Privacy, Terms and Legal Notices

Controller and owner

Letter Flow is operated and owned by iMATRIX GmbH, Cheerstrasse 13e, 6014 Lucerne, Switzerland. You can contact us about privacy matters at privacy@letterflow.ch.

Data we process

• Account and profile data such as name, email address, company, role, language and login information.
• Contacts, subscribers, lists, segments, tags and campaign data that you import or create in the platform.
• Newsletter content, templates, automations, sending server settings and domain settings.
• Billing, subscription, payment and transaction data required for using and charging the service.
• Delivery, opens, clicks, bounces, unsubscribes, complaints, IP address, user agent and timestamps.
• Support, security, error and system logs as well as cookie and device data.

Purposes

• Providing, operating, maintaining and improving the platform.
• Authentication, account, role and permission management.
• Campaign delivery, deliverability, bounce handling, unsubscribes, tracking and reporting.
• Billing, contract management, support, communications and abuse prevention.
• Security, troubleshooting, backups, fraud detection and legal compliance.

Legal grounds

We process data where necessary to perform a contract, based on consent, to comply with legal obligations or based on legitimate interests. If you import or contact recipients, you are responsible for having valid consent or another lawful basis.

Roles of Letter Flow and customers

Letter Flow is usually the controller for account, billing, website and security data. For subscriber, contact, campaign and content data that you manage as a customer, Letter Flow typically acts as processor. You remain responsible for lawful collection, use and communication with your recipients.

Recipients and processors

We use service providers where needed for hosting, email delivery, payment processing, support, security, analytics, error monitoring, email verification or infrastructure. They receive only the data required for their tasks and are bound by data protection and security obligations.

International transfers

Data may be transferred outside Switzerland or the EEA if an adequate level of protection exists or appropriate safeguards such as standard contractual clauses, data processing agreements or legally permitted exceptions apply.

Retention and deletion

We keep data only as long as required for the stated purposes, legal retention duties, evidence, security or abuse prevention. Unsubscribe, bounce and suppression list data may be retained longer to prevent unlawful re-contacting.

Your rights

• Request access to personal data being processed.
• Request correction of inaccurate or incomplete data.
• Request deletion, restriction or objection where legally available.
• Withdraw consent with future effect.
• Request data portability where the GDPR applies.
• File a complaint with the Swiss Federal Data Protection and Information Commissioner or another competent authority.

Security

We use technical and organisational measures to protect data against unauthorised access, loss, misuse and alteration. These include access controls, role permissions, logging, backups, secure configuration and, where appropriate, encryption.

Platform and account

Letter Flow provides a SaaS platform for newsletters, contact management, lists, segments, templates, automations, delivery, reporting and email verification. You need an account and must provide accurate, complete and current information.

User obligations

• You protect your credentials and do not share accounts without authorisation.
• You keep contact, company, billing and subscription data up to date.
• You use the platform only in accordance with applicable law and these terms.
• You ensure that people working through your account are authorised to do so.

Acceptable use

The platform must not be used for spam, phishing, malware, misleading content, illegal offers, harassment, violations of personality rights, trademark or copyright infringement, or other abusive activity. Data protection, unfair competition, telecommunications and anti-spam laws are particularly relevant.

Recipient lists and consent

You may import, store and contact recipients only if you have valid consent or another lawful basis. Every campaign must include accurate sender details, legally required information and a working unsubscribe option.

Delivery and deliverability

Letter Flow supports delivery, tracking, bounces, unsubscribes and deliverability. We cannot guarantee a specific inbox placement, delivery rate or recipient reaction. Sending features may be limited or paused if bounces, complaints, blacklist risks or abuse increase.

Fees and subscriptions

Costs, terms, quotas and payment conditions depend on the selected plan, checkout or individual offer. Fees may be due in advance. In case of non-payment, functions may be limited or accounts suspended where legally permitted.

Content and rights

You retain your rights in your content, contacts and campaign data. You grant Letter Flow the rights required to host, process, transmit and technically adapt this data so that the platform can operate and your instructions can be fulfilled.

Suspension and termination

You can cancel your account according to your plan. We may restrict accounts or functions if there are security risks, payment defaults, legal violations, abuse or substantial risks to the platform, recipients or third parties.

Liability

To the extent permitted by law, we are not liable for indirect damages, lost profits, reputational damage, data loss caused by customer error or delivery issues outside our control. Mandatory statutory liability remains unaffected.

Changes

We may update these terms when features, legal requirements or operational processes change. Material changes will be communicated appropriately.

Provider and owner

iMATRIX GmbH, Cheerstrasse 13e, 6014 Lucerne, Switzerland. Website and platform: https://letterflow.ch. Contact: privacy@letterflow.ch.

Applicable law and venue

Swiss law applies. Where legally permitted, the courts at the provider’s registered office have jurisdiction. Mandatory consumer protection and data protection rules remain reserved.

No legal or delivery guarantee

Letter Flow helps with privacy workflows, unsubscribes, tracking and deliverability, but does not replace legal advice and does not guarantee specific delivery, open rates, click rates or commercial results.

Third-party providers and integrations

If you use payment providers, sending servers, verification services, tracking, analytics or other integrations, their additional terms and privacy information may apply.

Trademarks and copyrights

Logos, trademarks, software, designs, text and technical components of Letter Flow or third parties may be used only where contractually, legally or expressly permitted.

What cookies are

Cookies, local storage and similar technologies store or retrieve information in your browser. They may be required for login, language, security, forms, preferences and individual features.

Necessary cookies

Necessary cookies are used for sessions, CSRF protection, login, security, language, technical preferences and abuse prevention. Without them, the platform cannot function reliably.

Preferences, analytics and marketing

Preference cookies store settings such as language or interface choices. Analytics or marketing cookies are used only if the corresponding features are enabled and, where required, consent has been obtained.

Managing your settings

You can delete or block cookies in your browser. Blocking certain cookies may limit login, security, saved preferences or platform functions. Where a privacy preference centre is provided, you can manage additional categories there.

Processing on behalf of customers

For customer data such as subscribers, contacts, lists, segments, campaigns and tracking data, Letter Flow usually acts as processor. A data processing agreement can be concluded on request where required for your use.

Support for data subject rights

Letter Flow supports you, to the extent technically possible, with access, correction, deletion, export, restriction and objection requests that you need to handle for your recipients.

Privacy by design

The platform is designed to integrate privacy features such as role permissions, unsubscribe links, bounce handling, suppression lists, export, deletion, logs and security settings into operational workflows.

Security incidents

In case of security incidents, we assess scope, risk and affected systems and support you where statutory notification or information duties may be involved.

Your responsibility as customer

You are responsible for transparent privacy notices, valid consent or legal bases, correct unsubscribe options, lawful content, appropriate retention and lawful use of your recipient lists.