> For the complete documentation index, see [llms.txt](https://help.openletterconnect.com/olc-help-docs/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://help.openletterconnect.com/olc-help-docs/direct-mail-marketing-best-practices/data-management-and-compliance.md).

# 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 <support@openletterconnect.com>.
  * 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:

* [Privacy Policy](https://openletterconnect.com/privacy-policy/)
* Terms of Service\
  Or contact <support@openletterconnect.com> for compliance-related inquiries.