Privacy Policy

What we collect

Account details (name, email, phone if given); organization details; letters, letterheads, signatures and attachments you upload; payment records (we do not store card numbers); AI session text, transcripts and — only with your explicit consent — voice recordings; security logs.

Why we use it

To provide and secure the service, process payments, prevent fraud and abuse, meet legal obligations and respond to support requests. We do not sell personal data or use your letters for advertising.

Who can see your data

Inside an organization, access follows the roles and permissions the organization sets. Platform administrators can see account and billing information but cannot open customer letters or signatures.

Service providers (hosting, AI processing, payments, email) act on our instructions.

AI and voice

See the AI & Voice Data notice. AI sessions are deleted after 90 days by default; voice recordings are kept only with consent and for at most 30 days.

Retention

Officially issued documents and their audit records are kept as permanent records of the issuing organization. Other data is kept while your account is active and deleted or anonymized afterwards, subject to legal requirements.

Your rights

Depending on where you live (including under the Nigeria Data Protection Act 2023 and the GDPR), you may access, correct, delete or export your data, object to processing or withdraw consent. Contact us using the Contact page (topic: Privacy & data) or at support@getidenticore.com, stating that your request concerns LetterBase by IdentiCore.

International transfers and security

Data may be processed outside your country with appropriate safeguards. We use encryption in transit, strict access controls, two-step verification for sensitive actions and tamper-evident audit logs.