Privacy Policy

Privacy Policy for 小鹿英文信件助手

Welcome to 小鹿英文信件助手 ("the App"). The App is provided by While Loop HK Limited ("we", "our", or "us").

We respect your privacy. This Privacy Policy explains what information is processed when you use the App, how it is used, and how it is handled.

Information You Provide

When you ask the App to analyze an English letter, you may take photographs or select one or more images from your device.

These images may contain information included in the original letter, such as names, addresses, reference numbers, appointment details, financial information, medical information, or other personal information.

You are responsible for deciding which documents and information you submit through the App.

How We Use Your Information

Uploaded images and their contents are processed only to provide the features requested by you, including:

• Analyzing the contents of an English letter
• Generating a Chinese-language explanation
• Identifying important dates, deadlines, amounts, and required actions
• Providing suggested replies or form-filling guidance

We do not use the contents of your letters for advertising, marketing, or user profiling.

How Letter Analysis Works

When you submit a letter for analysis, the images are transmitted from the App to our backend service hosted on Railway.

Our backend sends the relevant content to the OpenAI API to generate the requested explanation. The result is then returned to your device.

Data Storage and Retention

• Our backend does not save uploaded letter images in a database.
• Our backend does not permanently save uploaded letter images in file storage.
• Our backend does not save completed AI analysis results in a database.
• The App does not require a user account.

We do not intentionally include letter images or completed analysis results in our application logs.

However, third-party service providers may temporarily process or retain information according to their own policies. OpenAI states that API inputs and outputs may generally be retained for up to 30 days for abuse monitoring, unless a different retention arrangement applies or longer retention is legally required.

Local Storage

If you save an analysis to your history, the history is stored locally on your device.

Your locally stored history is not synchronized to our servers, and we cannot access it remotely.

You may remove saved history using the controls available in the App or by deleting the App from your device.

Technical Information

When you connect to our service, limited technical information may be processed automatically by our hosting and network providers. This may include information such as an IP address, request time, request path, device or browser information, approximate region, and error or security logs.

This information may be processed for security, troubleshooting, abuse prevention, and service operation. We do not use it for advertising or cross-app tracking.

Third-Party Services

The App relies on the following service providers:

• OpenAI — AI processing
• Railway — backend application hosting

These providers process information under their own terms, privacy policies, and data-retention practices.

OpenAI states that information submitted through its API is not used to train its models by default.

Data Security

We use reasonable technical and organizational measures designed to protect information while it is being transmitted and processed.

However, no internet transmission or electronic system can be guaranteed to be completely secure. Users should avoid submitting documents that are not necessary for the requested analysis.

Children's Privacy

The App is intended for a general audience and is not directed specifically to children under the age of 13.

We do not knowingly request personal information directly from children. If you believe that a child has submitted personal information through the App without appropriate permission, please contact us.

International Processing

Our service providers may process information in countries or regions outside your place of residence. Data-protection laws in those locations may differ from the laws applicable where you live.

Changes to This Privacy Policy

We may update this Privacy Policy when our App, service providers, or legal obligations change.

The latest version will be published on this page together with an updated "Last Updated" date.

Contact Us

If you have questions, privacy concerns, or requests relating to this Privacy Policy, please contact:

While Loop HK Limited

Email: admin@whileloophk.com