Privacy Policy
Effective date: October 25, 2026
Certified Mail Sender (certifiedmailsender.com) is operated by Legitimate LLC, a Georgia limited liability company. This policy says what we collect, why, who gets it, how long we keep it, and what you can ask us to do. Certified Mail Sender is not affiliated with, endorsed by or sponsored by the United States Postal Service.
1. Who is who
- You, the sender. You give us a letter and the addresses on it. For your account and your letters, we are the business that decides how the data is used.
- The recipient. The person you write to never signed up. Their name and address come from you. See section 8.
- Our processors. Companies that handle data for us: Cloudflare, Stripe and Click2Mail (section 5).
2. What we collect and store
Your letter. The PDF you upload or the PDF we typeset from your text, the text we read out of it, and the page count. The text is kept with the PDF, in Cloudflare storage. The letter's text is not copied into our database.
Addresses. The sender's and the recipient's name, organization and postal address. Also a one-way hash of the recipient's address. We use it to notice when many different senders write to one address.
Emails. Your account email, the email you pay with, and the email of anyone who files an abuse report. We send service emails only: sign-in links, payment and refund notices, letter status and replies to reports. We send no marketing.
Payment records. Stripe takes your card details. We never see or store your card number. We keep Stripe's identifiers for the payment, the amount, the tax amount if any, and from Stripe: your billing state, ZIP code and country, and a card "fingerprint". The fingerprint is a Stripe ID for a card. We use it to see when one card is used for many letters.
Your account. Your email, the billing state and ZIP from your last live top-up, your API keys (we keep a one-way hash and show only the first characters), your prepaid balance and every entry in it, your sign-in sessions and your auto-send settings. Sign-in links and session tokens are stored only as hashes.
Letter history. Each letter's timeline: what happened, when, and from whom (us, Click2Mail, Stripe or USPS tracking). Its tracking number. Its Return Receipt.
Screening results. For each letter: whether it passed or was held, the categories of concern and a reason of at most 200 characters. Not the letter text. Held letters are read by a person.
Abuse reports and blocks. The report text, the reporter's email, the letter ID and our decision. A block list of emails, accounts, card fingerprints and recipient hashes we have blocked, so a blocked sender can't come back.
Cookies. If you sign in, we set one cookie, cms_session. It keeps you signed in for up to 30 days. It is HttpOnly and Secure. We don't use advertising or tracking cookies, and our pages load no analytics or advertising scripts.
Requests and logs. Cloudflare handles requests to our site. We use your IP address to limit how fast you can make requests. Our hosting logs record each request, including details such as your IP address, and Cloudflare keeps them for 7 days. We keep letter text out of logs.
Support mail. What you send us.
3. Why we use it
- To print and mail your letter, and show you its status, tracking and proof.
- To take payment, keep your balance and make refunds.
- To screen letters and stop abuse: threats, harassment, impersonation, fraud and fake legal notices.
- To keep accounts secure and apply limits.
- To answer support requests and abuse reports.
- To meet legal, tax and accounting duties.
We do not sell your data. We do not share it with advertisers. We do not use your letters to train models. We do not read your letters except for screening, abuse review, support you ask for, or when the law requires.
Automated screening. An AI model reads each letter's text and the sender and recipient names (not street addresses) and answers pass or hold. A held letter goes to a person. No letter is rejected by the model alone.
4. Who sees your letter
- Anyone with the letter's private link. Keep the link private.
- Our staff, when a letter is held, reported or needs support.
- Our processors, as in section 5.
- USPS, which delivers the letter and sees the address and the envelope.
- The recipient, who gets the letter.
- Authorities, when the law requires it, or when we believe in good faith that it is needed to prevent serious harm.
- A buyer, if Legitimate LLC is sold. The buyer takes on this policy.
5. Processors
| Provider | What it does for us | What it sees |
|---|---|---|
| Cloudflare | Hosts the service. Stores letters and records. Sends our email. Runs the AI model that screens letters (Workers AI). | Everything in sections 2 and 3 |
| Stripe | Takes payments. Pays out to us. Runs fraud checks. | Your card details, billing details and payment amounts |
| Click2Mail (C2M LLC) | Checks addresses, prints, stuffs and mails the letter. | The PDF, the sender and recipient addresses, the service chosen |
For Workers AI, Cloudflare's documentation says it keeps a request's inputs and outputs only as long as needed to answer it, and does not use them to train models. Stripe has its own privacy policy for the data it controls. Click2Mail keeps its own records of the mail it prints, under its own policies.
If we add a processor, we update this list the same day.
6. How long we keep it
- Letter files (the PDF and the extracted text): two years after the letter was mailed, or two years after it was created if it never was. Then we delete them automatically. The letter's page says when.
- Letter records (the timeline, addresses, tracking number, price and payment references): seven years, for tax and accounting.
- Payment and balance records: seven years. They stay after you delete a letter's files or close your account, because they are the record of money that moved.
- Abuse reports: three years. Blocks last until we lift them, so a blocked sender can't come back.
- Sign-in links expire in 15 minutes. Sessions last 30 days.
- USPS keeps Return Receipt records for two years from the date of mailing (USPS FAQ, "What is Electronic Return Receipt").
- Click2Mail keeps its own copies under its own policies.
7. Your choices and rights
- Delete a letter's files yourself. When you're signed in, you can delete the PDF and text of a letter that has been delivered, canceled, refunded, returned or failed. The record that the letter was mailed (the timeline) stays. We can't delete a letter's files while it is in flight.
- Ask us to delete anything else, or to give you a copy of your data, or to correct it. Email support@certifiedmailsender.com from your account email. We may need to check it's you. We delete what we can. We keep what the law or an abuse block requires, and we say what that is.
- Deleting from us doesn't delete from others. We can't delete what USPS holds, or a letter already delivered. Click2Mail keeps its own copy.
- Close your account. Email us. We refund your unused balance.
- California and other states. We do not sell or share personal information as those terms are defined in state privacy laws. You can ask for access, correction and deletion, and we will not treat you worse for asking.
- Georgia. We don't serve Georgia addresses yet. This does not stop a Georgia resident from asking for their data.
We answer privacy requests within 30 days.
8. If you're a recipient
Someone sent you a letter through us and gave us your name and address. We hold the letter and the address for the period in section 6. We use them to mail, track and screen it, and to deal with abuse.
- To ask what we hold about you, or to ask us to delete it, email support@certifiedmailsender.com. We'll tell you what we can.
- To report a letter that threatens or harasses you, or pretends to be an agency, a court or USPS, use /report or abuse@certifiedmailsender.com. A stop request opens a review. It isn't an automatic block, because Certified Mail often carries notices a person is legally owed. See the Acceptable use policy.
- We can't recall mail USPS already has.
9. Security
Traffic uses HTTPS. Letter links are long and random and aren't guessable. We store sign-in links, session tokens and API keys only as hashes. Payments are handled by Stripe. We check Stripe's signed messages. We keep letter text out of logs. No system is perfectly secure. If a breach affects your personal data, we'll tell you and any regulator as the law requires.
10. Where data is processed
Our database and file storage are in Cloudflare's Eastern North America region. Cloudflare may handle a request in whichever of its data centers is nearest to you. Stripe and Click2Mail process data in their own locations. The Service is for mail inside the United States.
11. Children
The Service is for adults. We do not knowingly collect personal data from anyone under 18.
12. Changes
We may update this policy. For a material change we'll email account holders or post a notice before it takes effect. Each version has an effective date.
13. Contact
Privacy requests and questions: support@certifiedmailsender.com. Abuse reports: abuse@certifiedmailsender.com. Legitimate LLC, registered agent address: 8735 Dunwoody Place Ste N, Atlanta, GA 30350. Business line: +1 669-316-8976.