Privacy notice

Last updated 7 October 2026

This notice explains what SortedPost does with personal data, both on this website and when you use the SortedPost service. It is written in plain English on purpose. If anything is unclear, email hello@sortedpost.com.

This website

• No cookies, no analytics, no tracking. This site sets no cookies and loads no advertising or analytics scripts.
• Server logs. Our web server records the IP address, requested page, time and browser type of each visit for security and troubleshooting. Logs are kept for a short period and then deleted.
• Fonts. The Inter typeface is loaded from Google Fonts. Your browser therefore sends a request, including your IP address, to Google when the page loads. See Google's notice on fonts.
• Email. If you email us, we keep the correspondence for as long as we need it to deal with your enquiry and any resulting relationship.

The SortedPost service

When your organisation uses SortedPost, we process scanned post on your behalf. In data protection terms, your organisation is the controller of the information in that post and SortedPost is a processor acting on your instructions under the service agreement.

• What we process. Scanned images and the text we extract from them; the names, summaries and routing suggestions generated for each letter; the names, email addresses and roles of the people you add as reviewers and recipients; delivery settings; and an audit trail of who approved what.
• Why. To split, read, name, route and deliver your post as the service is designed to do, to let your reviewers check and correct it, and to keep the service secure.
• AI processing. To name, summarise and route letters, the extracted text and, where needed, a page image are sent to Anthropic's Claude API. Anthropic processes this data to return a result and, under its commercial terms, does not use it to train its models. No other third party receives the content of your post unless you configure a delivery target that sends it there.
• Transport and storage. Scanners send to us over SFTP or FTPS; browsers connect over HTTPS. Scans and documents are stored for your organisation only and are not visible to other customers of the hosted service.
• Retention. Documents are kept for the period agreed with your organisation and then deleted. You can delete documents yourself from the application at any time.
• On-premises installations. If SortedPost runs on your own server, the scans and documents stay on that server. Only the AI step above sends data outside your network.
• Notification emails. Reviewers and recipients may receive emails telling them that mail is waiting or has been routed to them. Each person can turn these off in the application.

Your rights

If you are in the UK or EU you have the right to access, correct or erase personal data about you, to object to or restrict processing, and to complain to the Information Commissioner's Office or your local supervisory authority. If the data concerns post handled on behalf of an organisation that uses SortedPost, please contact that organisation first; we will help them respond.

Changes

We will update this page when our practices change and update the date at the top. Significant changes affecting customers of the service are also communicated under the service agreement.

Contact

SortedPost, hello@sortedpost.com.