Data Management & Compliance
Open Letter Connect (OLC), safeguarding your data and maintaining compliance with privacy regulations is a core part of how we operate. Whether you're uploading mailing lists, managing campaigns, or integrating with your CRM, you can trust that your data is secure, validated, and handled responsibly.
Data Retention & Ownership
Your data is your property. Any contact lists or mailing data you upload remain yours. OLC does not sell, share, or use your data for marketing.
How long we keep your data:
Contact lists and campaign data are retained as long as your account is active.
If your account becomes inactive for over one year, data may be deleted for security and storage optimization.
We recommend backing up your data regularly outside of OLC.
Address Validation & List Cleaning
Automatic Address Validation: OLC uses Accutrace, a USPS-certified address verification service, to:
Standardize address formatting (e.g., abbreviations, casing)
Confirm deliverability to reduce undeliverable mail
Ensure compliance with USPS regulations, including CASS and NCOA standards.
🔍 Pro Tip: Upload clean lists for better deliverability. Invalid or incomplete addresses may be flagged during import.
Data Security
Encryption: All data is protected:
In transit: via HTTPS encryption during uploads, imports, and API calls.
At rest: stored securely within our infrastructure.
Access Controls: Your data is accessible only to authorized personnel involved in campaign fulfillment and technical support.
Sunsetting Policy: Inactive accounts and unused data are reviewed annually for removal to maintain security and compliance.
Compliance Framework
GDPR & CCPA Alignment: OLC aligns with key privacy regulations:
Right to Access: Users may request a copy of their account data.
Right to Deletion: Users may request full deletion of their account and associated data by contacting [email protected].
OLC does not sell personal data and only processes data for the intended purpose of fulfilling mailing services.
Data Controller vs. Processor:
You (the OLC client) act as the Data Controller: You determine what data to upload and who receives mail.
OLC operates as the Data Processor: We handle the processing (printing, mailing, address validation) on your behalf.
Consent & Opt-Out Best Practices
Obtain Consent: As the Data Controller, it’s your responsibility to ensure you have the right to contact individuals on your mailing list.
Include Opt-Out Instructions (Recommended): While opt-outs are not legally required for direct mail in many jurisdictions, we recommend including opt-out methods, such as:
A phone number
An email address
A website link (QR codes are great here!)
🧠 Why Include Opt-Outs? It builds trust and transparency, reduces complaints, and aligns your business with best practices.
Fulfillment Partners & Subprocessors
Mailing Fulfillment: OLC fulfills all mail through USPS, with address validation powered by Accutrace.
No External Data Processors: Apart from mailing and address verification, OLC does not engage third-party processors for your contact data.
Summary: Your Role, Our Role
Aspect
Your Responsibility (Controller)
Our Responsibility (Processor)
Uploading Contacts
Ensure lawful consent
Securely store and validate addresses
Data Privacy Compliance
Comply with GDPR/CCPA for your lists
Align services with GDPR/CCPA standards
Fulfillment
Design campaigns, choose recipients
Print, validate, and mail to verified addresses
For more details, review our:
Terms of Service Or contact [email protected] for compliance-related inquiries.
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