Privacy Policy
Last updated: 4 November 2026
If a translated version conflicts with the English version, the English version prevails, except where mandatory consumer law of the consumer's country applies.
This policy explains what personal data SendRegistered processes when you use sendregistered.com, when you send a letter through us, and when you receive a letter sent through us. It also explains how long we keep data, who we share it with, and what your rights are under the EU General Data Protection Regulation (GDPR).
In short
- We use your data to print and post your registered letter, show tracking, issue a delivery certificate, bill you, and keep the Service secure.
- We do not read or analyse your letters, and we do not sell personal data or use it for advertising.
- When you confirm your email address with a login code, we create a free account. In it you find your letters and proofs. You can delete it at any time.
- Your uploaded PDF is deleted automatically 30 days after the letter reaches a final tracking status (delivered, returned, refunded or failed), and no later than 60 days after it was printed. Unpaid uploads are deleted after 7 days.
- All other order information (order details, addresses as entered, tracking history, delivery certificate, SHA-256 hash, invoices) stays visible in your account for as long as your account exists, and is kept for at least 7 years so you can prove delivery and we can meet Dutch bookkeeping obligations. You can ask us to delete your account, except for what the law requires us to keep.
- Your PDF is encrypted (AES-256, a separate key per file). Our staff and admin panel cannot view or download it.
- Our website analytics are cookieless. They store guide search terms with personal data removed, campaign parameters, and an approximate location (country and city). On the pages where you send a letter and pay, we record the visit with all text and fields hidden, so we can see where an order stops. We only use cookies that are strictly necessary.
- You can contact us via the contact form and complain to the Dutch Data Protection Authority (Autoriteit Persoonsgegevens).
1. Who is responsible
1.1 The controller for the processing described in this policy (except where section 3 says we act as a processor) is Inlef B.V., trading as SendRegistered, a private limited company (besloten vennootschap) under Dutch law, Orteliusstraat 116-1, 1057 BG Amsterdam, the Netherlands, Chamber of Commerce (KvK) 77832450, VAT NL861162754B01. Contact: via the contact form.
1.2 We have not appointed a Data Protection Officer because we are not legally required to. Privacy questions can be sent via the contact form.
2. Whose data this policy covers
- Customers: people who send letters or create an account, and contact persons of business customers.
- Recipients: people and organisations to whom letters are addressed.
- Other people named in letters: any person whose data appears in a letter's content.
- Website visitors and people who contact us through the contact form.
3. Our role: controller or processor
3.1 Your account, orders, payments, support, security and our own records. We are the controller.
3.2 Letter content and recipient details for business customers. When a business customer sends letters, the business decides what is sent, to whom, and why. For that content and recipient data, we act as a processor on behalf of the business customer, under a data processing agreement where one has been agreed, in accordance with Article 28 GDPR. The business customer is the controller and is responsible for having a legal basis and for informing recipients. If you are a recipient of such a letter and want to exercise your rights, please contact the sender; we will forward requests we receive to the sender and help them respond.
3.3 Letter content and recipient details for consumers. When a private individual sends a personal letter, the processing by that individual may fall under the GDPR's household exemption. In that case we are the controller for the processing we carry out to print, post and track the letter, and to keep the delivery record, and we process this data only for those purposes.
3.4 Delivery records we keep for our own purposes. Regardless of who the customer is, we are the controller for the order records, delivery certificates and invoices we keep for our legal obligations and to establish, exercise or defend legal claims.
3.5 Print partners and postal operators. Our print partners process data on our behalf as (sub-)processors. Postal operators (such as Deutsche Post, La Poste, Correos, Hispapost, bpost, Swiss Post, PostNL, Royal Mail or USPS) process the data on the envelope and the tracking data under their own responsibility as independent controllers, under postal law and their own privacy policies.
4. What data we process, why, and on what legal basis
| Purpose | Data | Legal basis (GDPR) |
|---|---|---|
| Taking and carrying out your order: checking the file, printing, posting, tracking, sending status emails | Your name, sender address, email address; recipient name and address; the PDF and its content; product, destination, page count; order and tracking data | Performance of a contract (Art. 6(1)(b)). For recipients and people named in letters: see section 5 |
| Your account and sign-in links | Email address, sign-in tokens, order history | Performance of a contract (Art. 6(1)(b)) |
| Delivery certificate and proof records | Order number, sender and recipient details, product, timestamps, tracking number and events, SHA-256 hash of your PDF | Performance of a contract (Art. 6(1)(b)) and our and your legitimate interest in being able to prove delivery and defend legal claims (Art. 6(1)(f)) |
| Payments | Name, email, billing address, amount, payment status, and the payment reference shown by the payment method at checkout. We do not see full card numbers. | Performance of a contract (Art. 6(1)(b)) |
| Address suggestions and company checks | The address text you type, and a company number or VAT number you enter | Performance of a contract (Art. 6(1)(b)) and legitimate interest in correct addresses and invoices (Art. 6(1)(f)) |
| Invoices and bookkeeping | Name, address, VAT number (business customers), order and payment data | Legal obligation (Art. 6(1)(c)): Dutch tax and bookkeeping law (Article 52 General Tax Act (AWR) and Article 2:10 Dutch Civil Code) |
| Customer support | Messages you send us through the contact form and our replies, order data you refer to | Performance of a contract (Art. 6(1)(b)) or legitimate interest in answering questions (Art. 6(1)(f)) |
| Security, fraud and abuse prevention, enforcing our Terms | IP address, browser data, logs, payment risk signals, order data and file metadata; where there are concrete indications of abuse, the (encrypted) letter file may be retained as evidence | Legitimate interest in protecting our Service, partners, recipients and customers (Art. 6(1)(f)); legal obligation where we must cooperate with authorities (Art. 6(1)(c)) |
| Website analytics (cookieless) | Pages visited, referrer, campaign parameters, an approximate location (country and city), guide search terms with personal data removed, device and browser, order events, clicks on buttons and links without the words on the page, a masked recording of the send and payment pages, and technical errors without the text you typed. The IP address itself is not stored. A visit id stays in session storage until you close the tab. | Legitimate interest in understanding and improving the website (Art. 6(1)(f)) |
| Service emails | Email address, order details | Performance of a contract (Art. 6(1)(b)) |
4.1 Where we rely on legitimate interests, we have balanced them against your interests and rights. You may object to such processing (section 12).
4.2 Providing your data is necessary to use the Service. Without a recipient address and a file, we cannot send a letter; without an email address, we cannot send order confirmations or tracking updates.
4.3 Sensitive data in letters. Letters can contain any kind of information, including sensitive data such as health or financial information. We do not read, analyse, index or use letter content for any purpose other than printing and posting it, technical checks, and handling abuse or faults as described above. We do not use letter content to train any AI or machine learning model.
4.4 We do not make decisions based solely on automated processing that have legal or similarly significant effects on you. Automated technical checks (for example whether a file is printable) and fraud screening by our payment provider may lead to an order not being processed. You can always contact us for a human review.
4.5 Free account. When you confirm your email address with a login code (for example at checkout), we create a free account for that address. In it you find your letters and delivery proofs later. You can also choose to sign in with Google or Microsoft; in that case we receive only your email address and name from that provider. For this we use your email address, your orders and any recipients you save (performance of a contract, Art. 6(1)(b)). You can delete the account at any time, in your account or via the contact form. Section 6 explains what we must keep after that.
5. Information for recipients of letters
5.1 If you received a registered letter sent through SendRegistered, we processed your name and postal address (and the content of the letter) because the sender asked us to send you that letter.
5.2 Source. The data was provided by the sender. We do not collect recipient data from other sources and do not use it for any other purpose.
5.3 Legal basis. For letters sent by business customers, we process your data as a processor for the sender (section 3.2), and the sender is responsible for the legal basis. For letters sent by private individuals, we rely on the legitimate interest of the sender in communicating with you in a verifiable way, and our legitimate interest in carrying out the order and documenting delivery (Art. 6(1)(f)).
5.4 Retention. As described in section 6: the letter file is deleted within the short periods listed, while your name, address and the delivery events are kept as part of the sender's order and delivery record for as long as the sender's account exists, and in any case for at least 7 years.
5.5 Your rights. You have the rights in section 12. The right to erasure may be limited while the sender or we need the delivery record to establish, exercise or defend legal claims. We are not responsible for the content of letters; complaints about content should be addressed to the sender. If you believe a letter breaches the law or our Terms (for example threats or fraud), please tell us via the contact form.
5.6 We inform recipients through this policy. Because recipients receive the letter itself, which identifies the sender, we do not send separate notices (Art. 14(5)(b) GDPR).
6. How long we keep data
| Data | Retention period |
|---|---|
| Uploaded PDF, paid and sent | Deleted automatically 30 days after the letter reaches a final tracking status (delivered, returned, refunded or failed), and in any case no later than 60 days after it was printed |
| Uploaded PDF, not paid (abandoned upload) | Deleted automatically 7 days after upload |
| Letter drafts in your browser | Stored in your browser's session storage only; cleared when you close the tab or browser |
| Copies at the print partner | Deleted under the print partner's retention settings, which we set to the shortest period that partner offers |
| Printed paper | Misprints are destroyed securely by the print partner. Undeliverable letters returned to the print partner are recorded and destroyed securely without being opened |
| All other order information: order details, sender and recipient names and addresses as entered, product, dates, tracking history, delivery certificate, PDF hash (SHA-256) | Kept and visible to you in your account for as long as your account exists, and in any case for at least 7 years after the end of the calendar year in which the order was placed (bookkeeping and proof) |
| Invoices, payment and bookkeeping records | Kept and visible in your account for as long as your account exists, and in any case for 7 years (Dutch tax and bookkeeping law) |
| Account (email address, preferences) | Until you ask us to delete your account. On deletion, order information is deleted too, except what we must keep by law (invoices and bookkeeping records, 7 years) or need for an ongoing or reasonably expected dispute |
| Support messages | For as long as needed to handle the request and any dispute |
| Security and server logs | For as long as needed to operate and secure the service and to investigate an incident |
| Records of prohibited content and blocked accounts | As long as needed to prevent repeat abuse and handle legal proceedings |
| Website analytics | Stored without the IP address and without cookies, for the period set in the analytics project. That period also covers campaign parameters, the approximate location (country and city) and guide search terms with personal data removed. The visit id in session storage is deleted when you close the tab. Masked recordings are kept for that same period. |
| Emails sent through our email provider (delivery logs) | For the provider's log retention period |
6.1 Earlier deletion. You can ask us to delete your PDF after it has been sent to the print partner, via the contact form. You can also ask us to delete your account and the order information linked to it. We will do so unless we must keep data by law (for example invoices and bookkeeping records) or need it for an ongoing or reasonably expected dispute. Before you ask, please download your delivery certificates: after deletion we cannot reissue them.
6.2 Backups. Deleted data may remain in encrypted backups until those backups are overwritten.
7. How we protect your document
- In transit. Your PDF is transmitted over encrypted connections (TLS), both when you upload it and when we pass it to the print partner.
- At rest. Uploaded PDFs are encrypted at application level with AES-256, using a separate key for each file. Application functions run in Frankfurt. The ciphertext is stored in the project's private file store.
- No staff access to content. Our staff and our admin panel cannot view, preview or download customer documents. They only see metadata: file name, page count, file size, SHA-256 hash and timestamps. If you report a print problem, we handle it on the basis of this metadata and the print partner's information.
- When the file is decrypted. The file is decrypted automatically, and only (a) to hand it to the print partner for the destination country (listed in section 8) after payment, so that it can be printed and posted, and (b) to show you a preview of your own letter.
- The print partner sees the content. To print your letter, the print partner necessarily processes its content, and the postal operator handles the printed letter. This is therefore not end-to-end encryption, and we do not claim that nobody can ever access your document.
- Fingerprint. When you upload a PDF, we calculate a SHA-256 hash (a digital fingerprint) of the original file. The hash does not reveal the content, but makes it possible to check later whether a given file is identical to the one you uploaded.
- Deletion. The PDF is deleted 30 days after the letter reaches a final tracking status, and no later than 60 days after printing (see section 6).
8. Who we share data with
8.1 We share personal data only with the categories of recipients below, with postal operators to deliver your letter, and with authorities where the law requires it. We do not sell personal data.
8.2 Service providers (processors). They process data only on our instructions and under a data processing agreement:
| Recipient | Purpose and data | Location and safeguard |
|---|---|---|
| Print and posting partners | Printing and enveloping your letter, handing it to the postal operator and passing on tracking data. Data: sender and recipient details, letter content, tracking data. | EU, Switzerland, United Kingdom and United States, depending on the destination country. A letter to the United Kingdom is printed in the United Kingdom, a letter to the United States in the United States. Switzerland and the United Kingdom have an EU adequacy decision. For the United States, see section 9. |
| Payment provider | Payment processing and fraud prevention. Data: name, email address, billing address, amount and the payment details you enter on the payment page. | EU (Ireland). For fraud prevention and financial regulation, the payment provider also acts as an independent controller. |
| Hosting and database providers | Running the website and the application, storing your encrypted files and the database of accounts, orders, tracking and certificates. | EU (Frankfurt, Germany). The hosting provider's parent company is in the United States: Standard Contractual Clauses and the EU-U.S. Data Privacy Framework (section 9). |
| Email delivery provider | Sending service emails such as order confirmations, login codes and tracking updates. Data: email address, name and the order details in the email. | United States. Standard Contractual Clauses and the EU-U.S. Data Privacy Framework (section 9). |
| Analytics provider | Cookieless website analytics, including campaign parameters, an approximate location (country and city) and guide search terms with personal data removed, masked recordings of the send and payment pages, and technical error reports. Pseudonymous usage data; no cookies; the IP address itself is not stored. Text you type on the send and payment pages, names, addresses and the letter are hidden in the recording. | EU (Frankfurt, Germany). |
| Address lookup provider | Address suggestions while you type an address outside the Netherlands. Data: the address text you type. For Dutch addresses we use PDOK, the public Dutch address register (section 8.5). | EU (Germany). |
8.3 The names of our processors are listed in our data processing agreement. We give them to anyone who asks via the contact form.
8.4 Postal operators receive the data printed on the envelope and generate tracking data. They act as independent controllers under their own privacy policies.
8.5 Public registers. To check a company, a VAT number or an address, we query public registers with the number or address you enter: the Dutch Chamber of Commerce (KVK), UK Companies House, the EU VIES VAT system, the Swiss UID register, and PDOK (Dutch address data). These bodies act under their own rules. We send them only what the check needs.
8.6 Authorities and third parties. We may disclose data to courts, police or other authorities when we are legally required to, and to an affected recipient or authority where there are concrete indications that a letter breaches the law (for example threats or fraud), to protect them or us.
8.7 Business transfers. If our business is sold or merged, data may be transferred to the new owner, who must respect this policy.
8.8 We update this section when a category of recipient or a location changes. A business customer can ask, via the contact form, to be told when we change a processor that handles that customer's letters.
9. International transfers
9.1 We aim to store and process data in the European Economic Area (EEA). Some recipients are based in, or have access from, Switzerland, the United Kingdom or the United States.
9.2 Switzerland and the United Kingdom. Transfers are covered by the European Commission's adequacy decisions for those countries.
9.3 United States. We transfer data to the United States only when the recipient is certified under the EU-U.S. Data Privacy Framework, when we have agreed the European Commission's Standard Contractual Clauses with it, or when the transfer is necessary to carry out your order (Art. 49(1)(b) GDPR): a letter to a US address is printed and posted in the United States. You can ask for a copy of the safeguards via the contact form.
10. Cookies, local storage and analytics
10.1 We only use cookies and similar technologies that are strictly necessary to provide the Service you request. Under Dutch law (Article 11.7a Telecommunications Act) these do not require consent. They are:
| Name | Purpose | Duration |
|---|---|---|
| sr_customer | Remembers the email address you paid with or signed in with, so My letters can show your orders | 30 days |
| sr_verified | Remembers an email address you confirmed with a login code | 1 day |
| sr_doc | Lets the browser that uploaded a PDF open a short-lived preview of that file | 7 days |
| sr_lang | Remembers the language you chose | 1 year |
| sr_suggest_off | Remembers that you closed the language suggestion | 180 days |
| sr_admin | Admin sign-in (staff only) | 14 days |
| Session storage (not a cookie) | Keeps your letter draft on your device while you complete your order | Until you close the tab |
| Session storage for this visit (not a cookie) | Remembers this visit while the tab is open, so the same order stays one visit across page loads and the return from the payment page | Until you close the tab |
10.2 Card payments are handled by our payment provider. On its payment page, it may set its own cookies for fraud prevention and secure payment.
10.3 Cookieless analytics. Our website analytics run without cookies and are hosted in the EU (Frankfurt, Germany). They do not place a cookie and do not use local storage. While this tab is open they keep a random visit id in session storage, so one order stays one visit across page loads and the return from the payment page. That id is deleted when you close the tab. We do not store your IP address. Our analytics provider, hosted in the EU, derives an approximate location (country and city) from it, and we keep that location. We also store the search terms you type into the guide search, after we remove anything that looks like an email address, a phone number or a long string of digits, and the campaign parameters on the link that brought you here. On the pages where you send a letter and pay, we record the visit with every field and all text hidden, so we can see where an order stops. The letter, names and addresses are not visible. We also count clicks on buttons and links on those pages, without the words on the page, and we record technical errors without the text you typed. We use the results only to improve the site. We do not use advertising or social media tracking, and we do not build a profile of you across websites.
10.4 If we ever introduce non-essential cookies, we will ask for your consent first.
11. Security
We use appropriate technical and organisational measures, including encryption in transit (TLS) and at rest (AES-256 per-file encryption of uploaded PDFs, see section 7), access restricted to people who need it, strong authentication for administrative access, logging, automatic deletion of files, and contracts with our providers that oblige them to protect data. If a data breach is likely to result in a high risk to you, we will inform you without undue delay.
12. Your rights
12.1 Under the GDPR you have the right to access your personal data and receive a copy; rectification of inaccurate data; erasure ("right to be forgotten"), unless we must keep data by law or need it for legal claims; restriction of processing; data portability for data you provided to us under a contract or consent; to object at any time to processing based on our legitimate interests, and to direct marketing; and to withdraw consent at any time, where processing is based on consent, without affecting earlier processing.
12.2 To exercise your rights, contact us via the contact form. We may ask you to confirm your identity, for example by confirming from the email address used for the order. We respond within one month; this can be extended by two months for complex requests, in which case we tell you. Requests are free of charge unless they are manifestly unfounded or excessive.
12.3 For letters sent by business customers, where we act as processor, we forward your request to the sender and help them respond.
13. Complaints
If you believe we process your data unlawfully, please contact us first so we can try to solve it. You also have the right to lodge a complaint with a supervisory authority, in particular in the EU country where you live, work, or where the alleged breach took place. Our lead supervisory authority is the Autoriteit Persoonsgegevens (Dutch Data Protection Authority), PO Box 93374, 2509 AJ The Hague, the Netherlands, autoriteitpersoonsgegevens.nl.
14. Children
The Service is not intended for people under 18. We do not knowingly collect data from children as customers. Letters may of course be addressed to minors by their senders.
15. Changes to this policy
We may update this policy, for example when we add a country, partner or feature. The date at the top shows the latest version. We will notify account holders of material changes by email. This policy is available in English, German, French, Spanish, Dutch and Polish. If there is a conflict between language versions, the English version prevails, except where mandatory law of the country where you live applies.
16. Contact
Inlef B.V., trading as SendRegistered, Orteliusstraat 116-1, 1057 BG Amsterdam, the Netherlands. KvK 77832450. VAT NL861162754B01. Privacy questions: via the contact form.
SendRegistered is a trade name of Inlef B.V. · KvK 77832450 · VAT NL861162754B01