Effective date: August 25, 2025
Domain: https://offerletterformat.com/
Contact: contact@offerletterformat.com
1) Who we are & scope
OfferLetterFormat.com (“we”, “us”, “our”) provides editable offer-letter templates (Word/PDF/TXT/ANY-FILE) and practical guides for HR teams, employers, and job seekers. This Privacy Policy explains what we collect, why we collect it, how we use and share data, your privacy rights, and how to contact us.
This Policy applies to our website, emails, forms, downloads, analytics, and advertising tags operating on offerletterformat.com.
For cookie specifics and controls, please see our Cookie Policy
2) Key points at a glance
- We collect contact details you submit (e.g., name, email, message), usage data (via Google Analytics 4), and ad measurement data (via Google AdSense), subject to your consent where required.
- We use this data to provide templates, respond to requests, improve the site, measure performance, and show ads (personalized only with consent in regions requiring it).
- You have privacy rights. You can access, correct, or delete your data; opt out of certain processing; or withdraw consent at any time.
- We do not sell your personal information. We may “share” limited info with ad/analytics providers for measurement or personalization (see CPRA section).
- Questions? Email contact@offerletterformat.com.
3) Definitions (plain language)
- Personal Data / Personal Information (PI): Any info that identifies or can reasonably identify you (e.g., name, email, IP).
- Processing: Any use of personal data (collect, store, analyze, etc.).
- Controller: We decide how and why data is processed.
- Processor / Service Provider: Third parties that process data for us (e.g., hosting, analytics).
4) What we collect
A) Information you provide directly
- Contact/Support/Request forms: name, email, message (and any other details you voluntarily include, e.g., role/industry/country for template requests).
- Newsletter (if enabled): email address and consent preference.
- Email communications: contents of emails you send to contact@offerletterformat.com.
Please avoid including sensitive data (e.g., national IDs, medical info, full employment contracts) in free-text fields.
B) Information collected automatically
- Usage & analytics data (GA4): pages viewed, referring URL, approximate location (city/region), device/browser, session duration, events (e.g., clicks on download buttons).
- Advertising & measurement (AdSense): ad impressions, interactions, approximate geo, device/browser, and cookie or local storage identifiers (where permitted).
- Server & security logs: IP address, user-agent, timestamps, error codes (used for fraud/spam prevention and diagnostics).
- Cookies & similar tech: see Cookie Policy for categories, examples, and controls.
C) Information from third parties
- Ad/Analytics vendors (aggregate/per-event measurement).
- Anti-spam/abuse tools (if enabled, e.g., CAPTCHA).
We do not intentionally collect sensitive categories of PI. We do not knowingly allow user uploads of confidential HR files; our templates are provided by us.
5) Why we use your data (purposes)
- Provide our services: show pages, deliver downloads (Word/PDF), handle requests.
- Support & communications: respond to messages and template requests.
- Improve the site: analyze engagement (e.g., which templates are popular), fix errors, optimize UX.
- Advertising & monetization: measure and display ads (AdSense), including personalization only where you’ve consented.
- Security & fraud prevention: maintain integrity of the site; detect spam/abuse.
- Legal compliance: honor data-rights requests; maintain records.
6) Legal bases (GDPR/UK-GDPR)
- Consent: non-essential cookies (analytics/ads), newsletters, certain communications.
- Legitimate Interests: site security, basic measurement (where allowed), improving services, non-personalized ads.
- Contract: responding to your specific requests if necessary to provide what you asked for.
- Legal Obligation: record-keeping and responding to lawful requests.
You may withdraw consent at any time (see Cookie Policy and your browser settings). Where we rely on legitimate interests, you may object (see Rights section).
7) Cookies, analytics & ads
- Google Analytics 4 (GA4): helps us understand traffic and engagement. We use GA4 features (such as IP-anonymization/configs Google provides) where available.
- Google AdSense: provides ad delivery/measurement and, where legally permitted and with your consent, personalized ads. In EEA/UK, we use Consent Mode to respect your ad/analytics consent choices. Where you decline consent, ads may be non-personalized.
- Cookie controls: Manage your preferences via our cookie banner and see details in Cookie Policy. You can also adjust browser settings to block or delete cookies. Blocking cookies may impact site functionality.
8) Who we share data with (recipients)
We share data only as needed with:
- Hosting & infrastructure providers (to run the website).
- Email service providers (to receive/respond to your messages/newsletters).
- Analytics & advertising providers (GA4, AdSense) for measurement and, where consented, personalization.
- Security/anti-spam providers (e.g., CAPTCHA) if used.
- Professional advisors (legal/accounting) if required.
- Authorities where legally necessary (e.g., to comply with law or valid legal processes).
We do not sell your personal information. If we offer paid templates later, a payment processor will handle checkout data under its own privacy policy (we’ll update this section with provider details).
9) International data transfers
Our providers may process data in countries outside your own. Where required, we rely on adequacy decisions, Standard Contractual Clauses (SCCs), and comparable safeguards to protect data during cross-border transfers.
10) Retention (how long we keep data)
We keep data only as long as needed for the purposes above or as required by law:
| Data category | Typical retention |
|---|---|
| Contact/support messages | Up to 24 months after last correspondence |
| Newsletter records (if enabled) | While subscribed, then 30 days for suppression |
| Analytics (GA4) | Per GA4 settings (commonly 14 months) |
| Ad/consent logs | Per vendor requirements & legal needs |
| Server/security logs | Up to 12 months |
| Rights requests & compliance records | 24 months after resolution |
We may retain some records longer for security, fraud prevention, or legal obligations.
11) Security
We use reasonable administrative, technical, and organizational measures (HTTPS, access controls, logging) to protect your data. No system is 100% secure; please take care when sharing information online.
12) Your privacy rights
A) GDPR / UK-GDPR (EEA/UK users)
You may have the right to:
- Access your data and receive a copy
- Correct inaccurate data
- Delete data (erasure)
- Restrict or object to certain processing (e.g., based on legitimate interests)
- Portability (receive data in a structured, commonly used format)
- Withdraw consent (for consent-based processing)
- Lodge a complaint with your local supervisory authority
How to exercise: email contact@offerletterformat.com with subject “GDPR Request”. We may verify your identity. We aim to respond within 30 days.
B) CPRA/CCPA (California residents)
You may have the right to:
- Know the categories/pieces of personal info we collect, use, and disclose
- Delete personal info (subject to exceptions)
- Correct inaccurate personal info
- Opt out of “sale” or “sharing” of personal info (we do not sell PI; limited “sharing” may occur for ad measurement/personalization)
- Limit use/disclosure of sensitive PI (we do not intentionally collect sensitive PI)
How to exercise: email contact@offerletterformat.com with subject “CPRA Request”.
Opt-out of share: manage Ad/Analytics preferences in our cookie banner and/or email us with subject “Do Not Share My Personal Information”. You may also use an authorized agent (we’ll require proof of agency).
C) India (DPDP) – key principles
Indian users may request access, correction, and erasure and may contact our Grievance Officer (below). We will respond within a reasonable timeframe per applicable law.
13) Children’s privacy
Our site is intended for a general audience and is not directed to children. We do not knowingly collect personal data from children under 16 (or lower threshold where local law sets 13–16). If you believe a child has provided personal data, please contact contact@offerletterformat.com so we can delete it.
14) Do Not Track
There is no industry consensus for DNT signals; we currently do not respond to DNT. Use our cookie banner, browser settings, and Google Ads settings to manage tracking.
15) Third-party links
Our site contains links to third-party sites. We are not responsible for their privacy practices. Review their policies before providing personal data.
16) Changes to this Policy
We may update this Policy to reflect changes in our practices or legal requirements. The “Effective date” will be revised, and significant changes will be highlighted on this page.
17) Contact, controller & grievance
Data Controller: OfferLetterFormat.com
Email: contact@offerletterformat.com
Grievance Officer (India): Site Administrator, contact@offerletterformat.com
For all privacy requests (GDPR/UK-GDPR/CPRA/DPDP), email contact@offerletterformat.com. We may ask for information to verify your identity and authority to act (if you are an agent).
18) Cookie Policy (reference)
For detailed cookie categories (Strictly Necessary, Preferences, Analytics, Advertising), examples (e.g., GA/AdSense identifiers), consent settings, retention periods, and opt-out links, please read our Cookie Policy.
Notice: Your use of this website is subject to our Privacy Policy, Cookie Policy, and Terms of Service. Non-essential cookies are used only with your consent — manage your choices anytime via the cookie banner.