Privacy Policy

1. Background

This privacy policy (“Privacy Policy”) sets out how Hold My Letter intends to collect, store, use, disclose, protect, handle and otherwise process your personal information.

We work within and uphold the Applicable Privacy Laws. You can find further details about the Applicable Privacy Laws on the website of the Applicable Regulator.

2. Definitions

Unless expressly provided otherwise, terms used in this Privacy Policy have the following meanings:

“Applicable Jurisdiction” means the relevant jurisdiction (including any foreign jurisdiction) that applies to or governs the provision of Services by Hold My Letter to the relevant User.

“Applicable Privacy Laws” means:

• If the Applicable Jurisdiction is a State of the United States of America, the applicable privacy laws of that State.

“Cookie Information” has the meaning given to that term in clause 4.

“Hold My Letter,” “we” or “us” means Hold My Letter and any of its subsidiaries.

“Personal Information”:

• If the Applicable Jurisdiction is a State of the United States of America, means all information collected by Hold My Letter, whether electronically or manually, through (i) the Website, (ii) any Services, (iii) email messages and other electronic communications that you may send to Hold My Letter, and (iv) other sources in the ordinary course of our business, that relates to an individual and that identifies, or can be used in conjunction with other information to reasonably identify, such individual.

“Relevant Authority” means:

• If the Applicable Jurisdiction is a State of the United States of America, the government agency charged with the responsibility of administering the Applicable Privacy Laws for that State.

“Sensitive Information” means all Personal Information of an individual that reveals (i) racial or ethnic origin, (ii) political opinions, religious or philosophical beliefs, (iii) genetic data, (iv) biometric data, (v) physical or mental health data, (vi) the sex life or sexual orientation, or (vii) criminal record of such individual.

“Service” means a service provided by Hold My Letter on the Website.

“User” means a user of the Services provided by Hold My Letter through the Website.

“Website” means holdmyletter.com and any website hosted and operated by Hold My Letter.

3. Collection and Storage of Personal Information and Data

3.1 Types of Personal Information

We may collect Personal Information about individuals. This Personal Information could include:

• Names;
• Contact details (including email address, telephone number(s) and mailing address);
• Usernames and passwords;
• Payment and bank account details; and
• Any other information you choose to provide to us in connection with our Services.

Hold My Letter collects this Personal Information in furtherance of its own legitimate interests, such as providing, administering, improving and personalising the Services to you, and based on your consent, where Hold My Letter asks for and collects your consent prior to collection, storage, use, disclosure, protection and handling of Personal Information.

3.2 Restrictions

If some or all of your Personal Information is not collected by Hold My Letter, Hold My Letter may not be able to provide you with the Service (in whole or in part) or personalise the Service (in whole or in part) to you.

If you are under the age of 16, we need the consent of your parent or guardian to process your personal information. Hold My Letter does not knowingly process the Personal Information of children under the age of 16. If you are under the age of 16, please do not use the Services without your parent or guardian's consent. If you suspect that a child under the age of 16 has provided Personal Information to us, please notify us via email at support@holdmyletter.com.

3.3 Sensitive Information

The Personal Information collected by Hold My Letter may include Sensitive Information. Hold My Letter will only collect and use Sensitive Information for the purpose that it is collected as permitted under the Applicable Privacy Laws, which includes situations where you have given your explicit consent, or where such processing is necessary for the establishment, exercise or defence of legal claims. Other allowable bases for the processing of Sensitive Information may apply under the Applicable Privacy Laws and Hold My Letter may use Sensitive Information accordingly.

3.4 How does Hold My Letter collect your personal information?

Hold My Letter will collect Personal Information only by lawful and fair means and not in an unreasonably intrusive manner. When you provide Hold My Letter with Personal Information you consent to the use, disclosure and handling of your Personal Information in accordance with this Privacy Policy.

Depending on how you choose to interact with Hold My Letter, we may collect your personal information when you contact us by telephone, by email, through the Website, or when you complete a form. More specifically, we collect personal information in circumstances including when:

• A person signs up to an account on the Website;
• A User places an order for our Services;
• A User visits the Website and sends an enquiry or makes a comment;
• A User signs up to an email marketing list;
• A User interacts with our social media services;
• An individual enters into a transaction with us using a credit card or other payment method; and
• Evaluating job applicants, which may include collection of details such as employment history and educational qualifications.

We do not directly collect your credit card details to process your payment. Your credit card details are collected, processed and stored directly by our payment processor (Stripe) pursuant to their terms of use and privacy policies. None of your credit card details are permanently stored with us. However, we may collect your bank account details to process refunds.

4. Cookies & Tracking

Hold My Letter uses a small number of cookies and similar browser technologies to run the site and understand how visitors use it. We do not display a separate cookie consent banner — instead, we explain here exactly what we collect and how you can opt out, so you can make an informed choice without the interstitial.

4.1 What cookies and tracking we use

• Essential cookies. Required for core site functionality (e.g. maintaining your session during checkout, remembering that you dismissed a popup). These cannot be disabled without breaking parts of the site.
• Google Analytics (gtag.js). We use Google Analytics to count visits and understand which pages are useful. Google Analytics sets cookies (typically named _ga,_ga_*, and _gid) that identify your browser but not you personally. IP addresses are anonymised before processing.
• Stripe. When you enter the checkout flow, Stripe sets cookies on its own checkout domain (checkout.stripe.com) to process your payment and protect against fraud. These cookies are controlled by Stripe under their privacy policy.
• Local storage (browser). We temporarily store your pending order details in your browser's local storage between form submission and checkout confirmation, so we can finalise the order if your connection drops. This data never leaves your device.

We do not use third-party advertising cookies, cross-site behavioural profiling, or sell any Cookie Information.

4.2 How to opt out

You can opt out of non-essential tracking at any time:

• Opt out of Google Analytics: install the official browser add-on at tools.google.com/dlpage/gaoptout. It works in all major browsers and permanently stops Google Analytics from collecting data from your browser on any site.
• Block cookies in your browser: you can delete existing cookies and block new ones via your browser settings. Instructions for the major browsers: Chrome, Firefox, Safari, Edge. Blocking essential cookies may break checkout and account features.
• Do Not Track: if your browser sends a Do Not Track (DNT) header, we honour it by not loading Google Analytics on your visit.
• Ask us to delete your data: email support@holdmyletter.com at any time and we'll remove any stored information we have about you. See section 12 below.

No attempt is made by Hold My Letter to use Cookie Information to personally identify you. However, if Cookie Information is linked with Personal Information, this Cookie Information becomes Personal Information and will be treated in the same manner as the Personal Information to which it has been linked.

5. Electronic Communications and Direct Marketing

Hold My Letter may, in compliance with the laws and regulations of the Applicable Jurisdiction and Applicable Privacy Laws, send you email messages and other electronic communications (i) in connection with your use of the Website or any Services, (ii) in the ordinary course of business, or (iii) for any other legitimate business purpose (including, but not limited to, marketing). You can unsubscribe from such email messages or other electronic communications at any time by emailing Hold My Letter at support@holdmyletter.com or by following the directions contained in such communications.

6. Anonymity/Pseudonymity

Where practicable, customers and others have the right to interact with us anonymously or using a pseudonym. Circumstances where it is not practicable, however, include where Personal Information is required to complete a payment transaction or deliver our Services.

7. Use of Personal Information

Subject to the Applicable Privacy Laws, Hold My Letter may hold, use or disclose your Personal Information collected for the purpose it was provided or collected, including in the following ways:

• To provide and administer our Services to you;
• To respond to enquiries received from you;
• To perform authorised financial transactions with you;
• To verify your identity and to assist you if you have forgotten any account details;
• To communicate with you and provide you with information (whether by email, post or other means) about our products or services;
• To notify you about changes to our Services;
• To ensure that content from our Website is presented in the most effective manner for you and for your device;
• To receive and address feedback or complaints from you;
• To protect our legal interests and fulfil our regulatory obligations (if and to the extent necessary); and
• In other circumstances, with your prior consent.

If you do not wish to continue to receive electronic marketing communications from us, you should opt-out by clicking on the “unsubscribe” link in any email communications that we might send you.

8. Security of Personal Information

The security of your Personal Information is important to Hold My Letter. Accordingly, Hold My Letter takes commercially reasonable steps to protect your Personal Information from misuse, loss and unauthorised access, modification and disclosure.

However, we cannot guarantee the absolute security of that information, or that our systems will be completely free from third party interception or are incorruptible from viruses. We cannot and do not guarantee that information you send from your computer to us over the Internet will be protected by any form of encryption.

You are entirely responsible for maintaining the security of your passwords and/or account information.

9. Information Sharing

We do not sell your Personal Information. Hold My Letter does not and will not sell the Personal Information of any user, including those it has actual knowledge are under the age of 16.

10. Data Rights

You may have a right to access the Personal Information we hold about you. Subject to Applicable Privacy Laws, you may have the right to request and obtain information about, or copies of, your Personal Information that we process, where we obtained your information, the business or commercial purpose for collecting your information, and any parties with whom your information is shared. You may, in certain circumstances, ask us to correct or delete Personal Information concerning you, depending on the situation and applicable laws.

Where we process your data based upon your consent, you may withdraw consent if you wish to do so.

Residents of California may have the following rights with respect to their Personal Information, in certain circumstances:

• The right to know the categories and specific pieces of Personal Information we have collected about you in the past 12 months;
• The right to know whether and how we disclose your Personal Information;
• The right to request a copy of the specific pieces of Personal Information we have collected about you in the past 12 months;
• The right to request that we delete the Personal Information that we have collected from you, in certain circumstances; and
• The right not to receive discriminatory treatment for the exercise of your privacy rights.

You may inquire about these rights or exercise your rights by contacting us as set out in clause 13 of this Privacy Policy.

11. Access to/Correction or Updating of Your Personal Information

You have a right to access the Personal Information we hold about you and a right to request that such Personal Information be corrected if you believe it is inaccurate, incomplete or out of date. To obtain a copy of the Personal Information we hold about you or to request correction, please contact us as set out in clause 13 of this Privacy Policy.

12. Deletion of Personal Information

You can request for your Personal Information to be deleted, removed, depersonalised or destroyed by Hold My Letter by emailing support@holdmyletter.com. Hold My Letter will use commercially reasonable endeavours to action your request within a reasonable time and notify you when your request has been completed.

13. Contact Us

If you:

• Have any concerns regarding the privacy of your Personal Information, or a possible breach of the Applicable Privacy Laws;
• Wish to obtain a copy of your Personal Information held by Hold My Letter;
• Wish to request that your Personal Information be corrected if you believe it is inaccurate, incomplete or out of date; or
• Wish to exercise any other data right;

Please contact us at:

The Privacy Officer
Hold My Letter
support@holdmyletter.com

In your email, please specify:

• Your name;
• Your address;
• Your phone number;
• Your email address;
• A description of your concern (if applicable); and
• Detail about the information in question to help us locate it (if applicable).

We will then use commercially reasonable efforts to promptly determine if there is a problem and take the necessary corrective action within a reasonable time.

Should you wish to report a complaint or feel that Hold My Letter has not addressed your concern in a satisfactory manner, you may make a formal complaint to the Relevant Authority.

14. Compliance with Applicable Privacy Laws

Notwithstanding any other provision of this Privacy Policy, the laws of the Applicable Jurisdiction (including the Applicable Privacy Laws) override any provisions in this Privacy Policy which are inconsistent with those laws. To the extent that the laws of the Applicable Jurisdiction impose less onerous requirements on Hold My Letter than this Privacy Policy, those provisions will be implied as part of this Privacy Policy and will prevail over the express provisions.

15. Waiver

Subject to the laws of the Applicable Jurisdiction, any failure or delay by us to enforce or exercise a power or right or provisions of this Policy will not constitute a waiver of those rights or provisions. All rights not expressly granted are reserved.

16. Amendment

We reserve the right at our sole discretion to revise this Privacy Policy at any time. You should visit the Website periodically to review this Privacy Policy. Amendments will be effective immediately upon publication on the Website. Your continued use of the Website following such publication will represent an agreement by you to be bound by this Privacy Policy as amended.

17. Governing Law

This Privacy Policy is governed by, and must be construed according to, the law in force in the Applicable Jurisdiction. The Courts in the Applicable Jurisdiction will have the exclusive jurisdiction to determine disputes in relation to this Privacy Policy.

18. Effective Date

This Privacy Policy is effective on and from March 8, 2026.