill physical mail orders and maintain account security:
- Account Data: Name and email address required for registration and order status.
- Recipient Data: Names and physical mailing addresses provided for postcard delivery.
- Content Metadata: Text prompts and messages used to generate or customize postcards.
- Technical Data: IP addresses and device identifiers used to prevent fraud and service abuse.
- Data Retention for Safety: We may retain records of flagged or rejected content to improve our security filters and to comply with legal reporting requirements, such as reporting child endangerment to NCMEC.
2. Information Usage and Third-Party Sharing
Your data is shared only to the extent necessary to provide the service:
- Fulfillment: Recipient PII is shared with Lob.com solely for printing and mailing services via the USPS.
- AI Generation & Safety: Prompts are shared with OpenAI to generate images and perform automated content moderation to prevent harassment or threats.
- Payment Processing: Financial transactions are handled by Stripe; we do not store full credit card details on our servers.
- Strict Prohibition: We do not sell, rent, or trade recipient mailing lists to third parties for marketing.
- Team Workspaces & RBAC: If you are a member of a Team Workspace, your account data, postcard content, recipient lists, and activity logs are visible to the Workspace Administrator. Ship a Postcard LLC provides these visibility tools to allow Enterprise customers to manage their corporate mailings and budgets.
- Data Isolation: While Workspace Admins can see data within their specific workspace, Ship a Postcard LLC maintains strict logical separation to ensure that data from one Enterprise Workspace is never accessible to another unrelated account.
3. Legal Compliance and Law Enforcement
- Identity Disclosure: We maintain records of the sender's identity for every postcard sent.
- Mandatory Cooperation: We will disclose sender information to law enforcement agencies in response to valid subpoenas, warrants, or court orders, particularly regarding violations of 18 U.S. Code § 875 or § 876 involving threats or harassment.
- Minors: We report any use of the service involving child endangerment or CSAM to the National Center for Missing and Exploited Children (NCMEC).
4. AI Intellectual Property Disclosure
- Ownership: You retain ownership of the specific AI-generated images created on this platform.
- Copyright Limitations: Note that under current U.S. law, purely AI-generated images may lack the "human authorship" required for federal copyright protection. We do not guarantee that your generated postcards are eligible for copyright registration.
- License Grant: By using the service, you grant us a limited license to store and transmit your content to our print partners for fulfillment purposes.
5. Enterprise & Workspace Data Governance
Data Ownership: For users governed by an Enterprise Agreement or part of a Team Workspace, the Enterprise entity (the organization) is considered the "Owner" of the data processed within that workspace.
Administrator Controls: The Workspace Administrator has the authority to:
- Invite or remove Team Members.
- View all postcards sent via the API or Web App by any Team Member.
- Access billing and transaction history for the entire workspace.
- Download reports containing recipient PII for all mailings sent under the workspace umbrella.
Termination of Access: If a Team Member’s relationship with the Enterprise entity ends, the Workspace Administrator may revoke access to the account. Ship a Postcard LLC is not responsible for the loss of access to personal data stored within an Enterprise Workspace.