Privacy policy

Department of Magical Letters

  1. Data Controller Department of Magical Letters Owner: Margarita Mangus Germany Email: hello@departmentofmagicalletters.com
  2. Data We Collect To process your order, we collect: Name Shipping address Email address Payment details Personalization details you provide

We do not knowingly collect data directly from children. Letters are ordered by adults: any details about a child come from the parent, guardian or gift giver placing the order.

  1. Letters for Children When you write a letter in our letter builder, you may give us details about the child who will receive it, for example their first name, the names of family members, a favourite place or a small story from their year. We use these details only to write, print and send that letter. We never use them for marketing or profiling, and we never sell or share them for any other purpose.

Please give us only what the letter needs. A first name is enough: a surname is optional, and we never ask for a child's age, date of birth or photograph. The address written on the envelope can be a make-believe one, as the letter travels to you in a separate parcel.

  1. Purpose of Processing Your data is used to: Fulfill your order Produce and deliver your letter Communicate with you about your order Meet legal and tax obligations
  2. Legal Basis Processing is based on: Art. 6(1)(b) GDPR, performance of a contract Art. 6(1)(c) GDPR, compliance with a legal obligation
  3. Data Sharing. We only share data with essential service providers: Payment providers Shipping providers (they receive the delivery address only) Production partners Shopify (our online shop platform, which stores your order) OpenAI (our writing assistant, only when you choose to use it: when you click one of the "Generate" buttons in our letter builder, for example "Generate a suggestion", the notes you typed for it are sent to draft a suggestion; when you click "Check spelling and grammar" before adding a letter to your basket, the text of your letter is sent to point out spelling and grammar mistakes. OpenAI is based in the United States, processes this text only to give us the result, and does not use it to train its models. Transfers to the United States are covered by the European Commission's Standard Contractual Clauses in OpenAI's data processing agreement.)

We do not sell personal data.

  1. Data Retention We keep the details of your letter only as long as we need them to produce and deliver it and to handle any reprint, and your order records only as long as the law requires. You can ask us to delete your letter's details at any time.
  2. Your Rights Under GDPR, you have the right to access, correct, or delete your personal data, including the details you gave us about your child. Just write to hello@departmentofmagicalletters.com.

You also have the right to lodge a complaint with a data protection supervisory authority, in particular in the EU member state of your habitual residence, place of work, or the place of the alleged infringement.

  1. Cookies and Saved Letters We use only essential cookies required for this website to function.

If you leave our letter builder before finishing, your unfinished letter is saved in your own browser (not on our servers) for up to 30 days, so you can pick up where you left off. It is deleted once the letter is added to your basket, and you can remove it at any time by clearing this website's data in your browser.