What we do with your data.

Who is responsible

Responsible for the data in this statement (the controller under the GDPR) is:

DoorLetter

Questions and requests about your data: hello@doorletter.com or the contact form.

If you send a letter

• Account: your email address and password (the password only in encrypted form).
• Search profile: what you fill in yourself, such as your name, phone number, budget, when you want to move, what you are looking for and a few words about yourself.
• Letters: what you write, the addresses your letters go to and when they were sent.
• Credit and payments: how many letters you have, what you bought and when. Stripe processes the payment; we never see card details.
• How you found us: when you sign up we keep, from that day's visit statistics, which site, search engine, AI assistant or campaign brought you here and the page you landed on. It shows us which channels work. Legal basis: legitimate interest.

We use this to print and deliver your letters, keep your account and credit up to date and email you about your letters. The legal basis is our contract with you (GDPR art. 6(1)(b)), and for the accounts our legal retention duty (art. 6(1)(c)).

What the owner sees of you

The owner reads your letter, and sees your first name and search profile in the inbox: your budget in broad terms, your situation, where and when you are looking, what kind of home you want and what you wrote about yourself. The owner only sees your full name, email address and phone number after paying for them, and only for the letter you sent to that home. That is how DoorLetter works: you write precisely to get in touch. If you don't want that, leave the phone number out of your profile, or email us.

If you receive a letter

To deliver a letter we use your address. It comes from the sender, who types it or picks a home on the map; the addresses on the map come from the Dutch Basisregistratie Adressen en Gebouwen (BAG) of the Kadaster. We do not know who lives there and do not look it up. The legal basis is the legitimate interest of the sender and of DoorLetter in approaching an owner personally and for a real reason (GDPR art. 6(1)(f)).

You can object at any time (GDPR art. 21). Unsubscribe at doorletter.nl/en/unsubscribe with the code from the letter or your address, or email us. Your address then goes on our block list and you get no more letters through DoorLetter.

If you use the inbox

If you open the inbox with the code and the postcode, you create an account with your email address and password. We keep what you add yourself: your name and phone number if you fill them in, details about your home, and your replies to senders. The sender does not see your details: you reply anonymously, until you share something yourself. The legal basis is our contract with you.

If you make your home visible

If you turn on visibility, we shade your parcel on the buyers' map as 'open to a conversation' and buyers with a saved search nearby get an alert. It stops by itself when the period ends. The legal basis is our contract with you.

Map and dream-home search

On the map and in the dream-home search we show public data about buildings: address, year built and floor area (BAG), the parcel (Kadaster), monument status (Cultural Heritage Agency), the energy label (EP-online) and, for the homes we show, the WOZ value (WOZ-waardeloket). We never show owners' names. The legal basis is our legitimate interest in helping buyers find a home. If you don't want your home included, email us.

If you visit the site

• Our own visitor statistics, without cookies: which page, the site you came from, campaign details in the link, the kind of device and the country. To count visitors we make a new, irreversible code from IP address and browser every day; the IP address itself is not stored. Legal basis: legitimate interest.
• Security: to stop abuse we briefly count how often an IP address does certain things, such as entering codes. Those counters disappear after two days at most. Error reports from the browser are kept without your name, email address or IP address, for 90 days at most. Legal basis: legitimate interest.
• With your consent: Google Analytics (statistics) and the Meta pixel (advertising). If you consent to marketing, we also notify Meta from our server when you sign up, send a letter or buy something, with your email address only in encrypted (hashed) form. Without consent this does not happen. Change your choice on the cookie page, via 'Cookies' at the bottom of every page: see the cookie policy.
• Maps and photos: the map loads tiles from OpenStreetMap and aerial photos from PDOK; the inbox shows a photo of the home through Google Street View. Your browser fetches these directly, so those parties see your IP address.

Email

We email you about what you do with us: your letter was sent, an owner replied, your purchase, your withdrawal. We also send a few tips and reminders, such as a welcome mail, a reminder if you have not sent a letter yet, a mail if it has been quiet for two weeks, an invitation to give a friend a free letter and alerts for your saved search. We do so because you are our customer (art. 11.7(3) Dutch Telecommunications Act). Every tip has a link to unsubscribe; it works straight away.

AI for writing and checking

Every letter is read before sending by an AI model (Claude, by Anthropic) that checks for anything that is not allowed. If you use the writing aid, the model also gets the address and what you filled in about yourself, to write a draft. Anthropic does not use this data to train its models. A rejected letter only means it is not sent; you can always ask Jiri to look at it himself.

Who we share data with

We do not sell data to third parties. These parties process data for us, under a data processing agreement:

• Vercel: hosting of the site.
• Supabase: database and accounts.
• Stripe: payments.
• Pingen (Switzerland) and PostNL: printing and delivering letters.
• Resend: sending email.
• Anthropic: AI for the check and the writing aid.
• Google: Analytics (only with consent) and the Street View photo in the inbox.
• Meta: the pixel and notifications from our server, only with marketing consent.

Some of these parties are outside the European Economic Area, mainly in the United States and Switzerland. We then use the safeguards the GDPR requires: an adequacy decision of the European Commission (such as for Switzerland and the EU-US Data Privacy Framework) or the EU standard contractual clauses.

How long we keep data

• Account and search profile: as long as your account exists. If you delete your account in your settings, we erase your account and search profile.
• Letters: as long as the owner can read them with the code; that is why the letter says the code keeps working. Even if you delete your account, letters you already sent stay with the owner, with the email address you sent them from. If you want that removed as well, email us.
• Block list: unsubscribed addresses and email addresses are kept for as long as DoorLetter exists, otherwise we could not respect your opt-out.
• Payments, withdrawals and accounts: 7 years, as Dutch tax law requires.
• Visitor statistics: 2 years at most; after that they are deleted automatically.
• Security counters: 2 days at most.
• Google Analytics: 14 months at most.

Your rights

You may see your data, have it corrected or erased, restrict its processing, take it to another service and object to processing based on legitimate interest. You can always object to tips by email, without giving a reason. Withdraw cookie consent with 'Cookie settings' at the bottom of every page. Send your request to hello@doorletter.com; you get an answer within a month. If you disagree with us, you can complain to the Autoriteit Persoonsgegevens.

Security

Connections to the site are encrypted. An inbox only opens with the code from the letter and the postcode of the home, and the number of attempts is limited. Only Jiri can access the admin environment. If you notice something wrong, email us.

Minors

DoorLetter is for people aged 18 and over. If we find we hold data of a minor, we delete it.

Changes

If anything changes in how we handle data, we update this statement and the date at the top. We email you material changes.