Privacy Policy

What we collect

Before creating an account, you may enter three details to build a starter file. That anonymous draft stays in your browser for up to 24 hours and is not stored by DearFile. If you create an account, we collect your email address for authentication and communication. Within your account, you may provide information about people, access clues, household instructions, wishes, and personal notes.

How we use it

Your data is used solely to provide the DearFile service. We use your email to send magic sign-in links, one setup reminder if your new file is still empty, an annual reminder to review your file, and important account notifications. We do not sell your data. We do not use your data for advertising. We do not share it with third parties except the infrastructure providers listed below.

Launch waitlist

If you join the launch waitlist, we collect only the email address you submit, the consent version and time, confirmation status, and minimal delivery and removal records. Joining the waitlist does not create a DearFile account or give access to the app.

We use Supabase to store the request and AgentMail to send any waitlist confirmation and launch email. An unconfirmed request is removed after 14 days. A confirmed address is kept until 30 days after the launch campaign ends, unless you unsubscribe or ask us to remove it sooner. Delivery and webhook records are kept for 30 days. After an unsubscribe, removal request, bounce, or complaint, we may keep a one-way suppression value until 30 days after the campaign ends to prevent an accidental resend.

Confirmation and management links do not sign you in. You can use the management link in a waitlist email to unsubscribe or remove your waitlist data without a DearFile account.

Trusted contact information

If you designate a trusted contact, we may collect and store information about that person, such as their name, email address, relationship to you, access status, and permissions. This information is used solely to provide the trusted access feature you configure.

AI-assisted features

If you use AI-assisted features (such as note help), the content you submit for that feature may be processed by third-party AI providers to generate the requested output. We use AI processing only to provide the feature you request and do not sell that content. AI providers are not permitted to use your content to train their models under our agreements where such controls are available.

Encryption

Your file is protected using encryption at rest, encryption in transit, authentication, and access controls. Content may be processed by DearFile systems to provide features such as sharing, reminders, and PDF export.

All data is stored with encryption at rest. All communication uses TLS.

Infrastructure providers

We use the following services to operate DearFile:

• Supabase: database and authentication (EU region)
• Vercel: hosting and serverless functions
• Stripe: payment processing (we never store card details)
• Resend: account and product email
• AgentMail: waitlist email
• Anthropic: AI-assisted features (note help)
• Crisp: support chat widget (shown on larger screens)
• Sentry: error monitoring; it receives technical error reports, such as the page address, browser, and error message, so we can find and fix bugs
• Expo: push notifications for the mobile app
• Google Play: purchase verification for the Android app

We do not use a third-party product analytics service. To understand where people get stuck, we record simple product events, such as which setup step was completed, in our own database (Supabase). Product events record which step or action happened. They never include email addresses or the contents of your file.

DearFile may process and store information in the United States, the European Union, and other locations where our service providers operate.

Your rights

You can export your file as a PDF without payment. You can request deletion of your account and associated data by contacting us at hello@dearfile.com.

We will respond to deletion requests within 7 days. Active account deletion is generally completed within 30 days after verification. Deleted information may remain in encrypted backups, logs, or archival systems for a limited period before permanent removal, unless longer retention is required for legal, security, fraud-prevention, or compliance reasons.

Your data remains yours. Export options and deletion requests are available as described in this Privacy Policy.

Legal disclosure

We may disclose information if required by law, court order, subpoena, legal process, or to protect the rights, safety, and security of DearFile, our users, or others.

Cookies

DearFile uses essential cookies and similar technologies for authentication, security, payments, and core service functionality. On larger screens, Crisp provides our support chat and may set its own cookies. We do not use advertising or third-party analytics cookies, and we never sell your data. We also set a first-party cookie for 90 days that records how you found us (for example, a campaign link or referring site) and the first page you visited, and read it once when you finish creating your account.

So that one blog visit is not counted twice, your browser keeps a small marker in session storage. It holds no personal data and clears when you close the tab.

Contact

For any privacy questions, email us at hello@dearfile.com.