Privacy policy

Last updated: 12 October 2026

Data controller and contact

ERGON INTELLIGENCE L.P., 38 Vyzantiou Street, Nea Penteli, 15236, Greece. For personal data enquiries, contact Giannis Goulias at iogoulias@gmail.com. This address identifies the operator and provides a contact address; receipts are uploaded as attachments in the app, not sent by post.

What we use and why

• Donor email and name, chosen organisation and receipt: to review the donation, resolve questions and send updates and your private link. These are needed to provide the card service you request (GDPR Article 6(1)(b)). Without them, you can browse and design a card, but we cannot approve downloading.
• Design, sender, company name and shared greeting: saved with the request so we can restore the card. Recipient names and individual greetings are saved only if you select that optional setting. Select it only if you are authorised to provide the details for this purpose.
• Amount and review result: recorded following human review to show campaign progress and prevent duplicates. Our legitimate interest is the initiative’s accuracy and security (Article 6(1)(f)). Approval decisions are not automated.
• Public name: abbreviated with *** by default alongside the amount. This is pseudonymisation, not a guarantee of full anonymity. An individual’s full name is published only if explicitly selected (consent, Article 6(1)(a)). You may withdraw this by email without affecting earlier lawful publication.
• Security data: infrastructure may process IP addresses, timestamps and request details to operate the service, prevent abuse and diagnose faults, based on legitimate interests. We do not use this information for advertising.

Optional accounts and history

You may continue as a guest or sign in with Google or email and password. Accounts use Google Firebase Authentication / Identity Platform. We process account ID, verified email and sign-in method to provide access to your own requests (Article 6(1)(b)). We do not receive your Google password. Email-login passwords go directly to Google’s identity service, not the receipt server.

Authentication loads when you choose to sign in or restore an active session. Google processes technical sign-in and security data under its applicable terms. Your account and summary history—organisation, date, status and verified amount—remain until you request deletion. This does not extend receipt retention beyond 180 days. Contact us to request account deletion or revoke previous sessions. The separate review record is described below.

A previous guest request is added to an account only at your request, using its private link and an account with the same verified email. Knowing an email address alone does not provide access.

What stays on your device

Recipient email and postal addresses, the company logo and CSV list are processed in your browser and are not uploaded automatically. Optional server saving during submission covers names and greetings only. To continue in the same browser, we store the private request link and card design locally, including recipient details you entered. The receipt itself is not cached locally. Local records expire with the request, within 180 days, and can be removed from My cards. No backup file is downloaded automatically. On another device, use the private link from your email; details kept only locally may need to be entered again.

If you ask us to email the cards

Only when you explicitly confirm sending do we upload the selected recipients’ names and email addresses and their finished card images. They are used to perform the delivery you request and provide you with a sending report. Each message is addressed individually; recipients do not receive the rest of the list. We use Google Gmail for outgoing email. The donor receives a report containing the recipients’ names, email addresses and sending results. Delivery is optional: you can download the images and share them yourself without providing recipient email addresses to us.

Who has access

Receipts are private. Authorised Ergon Intelligence administrators access them for review. The website is hosted through OpenAI Sites/Cloudflare, and private app files are stored in Google Cloud in an EU region. Service correspondence and automated card emails use Gmail.

Infrastructure providers may process technical information through international systems under their terms and applicable transfer safeguards. Storing receipts in the EU does not mean that every technical operation is limited to the EU. Contact us for information about providers and relevant safeguards.

We do not automatically forward receipts to organisations or MyPostcard. External donation and printing links are also subject to the relevant provider’s policy. You provide print files and postal addresses to the print provider yourself.

Retention

Requests, receipts and saved settings are retained for 180 days from submission, with an automated storage deletion rule. Private links expire after 180 days. Technical deletion may not be immediate.

Email recipient lists, card images and the private sending log are retained in app storage for up to 180 days after the delivery request. Gmail also stores sent correspondence; you may contact us to request deletion of those copies, subject to any applicable retention requirement.

The separate review record—amount, organisation, donor name, publicity choice, review status/history and receipt fingerprint—does not contain the receipt or email. It is retained as needed for verifiable progress and the initiative’s reporting, and is not covered by the 180-day attachment rule. Contact us to object, remove public display or request deletion; we assess whether particular information must be retained for legal duties or claims. Files you choose to download remain under your control.

Your rights

You may request access, correction, deletion, restriction and portability where applicable, and object to processing based on legitimate interests. You can withdraw consent to public full-name display. Contact iogoulias@gmail.com with enough information to identify the request, without disclosing your private access token. We respond within one month unless a lawful extension applies, in which case we will inform you.

You may complain to the Hellenic Data Protection Authority. For browser storage, see the cookie policy.