Your trust matters to us. This Privacy Policy explains what information Mail Club Hub collects, how we use it, and what choices you have. We’ve tried to keep this straightforward and jargon-free.
Mail Club Hub (“we,” “us,” or “our”) operates the website mailclubhub.com (the “Site”). This policy applies to all visitors, registered users, and customers of the Site.
Last updated on February 21, 2026
1. Information We Collect
Information You Provide Directly
When you create an account, submit a listing, purchase a course, or contact us, we may collect:
- Account information: username, email address, and password
- Listing submissions: club name, description, images, website URL, category selections, and contact details
- Communications: any messages you send us through contact forms, email, or other channels
Information Collected Automatically
When you visit the Site, we may automatically collect:
- Usage data: pages visited, time spent on pages, links clicked, and referring URLs
- Device data: browser type, operating system, screen resolution, and general geographic location (city/region level)
- Cookies and similar technologies: small files stored on your device that help us understand how you use the Site and improve your experience (see Section 5 below)
Information from Third Parties
If you sign up for our newsletter through Substack, Substack collects your email address under its own privacy policy. We may receive subscriber information from Substack in connection with our newsletter, The Slow Mail Society.
2. How We Use Your Information
We use the information we collect to:
- Operate the Site: create and manage your account and display listings
- Communicate with you: respond to inquiries and deliver important updates about your account or listings
- Improve the Site: analyze how visitors use the Site so we can make it better, fix bugs, and develop new features
- Protect our community: detect and prevent fraud, spam, and misuse of the Site
We do not sell your personal information. We do not share your personal information for cross-context behavioral advertising.
3. How We Share Your Information
We share your information only in these limited circumstances:
- Service providers: We work with trusted third parties who help us run the Site, including our hosting provider, payment processor, email service, and analytics tools. These providers access your information only to perform services on our behalf and are contractually obligated to protect it.
- Listing information: If you submit a listing, the information you include (club name, description, images, website URL, category) will be publicly visible on the Site. Your account email will not be publicly displayed unless you choose to include it in your listing.
- Legal requirements: We may disclose information if required by law, legal process, or government request, or if we believe disclosure is necessary to protect our rights, your safety, or the safety of others.
- Business transfers: If Mail Club Hub is acquired, merged, or sells assets, your information may be transferred as part of that transaction. We will notify you of any such change.
4. Third-Party Links and Listed Clubs
Mail Club Hub is a directory. Our Site contains links to external websites operated by independent snail mail clubs, pen pal programs, and other third parties.
We are not responsible for the privacy practices of any third-party website or listed club. When you click a link to an external site, you leave Mail Club Hub. We encourage you to read the privacy policy of every site you visit.
The inclusion of any club or service in our directory does not imply endorsement, and we make no guarantees about how third-party clubs handle your personal information.
5. Cookies and Tracking Technologies
We use cookies and similar technologies to:
- Keep you logged in to your account
- Remember your preferences
- Understand how visitors use the Site (analytics)
- Improve Site performance
Types of Cookies We Use
- Essential cookies: Required for the Site to function (login sessions, security)
- Analytics cookies: Help us understand traffic patterns and usage (e.g., Google Analytics)
- Preference cookies: Remember your settings and choices
Your Cookie Choices
Most browsers let you block or delete cookies through their settings. Please note that disabling cookies may affect your ability to log in or use certain features of the Site.
Google Analytics may collect data about your visit. You can opt out of Google Analytics by installing the Google Analytics Opt-Out Browser Add-on.
6. Data Retention
We keep your information only as long as reasonably necessary to fulfill the purposes described in this policy:
- Account data: Retained while your account is active. If you delete your account, we will delete or anonymize your personal information within 30 days, unless we are required to retain it for legal or administrative purposes.
- Listing data: Retained while your listing is published. If you remove your listing or delete your account, listing data will be removed from public view.
- Purchase records: Retained for up to 7 years to comply with tax and financial recordkeeping requirements.
- Analytics data: Aggregated and anonymized analytics data may be retained indefinitely.
7. Data Security
We use reasonable administrative, technical, and physical safeguards to protect your personal information. These include encrypted connections (HTTPS), secure password storage, and restricted access to personal data.
No method of transmission over the internet or electronic storage is completely secure. While we strive to protect your information, we cannot guarantee absolute security.
8. Children’s Privacy
Mail Club Hub is a general audience website intended for adults and parents. While we list snail mail clubs in a “Kids” category, these listings are designed to help parents and guardians find clubs for their children. The Site is not directed at children under 13.
We do not knowingly collect personal information from children under 13. If you are a parent or guardian and believe your child has provided us with personal information, please contact us. We will promptly delete such information.
We do not require children to provide personal information to access any part of the Site. Account registration and listing submissions are intended for users age 18 and older (or age 13 and older with parental consent for account registration only).
9. Your Privacy Rights
All Users
Regardless of where you live, you may:
- Access the personal information we hold about you
- Correct inaccurate information in your account
- Delete your account and associated data
- Withdraw consent for optional data processing (such as marketing emails)
To exercise these rights, contact us or manage your account settings directly on the Site.
California Residents
If you are a California resident, you may have additional rights under the California Consumer Privacy Act (CCPA), as amended by the California Privacy Rights Act (CPRA), including:
- Right to Know: Request the categories and specific pieces of personal information we have collected about you
- Right to Delete: Request deletion of your personal information, subject to certain exceptions
- Right to Correct: Request correction of inaccurate personal information
- Right to Opt-Out: We do not sell or share your personal information for cross-context behavioral advertising, so there is no need to opt out — but if this ever changes, we will provide a clear mechanism to do so
- Right to Non-Discrimination: We will not treat you differently for exercising your privacy rights
To submit a request, please contact us. We will verify your identity before fulfilling your request and will respond within 45 days.
Users in Other Jurisdictions
If you are located in the European Union, United Kingdom, or another jurisdiction with applicable data protection laws, you may have additional rights including the right to lodge a complaint with your local data protection authority. Contact us and we will do our best to address your request.
10. Email and Marketing Communications
We may send you emails related to your account, purchases, or listings. These are transactional and necessary for the operation of the Site.
If you opt in to receive marketing or newsletter emails from us, you can unsubscribe at any time by clicking the “unsubscribe” link in any email or by contacting us directly.
11. Changes to This Privacy Policy
We may update this Privacy Policy from time to time. When we do, we will update the “Last Updated” date at the top of this page.
For significant changes, we will make reasonable efforts to notify you, for example, by posting a notice on the Site or sending an email to registered users.
We encourage you to review this page periodically.
12. Contact Us
If you have questions or concerns about this Privacy Policy or how we handle your personal information, please contact us:
Mail Club Hub Contact | Website: mailclubhub.com
This Privacy Policy was last updated on February 21, 2026.