Recipient Privacy Notice

1. Why you are receiving this notice
Someone wishes to use Dear Future to arrange the future delivery of a personal message to
you.

Depending on the selected service, the message may later arrive as:

• A physical letter;
• A prerecorded telephone call; or
• A secure online listening option following an unsuccessful telephone call.

To arrange that delivery, Dear Future may receive or has received some of your contact
details from a Customer.

The Customer is required to provide you with access to this notice before giving your
information to Dear Future.

You are not required to agree to the use of your contact details. You may object or withdraw
your permission as explained below.

2. About Dear Future
Dear Future is a service that stores personal messages and arranges their delivery on a
future date.

The intended operator is:

Dear Future BV/SRL, a Belgian private limited company
Country of establishment: Belgium
Email: info@dearfuture.ink

In this notice, “Dear Future”, “we”, “us” and “our” refer to the legal entity operating the
service.

Dear Future generally acts as the organisation responsible for deciding why and how your
personal information is processed.

3. Where we obtained your information
Your personal information is obtained from the Customer arranging the future message.

Where a person gives you this notice directly, that person is the source of your
information.

Where Dear Future sends this notice to you directly, your information was provided by a
Dear Future Customer who asked us to arrange a future personal delivery.

You may ask us for further information about the source. We will assess the request under
applicable law while also considering the privacy, confidentiality and rights of the Customer
and other people.

4. Information we may receive about you
The information depends on the selected service.

For a physical Letter

We may receive:

• Your first and last name;
• Your postal address;
• Your country;
• Your preferred language;
• Delivery instructions;
• Information needed to correct or validate the address; and
• Information concerning successful, failed, delayed or returned delivery.

For a Call

We may receive:

• Your first and last name;
• Your telephone number;
• Your email address;
• Your country;
• Your time zone;
• Your preferred language;
• Information showing that you agreed to receive the Call;
• Call-attempt dates and times;
• Whether the Call connected;
• Whether the required identity-confirmation key was pressed;
• Whether the Call was answered, declined, incomplete or unsuccessful;
• Call duration and technical routing information;
• Rescheduling information;
• Secure online listening activity; and
• Any request to stop future Calls.

Other information

We may also process:

• Communications you send to Dear Future;
• Corrections or objections;
• Complaints;
• Identity-verification information;
• Information about a no-contact request or legal restriction;
• Security and fraud-prevention information; and
• A limited record of your privacy choices.

We do not ask the Customer to provide more information about you than is reasonably
necessary for the selected delivery.

5. The personal message
The Customer may create a written or recorded personal message intended for you.

The message may contain information about:

• The Customer;
• You;
• Other people;
• Personal events;
• Relationships;
• Memories;
• Opinions; or
• Other private matters.

Dear Future does not require the Customer to include sensitive information about you.

Customers are instructed not to include medical, financial, sexual, religious, political or other
highly sensitive information about another person unless they are legally permitted to do so.

6. What we use your information for
We may use your information to:

• Store the correct delivery details;

• Identify the intended Recipient;

• Arrange future delivery;

• Print and address a Letter;

• Place a prerecorded Call;

• Prevent the personal recording from being played before identity confirmation;

• Send an email following an unsuccessful Call;

• Allow you to reschedule a Call;

• Provide secure online listening where offered;

• Correct inaccurate contact details;

• Respond to your questions or complaints;

• Stop unwanted delivery;

• Maintain a no-contact record;

• Investigate fraud, harassment or misuse;

• Protect our services and users;

• Comply with legal obligations; and

• Establish, exercise or defend legal claims.

We will not use your contact details for unrelated marketing merely because someone
arranged a future message for you.

7. Our legal grounds
The legal grounds depend on the service, country and circumstances.

Physical Letters

Where permitted, we may rely on the legitimate interests of:

• The Customer in arranging a requested personal future delivery; and
• Dear Future in providing that service securely and effectively.

Before relying on legitimate interests, we must consider whether the processing is necessary
and whether your interests, rights or reasonable expectations outweigh those interests.

You have the right to object.

Calls

A Customer arranging a Call for you must confirm that you specifically agreed to receive an
automated or prerecorded personal Call from Dear Future at the number provided.

Your agreement must cover the relevant Call arrangements described in this notice and
during the ordering process.

In countries where consent or another specific permission is legally required, Dear Future
will rely on that permission.

You may withdraw permission before delivery.

Legal and safety purposes

We may process limited information where necessary to:

• Comply with law;

• Protect our systems;

• Prevent fraud or misuse;

• Maintain a no-contact record;

• Respond to a legally valid request;

• Protect a person against a credible serious threat; or

• Establish, exercise or defend a legal claim.

8. What the Customer must confirm
Before providing your information, the Customer must confirm that:

• You know that your contact details will be provided to Dear Future;
• You have received or can access this Recipient Privacy Notice;
• The Customer is legally permitted to provide your information;
• You have agreed to the intended use of your details;
• You have not objected or withdrawn your agreement;
• You have not asked the Customer to stop the relevant contact;
• No block, no-contact request, restraining order, protective order or similar restriction
  applies;
• Your contact details are accurate to the best of the Customer’s knowledge; and
• The intended delivery is not harassment, intimidation or an attempt to circumvent
  your wishes.

For a Call, the Customer must also confirm that you specifically agreed to receive an
automated or prerecorded Call from Dear Future.

Dear Future records the Customer’s declaration.

We may ask the Customer for reasonable supporting evidence where a complaint, dispute or
legal concern arises.

9. How Calls work
Where a Call has been arranged:

• Both your telephone number and email address are required;
• The recorded personal message may last up to ten minutes;
• Dear Future may make up to three Call attempts;
• Attempts may take place on three different days;
• Calls may be placed between 08:00 and 21:00 in your local time;
• Calls may take place during weekends where legally permitted;
• Dear Future does not intentionally leave the personal message on voicemail;
• Dear Future does not intentionally record you or your live response; and
• You can end the Call at any time by hanging up.

Before the personal recording is played, you may hear an introduction such as:

This is Dear Future with a personal message intended for [first name]. If you are
the intended recipient, press 1 to continue. Otherwise, please hang up.

The personal message will not be played unless the required confirmation is received.

If the Call is unsuccessful, Dear Future may send you an email allowing you to:

• Select another Call time; or
• Listen through a secure online page.

You are not required to use either option.

10. Information we do not ordinarily reveal in advance
To preserve the nature of the future delivery, Dear Future does not ordinarily reveal before
delivery:

• The content of the message;
• The intended Delivery Date;
• The title or subject of the message; or
• Additional information that is not necessary for you to understand how your personal
  information is used.

Where the Customer personally provides you with this notice, you will naturally know who
arranged or proposed the delivery.

Where Dear Future contacts you directly, we may initially describe the source as a Dear
Future Customer. We may provide more specific source information where required by law
or necessary to exercise your rights.

We may also be required to disclose information where necessary for safety, legal
compliance or the protection of another person’s rights.

11. Who may receive your information
We disclose only the information reasonably necessary for the service.

Depending on the product, your information may be shared with:

Vercel

Vercel provides website infrastructure, application hosting and private data storage.

Resend

Resend provides transactional emails, including service, rescheduling and secure-access
communications.

Pingen

For a Letter, Pingen may receive:

• Your name;

• Your postal address;

• Destination country;

• The Letter file; and

• Necessary printing and dispatch instructions.

Pingen may use printing partners, international carriers and local postal operators.

Bird

For a Call, Bird may receive:

• Your telephone number;
• Calling and routing instructions;
• Temporary access to the audio needed for playback;
• Call-attempt information; and
• Technical call-status information.

Dear Future does not instruct Bird to record your live response.

Google

Google services may be used for address validation and limited technical functions.

Your private message is not provided to Google Analytics.

Postal and telecommunications providers

Postal operators and telecommunications carriers may process the information necessary to
route or complete delivery.

Professional advisers and authorities

Limited information may be disclosed to:

• Lawyers;
• Accountants;
• Insurers;
• Security advisers;
• Regulators;
• Courts; or
• Other competent authorities.

This will only occur where reasonably necessary or legally required.

12. International processing
Dear Future is based in Belgium and uses international technology, postal and
telecommunications providers.

Your information may be processed in:

• Belgium;
• Germany;
• Switzerland;
• The Netherlands;
• The United States;
• Your country; and
• Other countries through which a Letter or Call must be routed.

Where applicable law requires safeguards for an international transfer, Dear Future will use
an appropriate mechanism, such as:

• An adequacy decision;
• Approved standard contractual clauses;
• A recognised certification framework;
• Contractual and technical safeguards; or
• Another legally permitted transfer mechanism.

You may contact us for more information about relevant safeguards.

13. How long we retain your information
The retention period depends on the delivery status.

Before delivery

Your necessary contact details may be stored until:

• The selected Delivery Date;
• Completion of the permitted delivery attempts; and
• Expiry of any period needed to resolve delivery problems.

The original Delivery Date may be up to ten years after the Customer’s Order was accepted.

After successful delivery

The personal message and related active delivery information may normally be retained for
up to ninety days after successful delivery.

After unsuccessful delivery

Where delivery fails, the message and necessary contact information may be retained for up
to twelve months after the intended Delivery Date.

This allows Dear Future to:

• Investigate the failure;

• Contact the Customer;

• Process an authorised replacement shipment;

• Allow rescheduling;

• Resolve a complaint; or

• Complete an agreed alternative delivery.

Provider retention

Dear Future intends to configure Pingen to retain:

• Letter PDFs for one month; and
• Recipient address information for six months.

Bird may retain Voice communication and traffic information for approximately six months by
default or longer where telecommunications law requires it.

Objections and no-contact records

Where you ask us not to contact you, we may retain a minimal suppression record for as
long as reasonably necessary to honour that request.

That record may contain:

• A protected or hashed contact identifier;
• The prohibited contact method;
• The date of your request; and
• Limited information necessary to prevent further contact.

Complaints and evidence

Records concerning:

• The Customer’s declaration;
• Call permission;
• Your objection;
• A complaint;
• A legal restriction; or
• A dispute

may be retained for up to five years after the relevant delivery attempt, cancellation or
complaint, or longer where legally required for an active claim.

14. How we protect your information
Dear Future uses or intends to use safeguards including:

• Encryption during transmission;

• Encryption of message files during storage;

• Private file storage;

• Separate storage of message content and Delivery Details;

• Random internal identifiers;

• Restricted employee access;

• Multi-factor authentication;

• Access logging;

• Encrypted backups;

• Automatic deletion procedures;

• Incident-response procedures; and

• Contractual requirements for Service Providers.

No digital, postal or telecommunications system can guarantee absolute security.

15. Human access to the message
Dear Future does not routinely read or listen to private messages.

Authorised personnel or Service Providers may access limited content where reasonably
necessary for:

• Technical support;
• Printing;
• Call delivery;
• File conversion;
• Security;
• Investigation of a complaint;
• Investigation of prohibited use;
• Responding to a credible safety concern; or
• Legal compliance.

Access should be restricted to people who need it for the relevant task.

16. No advertising or AI training
Dear Future does not use private message content for:

• Advertising;
• Targeted marketing;
• Marketing profiles;
• Behavioural profiling;
• Assessing you or the Customer;
• Credit, employment, insurance or eligibility decisions;
• Sale to data brokers;
• Rental to advertisers; or
• Training general-purpose artificial-intelligence models.

Dear Future does not use your Recipient contact details to market unrelated services to you
merely because a future message was arranged.

17. Your choices
You may contact Dear Future at any time to:

• Ask what information we hold about you;
• Correct an inaccurate address, telephone number or email address;
• Object to the use of your information;
• Withdraw permission for a Call;
• Stop a future Letter or Call;
• Report a wrong number or address;
• Report that the Customer did not have permission;
• Report harassment or unwanted contact;
• Report a block, no-contact request or legal restriction;
• Request deletion;
• Request restricted processing; or
• Make a privacy complaint.

Contact:

info@dearfuture.ink

You do not need to use legal terminology.

18. What happens when you object
When you object to a future delivery or withdraw Call permission, Dear Future will normally:

1. Pause the relevant delivery;
2. Verify enough information to identify the correct Order;
3. Prevent further delivery attempts while the issue is reviewed;
4. Ask the Customer for information where necessary;
5. Correct or delete your Delivery Details where appropriate;
6. Cancel the Letter or Call where required; and
7. Add a minimal no-contact record where needed.

Dear Future will not require you to receive or listen to the personal message as a condition
of objecting.

A valid objection may mean that the message cannot be delivered.

The Customer is not entitled to force Dear Future to proceed where delivery would violate
your rights, a legal restriction or applicable law.

19. Complaints involving harassment or misuse

You may report that:

• The intended contact is unwanted;
• The Customer is harassing or threatening you;
• The Customer is attempting to bypass a block;
• A restraining order or protective order applies;
• The information is inaccurate;
• You never agreed to the Call;
• The Customer did not provide this notice; or
• The message may involve unlawful use.

A complaint will normally pause the relevant delivery.

Dear Future may:

• Ask you to verify your identity;
• Ask the Customer for evidence;
• Suspend or cancel delivery;
• Restrict the Customer’s account;
• Delete Delivery Details;
• Place your contact information on a suppression list;
• Review limited content where necessary;
• Seek legal advice; or
• Contact an authority where legally required.

Dear Future does not automatically disclose the full message merely because a complaint
has been made.

20. Your privacy rights
Depending on the law applicable to you, you may have rights to:

• Receive information about our processing;
• Access your personal information;
• Correct inaccurate information;
• Request deletion;
• Restrict processing;
• Object to processing;
• Withdraw consent;
• Receive certain information in a portable form;
• Opt out of certain sharing or advertising;
• Use an authorised representative;
• Appeal a refused request; and
• Complain to a privacy authority.

These rights may be subject to legal exceptions.

For example, a right of access does not necessarily require Dear Future to reveal the entire
personal message before its scheduled delivery date where doing so would adversely affect
the Customer’s rights, the rights of another person, confidentiality or intellectual property.
Rights of access and erasure are not absolute and may need to be balanced against other
legally protected interests.

21. Access to the message before delivery
You may ask whether Dear Future holds information about you.

However, you do not automatically receive the complete personal message before its
Delivery Date.

The message may contain:

• Confidential information from the Customer;
• Information about other people;
• Private correspondence;
• Intellectual property; or
• Information specifically intended to remain undisclosed until delivery.

Depending on applicable law, Dear Future may:

• Provide information about the processing without revealing the full message;
• Provide limited metadata;
• Redact information about another person;
• Restrict or delay disclosure;
• Seek legal advice; or
• Disclose additional information where legally required.

Each request will be assessed individually.

22. Identity verification
Before acting on a request, Dear Future may need to verify that you are the correct
Recipient.

Verification may involve:

• Confirming access to your email address;
• Using a secure verification link;
• Confirming limited Delivery Details;
• Confirming your telephone number;
• Asking for identification where reasonably necessary; or
• Verifying an authorised representative.

Dear Future will not request more information than reasonably necessary.

23. Deletion
Where a valid deletion request is accepted, Dear Future may delete:

• Your Delivery Details;
• Your connection to the scheduled message;
• Future delivery instructions;
• The message where continued storage is no longer lawful or possible; and
• Related active technical information.

Dear Future may retain limited information where necessary for:

• A no-contact record;
• Fraud prevention;
• Legal claims;
• Regulatory compliance;
• Security;
• Proof that your request was handled; or
• Other legal obligations.

Deletion of your Delivery Details will ordinarily make future delivery impossible.

24. Complaints to an authority
You may lodge a complaint with the privacy or data-protection authority responsible for the
country or region in which you live, work or believe a violation occurred.

Individuals in the European Economic Area may contact the supervisory authority in their
Member State.

You may contact Dear Future first, but doing so does not remove your right to approach an
authority.

25. Changes to this notice
Dear Future may update this notice to reflect:

• New products;
• New delivery methods;
• New Service Providers;
• Changes in legal obligations;
• Changes to retention;
• Security improvements; or
• Changes to the business.

The current version and effective date will be published online.

Where a change materially affects your existing rights or an intended delivery, Dear Future
will provide additional notice where reasonably possible or legally required.

26. Contact
Questions, corrections, objections, withdrawals and complaints may be sent to:

Dear Future BV/SRL
Belgium
Email: info@dearfuture.ink