Draft — pending legal review. Not yet in effect.

Postal Swift — Privacy Policy

Effective Date: [EFFECTIVE DATE]

This Privacy Policy explains how Cedarwood Mailroom LLC, doing business as Postal Swift ("Postal Swift," "we," "us"), handles personal information. It covers our website (postalswift.com), the Postal Swift desktop software, and the Ship Ahead page that stores' customers use.

There are two kinds of people this policy talks about:

• Store customers of ours — pack-and-ship and mailbox businesses that use Postal Swift (the "Store").
• People served by a Store — the Store's own retail customers and mailbox renters (an "End Customer").

1. The short version

• Postal Swift is software that runs on the Store's own computers. The records a Store keeps — customers, mailboxes, shipments, sales — are stored there, not on our servers.
• We do not sell personal information, and we do not use it for advertising.
• The only End Customer information we hold on our servers is what an End Customer types into Ship Ahead.

2. Information we collect

2.1 From you directly

• Contact details when you email us, request a demo, or sign up for a trial or early access: your name, business name, email address, and anything you choose to write to us.
• Account and billing details when you sign up: your email, store name, when you accepted our Terms, and your subscription status. Card payments are handled by our payment processor, Stripe; we never see or store your full card number.
• Support information you choose to share, such as screenshots or files.

2.2 When you visit our website

• Our hosting provider (Vercel) records standard server logs, such as IP address, browser type, pages requested, and time of visit, to deliver and secure the site.
• Our pages load fonts from Google Fonts, so your browser connects to Google's servers, which receive your IP address.
• We use Vercel Web Analytics to count page visits. It does not set cookies or identify you; it records the page, referrer, country, and device type. We do not use advertising cookies. The site may save small items in your own browser (for example, the email you typed into a form) so a page remembers it; that stays on your device.

2.3 Through Ship Ahead

When an End Customer uses Ship Ahead to fill in a shipment before visiting a Store, we collect: - sender name, phone number, and email address; - recipient name, company, address, and phone number; - package contents and declared value; - if they use it, a photo or screenshot of an address, which is sent to an artificial-intelligence service to read the address into the form; - if they choose to sign in, their email address (we email them a one-time code) and a list of their past Ship Ahead shipments.

We collect this on behalf of the Store the End Customer is shipping with, so that Store can prepare the shipment.

2.4 Through the desktop software

The desktop software does not send us the information Stores keep in it. It runs on the Store's computers and communicates directly with the carriers and other services the Store has connected (see Section 4). What it sends us: - the Store owner's email when they sign in, and periodic checks of their subscription status; - for HS code lookup, the item description the Store types, which we pass to our AI provider (OpenRouter) to classify; we keep only a count of lookups per Store per month, for the free allowance and billing; - for address auto-fill, the address text the Store types, which we pass to Google (Places API) for suggestions; we keep only a count of lookups per Store per day, for the fair-use cap.

We do not keep the descriptions or addresses themselves.

3. How we use information

• To provide, support, and improve the Service, and to fix problems.
• To create trial and subscription accounts, bill subscriptions, and send receipts and service notices.
• To answer your questions and send information you asked for.
• To pass Ship Ahead details to the Store the End Customer chose, and to show that customer the status of their shipment.
• To keep our services secure, prevent fraud, and meet legal obligations.

We may send Stores product news by email. Every such email has an unsubscribe link.

4. Who we share information with

• The Store an End Customer chose in Ship Ahead receives that End Customer's shipment details.
• Service providers that run parts of our business for us: website hosting and analytics (Vercel), database and sign-in hosting (Supabase), AI services for Ship Ahead address reading and HS code lookup (OpenRouter), address auto-fill (Google Places), email, and subscription payments (Stripe). They may use the information only to provide their service to us.
• Legal and safety: when required by law, or to protect rights, property, or safety.
• Business transfers: if Postal Swift is merged, acquired, or sells its assets, information may transfer to the new owner under this policy.

Services a Store connects itself. A Store using the desktop software may connect its own accounts with carriers (FedEx, UPS, USPS), ShipEngine/ShipStation, Stripe, Twilio, SendGrid, OpenRouter, QuickBooks, and others. The software sends the data needed for each task (for example, an address to buy a label, or a phone number to send a pickup text) directly from the Store's computer to that service. Those services handle it under their own privacy policies, and the Store, not Postal Swift, decides what is sent.

5. End Customers: the Store is in charge of your information

If you are a customer or mailbox renter of a Store that uses Postal Swift, the Store collects and controls your information, including any ID or USPS Form 1583 details needed to rent a mailbox. Please contact the Store with questions or requests about it. For information you entered in Ship Ahead, you can also contact us, and we will work with the Store to help.

6. How long we keep information

• Contact and account information: while you are a customer or in contact with us, and afterwards as needed for legal, tax, and accounting reasons.
• Ship Ahead records and address photos: [SHIP AHEAD RETENTION].
• Website server logs: as kept by our hosting provider.
• HS code and address auto-fill usage counts: with our billing records.

Information the desktop software stores on a Store's computers is kept and deleted by that Store.

7. Security

We use reasonable safeguards, including encrypted connections and access controls on our hosted databases. The desktop software includes an encrypted backup tool and lets Stores protect sensitive actions with staff PINs. No system is perfectly secure.

8. Your choices and rights

• You can ask us what personal information we hold about you, and ask us to correct or delete it, by emailing hello@postalswift.com. We will verify your request and respond within a reasonable time and as the law requires.
• You can unsubscribe from marketing emails at any time.
• Depending on where you live, you may have additional rights under state privacy laws. We will honor them as required.

9. Children

Postal Swift is a business service and is not directed to children under 13. We do not knowingly collect their personal information.

10. Changes to this policy

We may update this policy. If we make material changes, we will post the new version here with a new effective date and, where appropriate, notify Stores by email or in the app.

11. Contact

Cedarwood Mailroom LLC (Postal Swift)
[REGISTERED ADDRESS]
hello@postalswift.com