Privacy Policy
Your privacy is important to us. This policy explains how we collect, use, and protect your personal data.
Last updated: January 2026
Data We Collect
We collect the following personal data when you use our service:
- Email address (for account creation and communication)
- Full name (for generating letters)
- Address details (for letter generation)
- Signature image (if you choose to upload one)
- Usage data (pages visited, features used)
How We Use Your Data
We use your data to:
- Provide our letter generation service
- Send you verification and login codes
- Improve our service
- Comply with legal obligations
We do not sell your personal data to third parties.
Data Storage and Security
Your data is stored securely on servers in the United Kingdom. We use encryption and other security measures to protect your data.
- Passwords are hashed and never stored in plain text
- All connections use HTTPS encryption
- OTP codes expire after 10 minutes
- Signature images are stored securely
Your Rights (GDPR)
Under GDPR, you have the right to:
- Access your personal data
- Correct inaccurate data
- Request deletion of your data
- Request a copy of your data (data portability)
- Withdraw consent at any time
To exercise these rights, please contact us.
Data Retention
We minimise data retention to protect your privacy:
- Letter content and addresses: Automatically deleted 14 days after your PDFs are emailed to you
- Your account: Automatically deleted 14 days after your last login if inactive
- Signature images: Deleted with your account or letter data
- Payment records (if applicable): Transaction reference and amount only retained for 6 years as required by UK tax law — no personal details
You can delete your account at any time from your account settings. This will immediately remove all your personal data.
Cookies
We use only essential cookies required for our website to function. We do not use tracking or advertising cookies.
Essential Cookies
| Cookie Name | Purpose | Duration |
|---|---|---|
sessionid |
Keeps you logged in while using the site | 2 weeks (or until logout) |
csrftoken |
Protects against cross-site request forgery attacks | 1 year |
Local Storage
We also use browser local storage (not cookies) for:
- Cookie consent preference: Remembers that you've acknowledged our cookie notice
- Shopping cart: Temporarily stores items you've added to your cart
Local storage data remains on your device and is not sent to our servers. You can clear this data at any time through your browser settings or by selecting "Clear all cookies and local data" when logging out.
Managing Cookies
You can control cookies through your browser settings. However, disabling essential cookies may prevent the website from functioning correctly.
Contact Us
For privacy-related enquiries, please email: privacy@woira.com