Last Updated: January 2025
1. Introduction
E-Mailitary ("we," "us," or "our") operates as a volunteer-based non-profit organization. This Privacy Policy describes how we collect, use, and protect your personal information in accordance with applicable laws, including New York State law and federal regulations.
2. Information We Collect
We collect minimal information necessary to provide our volunteer services:
- Required Information: Email address (for account creation and authentication), Full name (for personalization)
- Automatically Collected: Letter content, submission timestamps, IP addresses (for security and service improvement)
- Donation Information: For donors, we collect name and email address for the purpose of sending donation confirmation emails. Payment information is processed securely by Stripe and is never stored on our servers.
3. How We Use Your Information
- Account authentication and user identification
- Letter writing and submission services
- Content moderation and filtering inappropriate content
- Service usage analytics and statistics
- Important service announcements via email (optional, only for critical updates)
- Processing and acknowledging donations, sending donation confirmation emails
4. Data Retention
We retain your personal information until you delete your account. Upon account deletion, your data is immediately removed from our systems. However, in accordance with applicable laws, certain information may be retained for:
- Abuse prevention records: 1 year (as required by law)
- Service usage logs: 3 months (for security purposes)
5. Information Sharing
E-Mailitary does not sell, rent, or share your personal information with third parties, except:
- When required by law or legal process
- To prevent imminent harm to life, health, or safety
- With your explicit consent
Letter Delivery: Letters are printed anonymously and delivered to military bases. No personal information about the author (including email address or name) is included.
6. Your Rights Under US Law
You have the following rights regarding your personal information:
- Right to access your personal information
- Right to correct inaccurate information
- Right to delete your personal information and request full account deletion
- Right to opt-out of certain data uses
- Right to data portability
To exercise these rights, contact us at williamp2904@gmail.com
7. Data Security
We implement industry-standard security measures including encryption, access controls, and regular security audits to protect your information. To the maximum extent permitted by law, we are not liable for unauthorized access resulting from third-party breaches beyond our reasonable control. However, no internet transmission is completely secure, and we cannot guarantee absolute security.
8. Cookies
E-Mailitary uses essential cookies to maintain login sessions. Refusing cookies may limit service functionality. We do not use tracking or advertising cookies.
9. Children's Privacy
Our service is not directed to individuals under 13 years of age. We do not knowingly collect personal information from children under 13. If we become aware of such collection, we will delete the information immediately.
10. Contact Information
For privacy-related inquiries, contact:
- Organization: E-Mailitary
- Email: williamp2904@gmail.com
11. Changes to This Policy
We may update this Privacy Policy to reflect changes in our practices or legal requirements. We will notify users of material changes through our website. Continued use of our service after changes indicates acceptance of the updated policy.
12. Governing Law
This Privacy Policy is governed by the laws of the State of New York and applicable federal laws, without regard to conflict of law principles.
13. Donation Management and Transparency
E-Mailitary manages donor contributions transparently and responsibly:
- Dedicated Donation Account: All donations are received through a dedicated personal account that is used exclusively for receiving and managing donations. This account is separate from general operating funds and is used solely for donation receipts and organizational purposes.
- Transparent Usage: Donations are used carefully and transparently for maintaining organizational activities and achieving social purposes, including printing, postage, website maintenance, and administrative costs.
- Specific Usage Categories: Donations are allocated to the following purposes:
- Printing costs (flyers, posters, informational materials)
- Personnel costs (project management, event coordination, volunteer management)
- Advertising and promotional expenses (online ads, social media, offline materials)
- Website development and maintenance costs
- Equipment and supplies for event operations
- Operating expenses (domain, software subscriptions, communication costs)
- Education and program development (workshops, seminars, community programs)
- Content creation (photography, videography for promotion and documentation)
- Design outsourcing (branding, poster design, materials design)
- Volunteer activity supplies and consumables
- Donor Protection: Donors understand and agree that:
- If damages occur during organizational activities due to a donor's or participant's actions, the responsible party may be required to compensate for such damages.
- Organizational leadership (including founders, officers, and core leaders) is legally protected from personal harm resulting from donor or user actions.
- Donations are used carefully and transparently for maintaining organizational activities and achieving social purposes.
All donations are executed transparently according to the organization's mission and community development objectives.