Privacy Policy

Last updated: July 6, 2026

About This Policy

This Privacy Policy explains how Moments by Mail Co LLC ("Moments by Mail Co.", "we", "our", or "us") collects, uses, shares, stores, and protects information when you visit our website, join our product update list, contact us, purchase a subscription, buy a Keepsake Kit or giftable product, or otherwise interact with us.

By using our website or services, you agree to this Privacy Policy and our Terms of Service.

Information You Provide to Us

We collect information you choose to provide, which may include your name, email address, product interest, optional signup note, message content, customer support requests, and any information you include when you contact us.

If you place an order or start a subscription, we may receive order and fulfillment details such as your name, email address, shipping address, collection or product selected, gift status, whether shipping is the same as billing, customer notes, child or recipient name, age or stage if provided, subscription status, order status, and related fulfillment details.

If you buy something as a gift, we may collect the recipient's name, shipping address, and shipment-related details needed to fulfill the order.

Payment Information

Payments and checkout are handled by Stripe. Stripe may collect payment card details, billing information, tax information, and other details needed to process payment. We do not store full payment card numbers on our website.

We may receive information from Stripe such as customer name, email address, shipping address, Stripe customer ID, checkout session ID, subscription ID, payment status, payment intent ID, invoice or billing status, product selected, total amount, and subscription period details. We use that information to fulfill orders, manage subscriptions, send welcome emails, reconcile payments, and provide customer support.

Website Visit and Technical Information

We collect limited technical information to help us understand website traffic, protect the site, reduce spam, and improve the customer experience. This may include page visited, date and time, referring site or source, device type, viewport width, and browser or user-agent information used at request time to classify the visit.

For first-party website analytics, we store a temporary browser session token, page path, referring site or source, device type, timestamp, and a keyed, one-way pseudonymous identifier derived from the IP address. We do not store raw IP addresses or full user-agent strings in the website visit analytics table. Visit analytics are kept for up to 90 days and then automatically pruned.

Our website may use a temporary browser session token stored in session storage and a short-lived first-party cookie to count visits, page views, and checkout starts. This helps us see which pages are being visited without using the analytics system to identify a named customer. Admin pages and API routes are not included in public website visit tracking.

Cookies and Similar Technologies

Our website may use necessary cookies, session storage, or similar browser technologies to support basic website functionality, security, checkout, admin login, and privacy-friendly website analytics.

At this time, we do not use third-party advertising pixels for cross-site targeted advertising. If we add tools such as Google Analytics, Meta Pixel, TikTok Pixel, or similar advertising or analytics tools in the future, we will update this Privacy Policy as needed.

Product Update Emails and Marketing

If you join our product update list, we may use your email address to send product news, launch updates, waitlist confirmations, memory-keeping updates, and related marketing messages from Moments by Mail Co.

You can unsubscribe from marketing emails at any time by using the unsubscribe link in a marketing email or by contacting us at hello@momentsbymailco.com. We may still send transactional or service-related messages about orders, subscriptions, billing, shipping, account security, or customer support.

How We Use Information

We use information to operate the website, process orders, create checkout sessions, fulfill subscriptions and one-time purchases, track monthly subscription sequences, manage inventory, prepare shipping and packing lists, send confirmation and welcome emails, provide customer support, respond to questions, manage billing, prevent fraud, protect the website, troubleshoot problems, understand product interest, improve our offerings, and comply with legal, tax, accounting, and business obligations.

How We Share Information

We do not sell personal information. We do not share personal information for cross-context behavioral advertising at this time.

We may share information with trusted service providers who help us run the business, including Stripe for payment processing, Hostinger for website hosting and email delivery, database and security tools, shipping carriers, tax or accounting providers, and professional advisors. These providers may only use information as needed to provide their services to us or as otherwise permitted by law.

We may also share information if required by law, legal process, security needs, fraud prevention, a business transfer, or to protect the rights, safety, and property of Moments by Mail Co., our customers, or others.

Shipping and Fulfillment

We use customer and recipient information to prepare orders, monthly fulfillment batches, packing lists, shipping labels, and customer support records. Shipping details may be shared with shipping carriers or fulfillment-related providers as needed to deliver an order.

Customer Support and Communications

If you email us, reply to an order message, ask a question, request an address change, report a damaged or missing item, or otherwise contact us, we may keep a record of that communication so we can respond, document the issue, and improve support.

Customer Content, Reviews, and Photos

Our products are meant to hold personal memories, handwritten notes, photographs, and keepsakes. Those personal materials belong to you and are not automatically shared with us.

Please do not send us private family stories, children's information, photographs, or sensitive personal information unless it is necessary for customer support. If you choose to send us a review, testimonial, photo, social media tag, or other content for public sharing, we may use it for business, marketing, website, or social media purposes unless you tell us otherwise in writing.

Children's Privacy

Our website, checkout, admin tools, and product update forms are intended for adults. We do not knowingly collect personal information directly from children under 13 through the website.

Parents or adult purchasers may provide child or recipient information when it is needed to personalize, organize, or fulfill a subscription or order. If you believe a child under 13 has provided personal information to us directly without appropriate adult involvement, contact us at hello@momentsbymailco.com so we can review and delete the information when appropriate.

How Long We Keep Information

We keep personal information for as long as needed to provide products and services, manage subscriptions, fulfill orders, maintain business records, respond to customer support requests, comply with legal, tax, accounting, and security obligations, resolve disputes, and operate the business.

Unconfirmed product update signups are deleted after 30 days. After 90 days, unsubscribed product update records are reduced to the minimum information needed to honor the opt-out. First-party website visit analytics are kept for up to 90 days. Order, subscription, billing, and fulfillment records may be kept longer because they support customer service, tax, accounting, legal, and business needs.

How We Protect Information

We use reasonable administrative, technical, and physical safeguards to protect information, including password-protected admin access, security logging, rate limiting, database protections, payment processing through Stripe, and limited access to customer information.

No website, email system, database, or storage system can be guaranteed completely secure. Please avoid sending sensitive personal information by email unless it is necessary.

Your Choices and Requests

You may contact us to request access to, correction of, or deletion of personal information we maintain about you, subject to legal, tax, security, fraud-prevention, order-fulfillment, and business record requirements.

You can opt out of marketing emails at any time. You can also manage subscription billing through the Manage Billing page when available.

U.S. State Privacy Rights

Depending on where you live, you may have additional privacy rights under state law, such as the right to request access to, correction of, or deletion of certain personal information, and the right not to be discriminated against for exercising privacy rights. Some states may also provide rights to opt out of certain sales, sharing, targeted advertising, or profiling; we do not sell personal information or share it for cross-context behavioral advertising at this time.

To make a privacy request, email us at hello@momentsbymailco.com or write to us using the mailing address below. We may need to verify your identity before completing a request, and some requests may be limited by legal, tax, security, fraud-prevention, order-fulfillment, or business record obligations.

Do Not Track

Some browsers offer "Do Not Track" settings. Because there is not a single industry standard for responding to these signals, our website may not respond to them in a separate way. We do not currently use third-party advertising pixels for cross-site targeted advertising.

Third-Party Websites and Social Media

Our website may link to Stripe, social media pages, shipping tools, or other third-party websites. Those third parties have their own privacy practices and policies. We are not responsible for the privacy practices of third-party websites or services.

United States Only

Moments by Mail Co. is based in the United States and currently sells and ships within the United States only. If you use the website from outside the United States, you understand that information may be processed in the United States.

Changes to This Policy

We may update this Privacy Policy as our website, products, checkout, analytics, email tools, or legal requirements change. The updated policy will be posted on this page with a new last-updated date.

Contact

For privacy questions or requests, contact Moments by Mail Co LLC at hello@momentsbymailco.com.

You may also write to us at Moments by Mail Co LLC, 644 Holly Springs Rd Ste. 305, Holly Springs, NC 27540.