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Our website address is: https://theletterparlour.com.
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Privacy Policy
The Letter Parlour
Last updated: 13 October 2026
1. Introduction
The Letter Parlour (“we”, “us” or “our”) respects your privacy and is committed to protecting your personal information.
This Privacy Policy explains how we collect, use, store and share personal information when you visit https://theletterparlour.com, place an order, subscribe to our letter service, complete our client questionnaire or contact us.
We handle personal information in accordance with applicable UK data protection law.
2. Who we are
The Letter Parlour is responsible for deciding how and why your personal information is used.
Business name: The Letter Parlour
Website: https://theletterparlour.com
Contact: Please use the contact form on our website.
For privacy enquiries or requests concerning your personal information, please contact us through our website’s contact form.
3. Information we collect
We collect information necessary to operate our website, process orders and provide our handwritten letter services.
Information relating to orders
When you place an order, we may collect:
– Your name.
– Your billing and delivery addresses.
– Your email address and telephone number, where provided.
– Your order details and purchase history.
– Information relating to payments, refunds and customer service.
Payment card details are handled through our payment processor. We do not intentionally collect or store full payment card details ourselves.
Information relating to personalised letters
When you order a personalised letter, you may provide information through our client questionnaire or by email, including:
– The recipient’s name and relevant details.
– The occasion or purpose of the letter.
– Personal messages, memories, sentiments and ideas.
– Your preferred tone, wording and writing instructions.
We use this information to prepare and fulfil your order. Please provide only the information necessary for your requested letter and avoid sharing unnecessary sensitive or confidential information.
Information collected through our website
When you visit our website, information may be collected automatically through cookies and similar technologies. Depending on the tools and settings in use, this may include your IP address, browser type, device information, website usage data and cookie identifiers.
Information from communications
If you contact us through our contact form or email, we may retain your message and contact details to respond to your enquiry, provide customer support and manage our business.
4. How we use your information
We use personal information for the following purposes:
– To process payments and fulfil orders.
– To prepare and personalise handwritten letters.
– To package and post letters to the delivery address supplied.
– To administer subscriptions, renewals and cancellations.
– To send order confirmations and essential customer communications.
– To respond to enquiries, complaints and refund requests.
– To maintain appropriate financial, tax and accounting records.
– To maintain website security and prevent fraud.
– To understand website performance and improve our services through analytics, where applicable.
– To comply with legal obligations and resolve disputes.
We do not sell your personal information.
We will not use information supplied for a personalised letter for unrelated purposes without an appropriate lawful basis.
5. Lawful bases for processing
We process personal information only where an appropriate legal basis applies.
Contractual necessity: To process your purchase, prepare your letter, arrange delivery, administer subscriptions and provide order-related customer support.
Legal obligation: To meet applicable tax, accounting and other legal requirements.
Legitimate interests: To protect our website, prevent fraud, manage enquiries, improve our services and defend legal claims, where these interests are not overridden by your rights and freedoms.
Consent: Where consent is required, including for certain non-essential cookies and marketing activities. You may withdraw consent at any time.
The legal basis depends on the particular activity. Where required, we will provide further information about the basis on which your information is processed.
6. Confidentiality of personal letters
We understand that a handwritten letter may contain personal sentiments, meaningful memories and private details.
We treat information supplied for a personalised letter as confidential customer information. We use it to prepare and fulfil your order and provide related customer support where necessary.
We do not publish your personal story or use the contents of your letter for promotional purposes without an appropriate lawful basis and, where required, your permission.
If you provide information about another person, please ensure you have a reasonable basis for sharing it with us.
7. Third-party service providers
We use third-party services to operate our website, manage orders, process payments and communicate with customers.
These services may process personal information on our behalf or in accordance with their own applicable terms.
Our service providers include the following, according to the functions for which they are used:
Namecheap: Our domain, hosting and business email arrangements may involve Namecheap services. Relevant information may be processed to host and maintain the website and operate email services.
WordPress and WooCommerce: These website and shop technologies support our website, product pages, checkout, orders and related shop functions.
Stripe: Stripe processes payments and supports payment security and fraud prevention. Payment information is handled according to Stripe’s applicable terms and privacy information.
WPForms: We use form functionality for customer enquiries and our client questionnaire. Information submitted through these forms is processed to respond to enquiries or prepare and fulfil personalised letter orders.
Postal and delivery providers: We share the recipient’s name and delivery address, together with any other necessary delivery information, to post and deliver your letter.
We may also disclose relevant information to professional advisers, regulators, public authorities or other parties where necessary to comply with the law, protect our rights or resolve disputes.
We share only the information reasonably necessary for the relevant purpose. We do not sell customer information to third parties.
For further details about the providers’ handling of personal information, please consult their respective privacy notices.
8. Data retention
We retain personal information only for as long as reasonably necessary for the purposes described in this policy, taking account of applicable legal obligations and the need to resolve complaints or disputes.
Our retention approach is as follows:
– Order and financial records: For the period required by applicable tax and accounting obligations.
– Questionnaire responses and personal letter details: For as long as necessary to prepare and fulfil the order, provide relevant follow-up and address reasonable complaints or disputes.
– Subscription records: For the duration of the subscription and afterwards for as long as necessary for financial records, legal obligations or claims.
– Customer correspondence: For as long as reasonably necessary to manage the enquiry and related follow-up.
– Marketing preferences: For as long as necessary to manage consent, objections and unsubscribe requests.
– Website analytics and technical information: According to the relevant tools’ settings and the purposes for which the information is collected.
When information is no longer required, we will take appropriate steps to delete or anonymise it unless we are legally required to retain it.
9. Information security
We take reasonable technical and organisational measures to protect personal information against unauthorised access, loss, misuse, alteration or disclosure.
We aim to limit access to customer information to what is reasonably necessary for business operations and rely on the security measures offered by our service providers.
No electronic storage or transmission system can be guaranteed to be completely secure. If a personal data breach occurs, we will take appropriate action in accordance with applicable law.
10. International transfers
Some service providers may process or store personal information outside the United Kingdom.
Where personal information is transferred internationally, we will ensure that the transfer complies with applicable data protection law and that any required safeguards are in place.
You may contact us through our website if you would like further information about relevant international transfers and safeguards.
11. Cookies and website analytics
Our website uses cookies or similar technologies. These may support essential website functions, security, preferences and, where enabled, analytics or website performance measurement.
Some cookies are necessary for the website and online shop to function. Other cookies may be used to understand how visitors use the website or support optional features.
Where consent is required for non-essential cookies or similar technologies, we will seek consent before using them.
You can manage cookies through any cookie preference tool provided on our website and through your browser settings. Disabling certain cookies may affect website functionality.
The specific cookies, their purposes and their retention periods depend on the technologies active on our website. Further details should be provided through our cookie notice or preference tool, where applicable.
12. Your data protection rights
Under applicable data protection law, you may have the right to:
– Request access to the personal information we hold about you.
– Ask us to correct inaccurate or incomplete information.
– Request deletion of your information in certain circumstances.
– Ask us to restrict processing in certain circumstances.
– Object to processing based on legitimate interests.
– Request a portable copy of certain information where applicable.
– Withdraw consent where processing is based on consent.
You have the right to object to direct marketing at any time. If you do so, we will stop using your personal information for that purpose.
These rights are subject to applicable legal conditions and exceptions. For example, we may need to retain certain financial records to meet legal obligations.
To exercise your rights, please contact us through the contact form on our website. We may need to verify your identity before responding.
We will respond within the timeframe required by applicable law.
13. Marketing communications
At launch, our customer communications are intended to focus on fulfilling orders, managing subscriptions and providing customer service.
If we introduce promotional emails or other direct marketing in the future, we will comply with applicable marketing and data protection requirements, including obtaining consent where required.
Where we send marketing emails, you can unsubscribe using the link provided or contact us through our website.
Unsubscribing from marketing will not prevent us from sending essential communications about an existing order, payment, delivery or subscription.
14. Children’s information
Our products are intended to be purchased by customers rather than directly by children.
If you include a child’s name or other details in a letter request, we will use those details only as reasonably necessary to prepare and fulfil your order and meet applicable legal obligations.
Please avoid providing unnecessary personal information about children.
15. Third-party websites
Our website may contain links to third-party websites or services. These operate under their own privacy policies and terms.
We are not responsible for the privacy practices of websites that we do not operate.
16. Changes to this policy
We may update this Privacy Policy if our business practices, website features, service providers or legal obligations change.
The latest version will be published on our website, with the date of the most recent update shown at the beginning.
Where required by law, we will provide additional notice of material changes.
17. Complaints and contact
If you have concerns about how we handle your personal information, please contact us through our website so we can try to resolve the issue.
You also have the right to complain to the UK’s Information Commissioner’s Office (ICO).
Information Commissioner’s Office (ICO)
Website: https://ico.org.uk/
Telephone: 0303 123 1113
The Letter Parlour
Website: https://theletterparlour.com
Contact: Website contact form