Terms of Service

Last updated: 31 October 2026 · ModLetter is operated by Eoin Cummins, a sole trader based in Ireland ("we", "us").

1. What ModLetter is

ModLetter is a web application for designing, personalising and exporting print-ready letters. You create letters, optionally merge them with recipient data you upload to make a mailing, and download or dispatch the letters it produces. These terms apply to every account and visit.

2. Your account

You must provide accurate information and keep your credentials secure. You are responsible for activity under your account. You must be at least 18 and able to enter a contract. We may suspend accounts that break these terms or put the service or other users at risk.

3. Plans, billing and cancellation

Paid plans are billed monthly in euro through Stripe, our payment processor; we never see or store your card details. You can cancel at any time via Settings → Manage billing; your plan stays active until the end of the paid period and then downgrades to the free tier. Fees already paid are non-refundable except where the law requires otherwise. Prices may change with at least 30 days' notice.

4. Your content stays yours

The letters you write, and the letterheads, logos and recipient data you upload, belong to you. You grant us only the licence needed to store, process and render them so the service can work. We do not sell your content or use it to train anything. Recipient content in a mailing is removed 30 days after the mailing is made; a stub of the mailing remains until you delete it or close the account. We process recipient data as your processor, on the terms in Schedule 1.

Uploaded typefaces. Where you upload a typeface, you confirm that you hold a licence permitting it to be embedded in documents printed and posted on your behalf. ModLetter stores it only to print your letters, never serves it to a browser, and does not check licences. You are responsible for the licence; we will remove a typeface on a rights-holder's notice.

5. Your responsibilities for what you send

You are responsible for the letters you produce. That includes their content, their lawfulness, and having a valid legal basis to write to every recipient whose data you upload. In particular:

Check your file and how you match its columns. We post each letter to the address in the same row of your file as its content, filled as you matched the columns when you made the mailing. Whether that data is accurate, current and lawful to use — a column sorted on its own in a spreadsheet, last month's file, a guarantor's address matched to a tenant's name — is yours to check, and a letter that reaches the wrong person because of it is not our error. Each mailing's history keeps who made it and from what.
Verify output before a real mailing. Envelope-window presets are common conventions only — window positions, folds and printer behaviour vary. Always fold and post a test letter before a real mailing. We are not liable for misaligned windows, printing costs, postage or repeat mailings.
Do not use ModLetter to send unlawful, deceptive, harassing or unsolicited material, or content that infringes anyone's rights.
Where you dispatch through third-party print partners (e.g. Docmail, Stannp, Pingen, Lob), their terms also apply to that dispatch.

6. Service availability

We aim for high availability but the service is provided "as is" and "as available", without warranties of any kind to the extent the law allows. We may change or discontinue features with reasonable notice where practical.

7. Liability

To the maximum extent permitted by law, our total liability arising out of the service in any 12-month period is limited to the amount you paid us in that period. We are not liable for indirect or consequential losses, lost profits, or costs of printing, postage or re-mailing. Nothing limits liability that cannot lawfully be limited.

8. Ending the agreement

You can delete your account at any time from Settings in the app, or by contacting hello@modletter.com. On deletion we remove your letters and merge data within 30 days, except minimal records we must keep for tax or legal reasons.

9. General

These terms are governed by the laws of Ireland, with disputes subject to the Irish courts. If any clause is found unenforceable, the rest stand. We may update these terms; material changes will be notified by email or in-app and continued use means acceptance. Schedule 1 is part of these terms.

Schedule 1. Data processing

This schedule is the agreement Article 28 of the GDPR requires between a controller and its processor. It covers the recipient data you upload or send us through the API — the people your letters are written to. Your own account data is covered by the Privacy Policy, where we are the controller.

Who is who. You are the controller of recipient data and we are your processor. Where you are yourself a processor for someone else, we are your sub-processor on the same terms.
What we process, and why. The people your letters are written to: their names and postal addresses, and whatever else your file or your API request holds — which may include account numbers, balances, arrears or other figures you choose to print. We store it, merge it into the letter you made, print it to PDF or Word, and hand it to the print partner you choose when you send. On the Pro and Business plans we also ask that partner whether each letter came back, and keep a one-way fingerprint of who it went to, so we can warn you before you post to them again. For no other purpose, and for as long as point 9 says.
Your instructions. We act only on your documented instructions: these terms, the letters and mailings you make, the columns you match, and each download, print, send or API request you make. If we think an instruction breaks data-protection law, we will tell you and need not follow it. Where the law requires us to process recipient data otherwise, we will tell you first unless the law forbids it.
Confidentiality. Anyone who can reach recipient data on our side is bound to keep it confidential.
Security. We keep the measures on the Data & Security page in place for the life of the agreement — among them encryption in transit, encrypted backups whose key is not on the server, key-only access to production, letters printed in an isolated browser holding no secrets, and the removal in point 9 — and we review them as the service changes.
Sub-processors. You authorise the sub-processors named in section 4 of the Privacy Policy. We will tell you by email at least 30 days before adding or replacing one that handles recipient data; if you object on reasonable grounds and we cannot meet the objection, you may end the agreement and we will refund any fee paid for the time after it ends. Each sub-processor is bound by written terms that protect the data as this schedule does, and we remain responsible to you for them. A print partner you connect (Docmail, Stannp, Pingen, Lob) acts under your own account and your own agreement with it; we send it a letter only when you tell us to.
Helping you. We will help you, as far as we reasonably can, to answer requests from people exercising their rights, and with security, breach notification, impact assessments and consultation with the Data Protection Commission. A request we receive directly from a recipient we pass to you without answering it ourselves.
A breach. If a personal data breach affects recipient data, we will tell you without undue delay, and within 24 hours of becoming aware of it: what happened, what data and roughly how many people, what we have done and what we suggest, and who to talk to — then more as we learn it. Notifying the Commission and the people affected is your decision as controller; we will give you what you need to make it within the GDPR's 72 hours.
Removal. Recipient content in a mailing is removed 30 days after the mailing is made, and within 30 days of your account being deleted; backups roll off within a further 30 days. Download anything you need to keep before then. A stub of each mailing — its name, date, counts and history — stays as your record, and holds no recipient's name or address. On the Pro and Business plans, each letter posted through a print partner keeps a one-way fingerprint of who it went to, made from the name, first address line and postcode; it cannot be turned back into a name or an address, and it is deleted 60 days after the letter was posted or, if the letter came back, 12 months after it came back.
Showing we comply. We will make available the information you reasonably need to show we meet this schedule, and allow an audit by you or an auditor you appoint who is bound to confidentiality, on 30 days' notice, at your cost, no more than once a year unless a breach or a regulator requires it.
Transfers. Recipient data is stored in the EU. We transfer it outside the EEA only under an adequacy decision or the European Commission's Standard Contractual Clauses. Sending a letter through a partner outside the EEA (Pingen, in Switzerland, which the European Commission has found adequate; Lob, in the United States) is a transfer you instruct.
Your part. You have a lawful basis to write to every recipient, you have told them what their privacy notices require, your data is accurate, and your instructions are lawful. You are responsible to recipients and regulators for those things; we are responsible for processing as this schedule says. Section 7 applies to this schedule as to the rest of these terms, so far as the law allows.

Revised 31 October 2026. Schedule 1 now covers returned mail on the Pro and Business plans: we ask the print partner whether each letter came back, and keep a one-way fingerprint of who it went to, deleted 60 days after the letter was posted or 12 months after it came back (points 2 and 9). The Privacy Policy says the same from the same day. Nothing else in these terms has changed.

Revised 30 October 2026. The print partners are listed in the order the app shows them: Docmail, Stannp, Pingen, then Lob. Nothing in these terms has changed in substance.

Revised 28 October 2026. Pingen, a print partner in Switzerland, is now named beside Docmail, Lob and Stannp, and Schedule 1 says sending through it is a transfer you instruct, to a country the European Commission has found adequate. Nothing in these terms has changed in substance.

Revised 21 October 2026. Schedule 1 added: the data processing agreement for recipient data (it was described in the Privacy Policy, not agreed). Recipient content is now removed 30 days after a mailing is made, not 90. Section 5 now says that the accuracy of your file and how you match its columns is yours to check. Section 4 points to Schedule 1.

Revised 18 October 2026. The app now calls a template a letter and a run a mailing, and this page uses the same words. Docmail, one of the print partners you can choose, is now named beside Lob and Stannp. Nothing in these terms has changed in substance.

Questions: hello@modletter.com · Privacy Policy