Privacy Policy

Last Updated: 12 June, 2026

Welcome

This Privacy Policy explains how The Mailroom Co PTY LTD ("we", "us", "our") collects, uses, and protects your personal information when you visit www.themailroomco.com.au, use our services, or communicate with us.

By using our services, you agree to this Privacy Policy. If you don't agree, please don't use our services.

1. Business Information

Registered as: The Mailroom Co PTY LTD
Trading as: The Mailroom Co
ABN: 44690015484
Contact: magic@themailroomco.com.au
Website: www.themailroomco.com.au
Location: Victoria, Australia

2. Information We Collect

Information You Provide

When you interact with us, we collect:

• Contact Details: Name, address, phone number, email
• Order Information: Billing/shipping addresses, payment confirmation, order details
• Account Information: Username, password (encrypted), security questions
• Customer Communications: Messages you send us, support requests
• SMS Information: Phone numbers for order updates and marketing (with your consent)
• Personalisation Details: Names and information you provide for customised letters

Information Collected Automatically

We use cookies and similar technologies to collect:

• Device and browser information
• IP address
• Pages visited and interaction data
• Shopping cart information (including abandoned carts)
• Location data (only general location from IP address)

Information from Third Parties

We receive information from:

• Shopify: Our e-commerce platform
• Payment Processors: Payment verification only
• Analytics Services: Google Analytics, Facebook Pixel
• Shipping Partners: Delivery confirmation

3. How We Use Your Information

Order Fulfilment

• Process payments and deliver your orders
• Send order confirmations and shipping updates
• Create personalised Santa letters

AI-Powered Services

We use artificial intelligence to:

• Generate creative addresses for Santa letters (optional feature)
• Proofread letters for quality before printing
• Provide after hours customer chat support (chat messages are processed by our AI provider to generate responses)

Important: Only the text you enter for your letters, and chat messages you send to our support chat, are processed by AI systems. Your personal data is never used to train AI models.

Marketing & Communication

• Send promotional emails (with your consent)
• SMS abandoned cart reminders (with your consent)
• Personalise your shopping experience
• Display relevant ads on other websites

SMS Services

Abandoned Cart Reminders: Our website uses cookies to track items in your shopping cart, including when you've abandoned your cart. This information determines when to send cart reminder messages via SMS to the phone number you've provided.

Service Improvement

• Analyse website usage to improve our services
• Prevent fraud and enhance security
• Respond to customer service requests

4. How We Share Your Information

We share your information with:

Service Providers

• Shopify: E-commerce platform
• Payment Processors: To process payments
• Shipping Companies: To deliver orders
• Make.com: Workflow automation (processes order data)
• Email/SMS Providers: To send communications

AI Services

• Order personalisation text is processed by AI providers
• No personal identifying information is shared for AI training

Legal Requirements

We may disclose information to comply with laws, protect rights, or prevent fraud.

What We DON'T Do

• We never sell your personal information
• SMS Opt-in Exclusion: We never share or sell SMS opt-in data and consent to any third parties
• We don't share data with unaffiliated third parties for their marketing

5. Cookies & Tracking

We use cookies for:

• Keeping items in your cart
• Remembering your preferences
• Analytics and site improvement
• Abandoned cart tracking
• Advertising on other sites

Managing Cookies: You can control cookies through your browser settings, though some features may not work properly without them.

6. Your Rights & Choices

You have the right to:

• Access your personal information
• Correct inaccurate data
• Delete your account and data
• Opt-out of marketing emails and SMS
• Export your data
• Restrict processing in certain circumstances

How to Exercise Your Rights

Email us at magic@themailroomco.com.au with your request. We'll respond within 30 days.

SMS Opt-Out

Text STOP to any SMS message to unsubscribe immediately.

7. Children's Privacy

Our services are designed for adults purchasing for children. We collect information about children (such as names, ages, and milestones) only when provided by a parent or guardian for the purpose of personalising their order.

We use these details to create your letters and keepsakes, and to personalise our communications with you as the parent or guardian (for example, reminding you about a letter you have previously created). You can opt out of marketing communications at any time.

We never market directly to children, never use children's information to build advertising profiles, and never share children's information with third parties for their own purposes. We don't knowingly collect information directly from children under 18. If you believe a child has provided us information directly, please contact us immediately at magic@themailroomco.com.au.

8. Data Security & Retention

Security Measures

• Encrypted payment processing
• Secure servers
• Regular security updates
• Limited staff access to personal data

Retention Periods

• Order data: 7 years (for tax/legal requirements)
• Account data: Until you request deletion
• Marketing lists: Until you unsubscribe
• Generated letters: 2 years (for reprint requests)

9. International Data Transfers

We're based in Australia. If you're ordering from another country:

• Your data may be transferred to and processed in Australia
• We use standard contractual clauses for European data transfers
• By using our services, you consent to these transfers

10. Third-Party Links

Our site may contain links to other websites. We're not responsible for their privacy practices. Please review their policies before providing information.

11. Location Services

We use your IP address to determine your general location (country/region) for:

• Currency display
• Shipping options
• Compliance with local laws

We do NOT track your precise location or use GPS data.

12. Changes to This Policy

We may update this policy occasionally. We'll notify you of significant changes via:

• Email notification
• Website announcement
• Updated "Last Updated" date

Please review this policy periodically.

13. Contact Us

Questions about privacy? Contact us:

Email: magic@themailroomco.com.au
Response Time: 1-2 business days (AEDT/AEST)

For privacy complaints that we can't resolve, Australian residents can contact the Office of the Australian Information Commissioner (OAIC).

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Thank you for trusting The Mailroom Co with your magical Christmas traditions! 🎄