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Privacy Policy

Last updated: December 26, 2025

Information We Collect

ExplainMyLetter collects information to provide and improve our document explanation service. We collect the following types of information:

Account Information

  • Email address (for account creation and authentication)
  • Name (if provided)
  • Account preferences and settings

Document Data

  • Documents you upload (PDFs, images, text files)
  • Text content extracted from your documents
  • Explanations and summaries generated by our AI
  • Follow-up questions and conversations

Usage Information

  • Pages visited and features used
  • Time and date of access
  • Device and browser information
  • IP address and general location data

How We Use Information

We use the information we collect for the following purposes:

  • Service Delivery: To process your documents and generate explanations using AI
  • Account Management: To create and maintain your account, authenticate access
  • Communication: To send service-related notifications and updates
  • Improvement: To analyze usage patterns and improve our service
  • Security: To protect against fraud, abuse, and security threats
  • Legal Compliance: To comply with legal obligations and enforce our terms

Data Storage & Security

We take data security seriously and implement industry-standard measures to protect your information:

  • Encryption: All data is encrypted in transit (TLS/SSL) and at rest
  • Access Control: Strict access controls limit who can view your data
  • Secure Infrastructure: Data is stored on secure cloud infrastructure with regular backups
  • Retention: Documents and explanations are retained for as long as your account is active, or as required by law

While we implement robust security measures, no method of transmission over the Internet or electronic storage is 100% secure. We cannot guarantee absolute security.

AI Processing

ExplainMyLetter uses artificial intelligence to analyze your documents and generate explanations. Here's what you should know:

How Your Documents Are Processed

  • Third-Party Processing: Your uploaded content (files, images, text) is sent to our AI service provider (OpenRouter) for analysis and explanation generation
  • Data Transmission: Documents are transmitted to AI providers through OpenRouter to generate explanations
  • Processing Only: Your documents are processed in real-time to generate explanations and are not stored by us or OpenRouter after processing

OpenRouter Data Handling

We use OpenRouter as our AI service provider. According to OpenRouter's privacy policies:

  • No Prompt Storage: OpenRouter does not store your prompts or responses unless explicitly opted in to logging (which we have not enabled)
  • No Training on Your Data: We have configured our OpenRouter account to only route to AI providers that do not train on user data
  • Metadata Only: OpenRouter stores only metadata (e.g., token counts, processing time) but not the actual content of your documents
  • Anonymous Sampling: OpenRouter may sample a small number of prompts for categorization purposes, stored anonymously and never associated with your account
  • Provider Policies: Different AI model providers accessed through OpenRouter have their own data retention policies, which OpenRouter helps us control through privacy settings

For complete details, see OpenRouter's Data Collection and Logging documentation.

What We Store

  • Explanations: We store the AI-generated explanations (summaries, action items) in your account so you can access them later
  • Document Metadata: We store basic information like document name, type, upload date, and credit usage
  • No Original Files: We do not permanently store your original uploaded documents. Files are transmitted to the AI provider for processing only

Important Considerations

  • Accuracy: AI-generated explanations are provided for informational purposes only and may contain errors or inaccuracies
  • Not Professional Advice: Explanations are not a substitute for professional legal, financial, or medical advice
  • Confidentiality: We work with AI providers committed to data privacy and security standards

Important Privacy Notice

While we take extensive measures to protect your privacy and have configured our services to minimize data retention, your documents are still transmitted to third-party AI services for processing.

Do not upload documents containing highly sensitive information such as:

  • Passwords, PINs, or security credentials
  • Full financial account numbers or credit card details
  • Protected health information (PHI) or detailed medical records
  • Social security numbers or government ID numbers
  • Information subject to strict confidentiality agreements
  • Trade secrets or proprietary business information

By uploading documents, you acknowledge and accept that your content will be transmitted to third-party AI services for processing, and you represent that you have the right to share this content.

Cookies & Tracking

We use cookies and similar tracking technologies to:

  • Maintain your login session
  • Remember your preferences (e.g., theme selection)
  • Analyze site usage and performance
  • Improve user experience

You can control cookies through your browser settings. Note that disabling cookies may affect functionality.

Your Rights

You have the following rights regarding your personal information:

  • Access: Request a copy of the personal data we hold about you
  • Correction: Request corrections to inaccurate or incomplete data
  • Deletion: Request deletion of your account and associated data
  • Export: Request a copy of your data in a portable format
  • Objection: Object to certain processing of your data
  • Restriction: Request restriction of processing in certain circumstances

To exercise these rights, please contact us using the information below. We will respond to your request within 30 days.

Third-Party Services

We use the following third-party services to operate ExplainMyLetter:

  • AI Services: OpenRouter (AI provider gateway) for document analysis - see the "AI Processing" section above for detailed information
  • Payment Processing: Polar for secure credit card processing and payment handling
  • Hosting: Vercel for application hosting and infrastructure

These third parties have their own privacy policies:

We only work with providers that maintain strong privacy and security standards and comply with applicable data protection regulations.

Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. When we make changes:

  • We will update the "Last updated" date at the top of this page
  • For material changes, we will notify you via email or prominent notice on our website
  • Your continued use of the service after changes constitutes acceptance of the updated policy

We encourage you to review this Privacy Policy periodically to stay informed about how we protect your information.

Contact Information

If you have questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:

Operator:

Halfmage - Gerrit Halfmann

Address:

Barbary Kostrzewskiej 39

Email:

halfmage@gmail.com

Response Time:

We aim to respond within 48 hours

For general support inquiries, please visit our Documentation or FAQ page.