Privacy Policy

Office Letter Generation

This Privacy Policy describes how Office Letter App (“we”, “us”, “our”) handles information when you use the Office Letter App features within our platform. These features are intended for authorised office staff to create, manage, and issue official letters and related documents in line with your organisation’s processes.

1. Scope

This policy applies to the letter generation area of Office Letter App, including (where enabled) letter types, templates, stored/generated letters, PDF outputs, license or device registration for letter-generation terminals, and any citizen or applicant details entered to produce a letter.

2. Information We May Collect

• Account and access data: identifiers tied to your staff login (for example user id, office or allocation context) used to authenticate you and record who created or changed a letter.
• Letter and form content: data you enter into letter templates or generation forms (such as names, addresses, dates, reference numbers, or other fields required for the letter).
• Generated outputs: stored letter metadata, generated PDF or document paths, and status fields needed to retrieve or audit letters.
• Technical data: server logs, IP address, device or browser type, and timestamps, where our infrastructure records them for security and troubleshooting.

3. How We Use This Information

• To generate, preview, store, and re-issue letters in accordance with your office’s authorised workflows.
• To enforce access control so only permitted roles can view or export sensitive letter data.
• To maintain an audit trail (who created or updated records, when) where the product supports it.
• To operate optional features such as license or device checks for dedicated letter-generation apps or kiosks, if your organisation has configured them.

4. Legal Basis and Legitimate Use

Letter generation is used for official or administrative purposes. You should only enter personal data that is necessary for the letter being issued and that your organisation is entitled to process. Your organisation’s own policies, notices to citizens, and any applicable law (including data protection and public-records rules) apply in addition to this statement.

5. Sharing and Disclosure

• We do not sell personal data collected through letter generation for marketing.
• Data may be processed on infrastructure or services used to host Office Letter Generation (for example cloud storage or backup), under agreements appropriate for organisational use.
• Within the platform, access may be limited by role, office, or module permissions configured by your administrators.
• We may disclose information if required by law, court order, or competent authority, or to protect the security and integrity of the service.

6. Retention and Security

Retention of generated letters and related files is determined by your organisation’s configuration and record-keeping rules. We apply reasonable technical and organisational measures to protect data against unauthorised access, alteration, or loss. No method of transmission or storage is completely secure; you should follow good practices (strong passwords, locking devices, least-privilege access).

7. Your Responsibilities (Office Users)

• Use letter generation only for legitimate official purposes and within the permissions granted to your account.
• Do not copy, export, or share letter data outside approved channels.
• Report suspected misuse, loss of credentials, or security issues to your IT or data administrator promptly.

8. Changes

We may update this Privacy Policy from time to time. The current version will be available at this page; material changes may also be communicated through your organisation or within the application.

9. Contact

For questions about this policy or how letter-generation data is handled, contact your office administrator or the team responsible for Office Letter Generation in your organisation.