How information is handled
What is stored about a customer
| What | What it is for |
|---|---|
| The email address you sign in with | Sign-in, the weekly report, and anything support has to tell you. |
| Your business name, first name and phone number | They are printed on your card, and the number is where the tracking number forwards. |
| Your return address | It is printed on the card, because a card with no return address is not mail from a local business. |
| Your logo and the photographs you upload | They are the card. Nothing is used on anyone else's card, ever. |
| Your settings: types, radius, cadence, cap, review window | They decide what mails and how often. |
| A billing reference from the payment provider | It identifies your subscription to them. It is not a card number, and it cannot be used to charge anything. |
What is stored about a business that gets a card
| What | What it is for |
|---|---|
| The business name and trading name from the public record | It is who the card is addressed to. |
| The mailing address from the public record | The card has to go somewhere. |
| The type of business and the date it opened | Matching, and the line written on the card. |
| The phone number on the public record, when there is one | So a customer can call as well as mail. |
| Which cards were sent, and what happened to them | Delivery, the credit for an undeliverable address, and the report. |
| The public listing the address was confirmed against | A record has to be checked against a live listing at a real street address before anything can mail. |
| The listing's own name, its coordinates and what the check returned | Working out whether two records are the same place, and keeping the reason a card was allowed to print. |
Owner names appear in some public files and are dropped rather than stored for mailing. Home addresses, apartments, mailboxes at pack-and-ship shops and sole traders registered under their own name are graded out and never mailed. Nothing is bought from a list broker and nothing is appended from a consumer file. The full list of what is kept and what is not.
Who can see what
You see your own account
Your card, your matches, your calls, your scans and your invoices. You never see another customer's account, their card, their matches or their settings, and they never see yours.
Sign-in is required for all of it
Every page in the portal checks a signed session on the server before it renders anything. Links that carry a token — the QR landing pages and unsubscribe links — are excluded from search indexes and are not linked from any public page.
A support console exists
It is limited to a named list of addresses, it checks that list on every request, and what it is used for is answering support questions and keeping the engine running. It is not available to anyone else and it is not a marketing surface.
Nothing is sold or shared for marketing
Not your details, not your matches, not your call log. A provider that prints, mails, sends an email or connects a call receives only what that job needs.
Payment details are not held here
Card details are entered on the payment provider's own hosted page and never reach this application. What is stored here is the reference that provider issues for your subscription, which identifies it to them and cannot be used to charge anything. Changing a card, updating a billing address or downloading an invoice all happen on their page, reached from Billing in your dashboard.
Every page and every form on this site is served over an encrypted connection, including the sign-in page and the payment link.
Calls and scans
The number printed on a card forwards to your real phone. What is logged is the calling number, the time, how long the call lasted and which card it came from. Audio is not recorded unless you switch recording on yourself. Recording is off on every account and stays off until it is turned on in Settings. When it is on, the caller hears a short notice before the call connects, so both parties are told, and the recording belongs to your account.
A QR scan logs that a code was scanned, when, and which card it was on. If the business fills in the quote form on that page, what they typed goes to you.
How long it is kept, and what ends
Customer records are kept while the account exists, and a cancelled account's records are kept only as long as the billing and delivery history behind them has to be: invoices, what mailed, and what came back. Uploaded logos and photographs are deleted when the account is closed.
Public-record business rows are kept while they are useful for matching and for the audit trail behind a card that was already mailed. A removal request takes a business out of the public pages, out of every customer's dashboard and out of the next mail batch, and it is not undone by a later record for the same place.
To close an account and have its data removed, cancel in Billing and email hello@earlyhello.com. The privacy page is the binding version of all of this, and a business can stop the cards here.
See whether the records where you work are running.
Type a city, county or ZIP. If the area is running you can start now. If it is not, you go on the list and hear from us the week it is, and nothing is charged in the meantime.
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