🔒 Privacy Policy
Last updated: February 2026
Swyft Letter ("we", "our", "us") is committed to protecting your personal data and respecting your privacy. This Privacy Policy explains how we collect, use, and protect your information when you use the Swyft Letter mobile application ("the App").
1. Data Controller
Swyft Letter is the data controller responsible for your personal data. If you have any questions about this policy, please contact us at hello@swyftletter.com.
2. Information We Collect
We collect the following categories of personal data:
- Profile Information: Name, email address, phone number, postal address, job title, and CV/resume content that you voluntarily provide.
- Cover Letter Content: Job titles, job descriptions, resumes, and generated cover letters.
- Device Information: Device model, manufacturer, operating system version, screen dimensions, locale, and timezone. We generate a hashed device fingerprint for fraud prevention and to enforce usage limits.
- Usage Data: Generation timestamps, token usage, and processing times for service optimisation.
- Contact Information: Name, email, and message content when you contact us through the app.
- Terms Acceptance Records: Timestamp, device details, IP address, and user agent when you accept our terms and privacy policy, for GDPR compliance and audit purposes.
3. How We Use Your Data
We process your personal data for the following purposes:
- Service Delivery: To generate personalised cover letters based on your profile and job details.
- Fraud Prevention: To enforce fair usage limits (one free generation per device) using hashed device fingerprints.
- Communication: To respond to your support requests and contact form submissions.
- Service Improvement: To analyse usage patterns and improve our AI generation quality.
- Legal Compliance: To maintain audit records as required by GDPR and applicable law.
4. Legal Basis for Processing
Under GDPR (Article 6), we process your data based on:
- Consent (Art. 6(1)(a)): You consent to our terms and privacy policy before using the App.
- Contractual Necessity (Art. 6(1)(b)): Processing is necessary to provide the cover letter generation service you requested.
- Legitimate Interests (Art. 6(1)(f)): Fraud prevention, service security, and service improvement.
- Legal Obligation (Art. 6(1)(c)): Maintaining records required by law.
5. Data Storage and Security
Your profile data, drafts, and cover letters are stored locally on your device using secure local storage. Server-side data (device fingerprints, generation logs, and terms acceptance records) is stored in a secure PostgreSQL database hosted on Neon with encryption at rest and in transit.
We do not sell, rent, or share your personal data with third parties for marketing purposes.
6. Third-Party Services
We use the following third-party services to operate the App:
- x.ai (Grok): AI language model for cover letter generation. Your job details and resume content are sent to x.ai's API for processing. See x.ai Privacy Policy.
- RevenueCat: In-app purchase and subscription management. See RevenueCat Privacy Policy.
- Resend: Email delivery for contact form submissions. See Resend Privacy Policy.
7. Data Retention
- Local data (profile, cover letters, drafts): Retained on your device until you delete it.
- Device fingerprints: Retained indefinitely for fraud prevention purposes.
- Generation logs: Retained for 24 months for service improvement and audit purposes.
- Terms acceptance records: Retained for the statutory limitation period (6 years) for legal compliance.
- Contact form submissions: Retained for 12 months after resolution.
8. International Data Transfers
Your data may be processed outside the European Economic Area (EEA) by our third-party service providers (x.ai, RevenueCat). Where this occurs, we ensure appropriate safeguards are in place, including Standard Contractual Clauses (SCCs) approved by the European Commission.
9. Children's Privacy
The App is not intended for use by individuals under the age of 16. We do not knowingly collect personal data from children. If you believe a child has provided us with personal data, please contact us immediately.
⚖ Your GDPR Rights
Applicable to users in the European Economic Area
Under the General Data Protection Regulation (GDPR), you have the following rights:
- Right of Access (Art. 15): You can request a copy of all personal data we hold about you. Use the "Download Your Data" feature in the App's Privacy settings.
- Right to Rectification (Art. 16): You can correct inaccurate data via your Profile screen in the App.
- Right to Erasure (Art. 17): You can delete all your data using the "Delete All Data" feature in the App's Privacy settings. Note: device fingerprints are retained to prevent abuse of our free generation offer.
- Right to Restriction (Art. 18): You can request we restrict processing of your data in certain circumstances.
- Right to Data Portability (Art. 20): You can export your data in a machine-readable format using the "Download Your Data" feature.
- Right to Object (Art. 21): You can object to processing based on legitimate interests.
- Right to Withdraw Consent: You can withdraw consent at any time by deleting your data or contacting us.
To exercise any of these rights, please contact us at hello@swyftletter.com. We will respond within 30 days as required by GDPR.
You also have the right to lodge a complaint with your local Data Protection Authority.
🔧 Data Processing
How your data flows through Swyft Letter
Cover Letter Generation
When you generate a cover letter, the following data is sent to our server and then to x.ai's API:
- Job title, job description, and your resume/CV
- Selected writing style and any custom instructions
- Your name and contact details (for letter personalisation)
- Recipient and company details (if provided)
- Selected language and regional preferences
The AI-generated cover letter is returned to your device and stored locally. We log the generation request (including token usage and timing) on our server for service monitoring and billing purposes.
Address Information
Your address and recipient address details are stored exclusively on your device. They are formatted and inserted into the cover letter on your device after AI generation -- they are never sent to our servers or to x.ai.
Content Moderation
We implement strict content moderation to ensure our AI service is used solely for cover letter generation. Requests containing prompt injection attempts, off-topic content, or abusive material are automatically rejected.
✉ Contact Us
If you have any questions about these policies, your data, or your rights, please get in touch:
Email: hello@swyftletter.com
In-App: Settings > Help & Contact Us
Response Time: We aim to respond within 48 hours on business days.
GDPR Requests: We will respond to data subject requests within 30 days as required by law.