Privacy Policy

This policy explains what Media Variance LLC, doing business as Surrad ("Surrad", "we") collects when you use Surrad, why we collect it, and who else sees it. Surrad is a direct-mail platform, so it handles two very different kinds of personal information: your account details, and the mailing addresses of the people you choose to mail. Those are treated differently, and section 4 covers the second in full.

1. Information you give us

• Your account. Your name, email address and a password, which is stored only as a hash — we cannot read it. We record when you verify your email address.
• Your workspace. Workspace and brand names, team members you invite, their roles, and pending invitations. Invitation links are stored hashed and expire after seven days.
• Campaign material. Briefs, postcard designs, uploaded images and logos, saved cards, and the revision history behind them. On the Managed plan, Surrad's designers work with this material to prepare your postcards and schedule your mailings.
• Mailing lists. The recipient records you upload, connect or acquire. See section 4.

2. Information we generate

• Campaign activity. Batches you send, what each cost, which design was submitted, and an audit trail of who changed what. This history is what makes a campaign auditable, so it is kept for the life of the workspace.
• QR scans. When someone scans a campaign QR code we record the time, the scanner's IP address, the browser and device details their phone sends, the referring page and preferred language. We estimate an approximate location (usually the nearest city) from the IP address using a database kept on our own servers; the IP address is not sent to anyone else for this. A personalized postcard carries a code for the household it was mailed to, so its scans are linked to that mailing address. Scans are kept with the campaign and shown to members of the workspace that sent it.
• Tracking-number calls. If you buy a tracking phone number, we record call metadata — time, duration and connected seconds against your paid term — to meter usage and forward the call. We do not record call audio.
• Billing records. Your plan, monthly allowance receipts, wallet balance and ledger. Payments run through Stripe; Stripe holds your card details and we never see the full number.
• Operational logs. Standard server logs keep the service secure and working. In the signed-in Surrad app, we use a session token so you stay signed in, not advertising cookies. Optional advertising on this website is described below.
• Website advertising. On surrad.com we use the Meta Pixel and, when enabled, the server-side Meta Conversions API to help show you Surrad ads on Facebook and Instagram after you visit, and to measure those ads. Both use the same advertising permission. In the United States and most other places, advertising is on unless you turn it off. If your device is set to a time zone in the EU/EEA, the UK or Switzerland, or we cannot tell its time zone, it stays off unless you allow it. Under some US state privacy laws this may count as "sharing" personal information for cross-context behavioral advertising; the controls below are how you opt out of it. If you start a paid subscription from this website, we also report your first collected subscription payment and its USD amount through our app's server. Renewals, upgrades, prepaid balances and zero-dollar trial invoices are not purchase events. Meta receives page views and selected website event activity, browser, device and connection information (including your IP address), and cookie identifiers that can recognize a returning browser. The server-side integration sends the public page address without query parameters or fragments, and does not send referring-page addresses. We do not send form contents, email addresses or their hashes, mailing lists or recipient records or card details to Meta. We do not load advertising scripts or advertising cookies in the signed-in Surrad app or the Surrad Capture app. Purchase reporting uses the browser identifiers and permission captured here; it does not track your activity inside the app. You can turn advertising off or change your choice at any time through Ad preferences in this website's footer. We keep your choice in your browser's storage. We also keep this advertising off when your browser sends Global Privacy Control or Do Not Track. Turning it off stops future advertising events from this website and requests withdrawal of pending purchase measurement. You can also withdraw pending purchase measurement in the app's Billing & usage page. Withdrawal does not delete information Meta has already received. Meta's use of information is described in its Privacy Policy.
• Website analytics and session recordings. On surrad.com (this website, including sign-up) we use PostHog to see how the site is used and where people get stuck. It records the pages you view, what you click, which sign-up step you reach and any error message you are shown, along with browser and device details and an approximate location from your IP address. It also records sessions: a replay of what the page showed and where you moved and clicked. Everything you type is masked in recordings, and card details are never captured, because Stripe's payment form is a separate frame the recording cannot see. PostHog sets a first-party cookie and browser storage to recognize a returning browser. We use this only to fix and improve the site, never for advertising, and we do not sell it. Recordings are kept for up to 90 days and analytics events for up to a year. If your browser sends a Do Not Track signal, none of this runs. The Surrad app itself and the Surrad Capture app do not use it.

3. The Surrad Capture app

Surrad Capture is our iPhone and iPad app for recording a route you drive and finding the homes along it. It collects the following, and uses it only to build your mailing lists.

• Your location, while you record. When you start recording, the app records your device's precise GPS position each time you move about 50 feet, until you tap Stop, including while the screen is locked or you are using another app. It does not track your location in the background at any other time. On the screen where you start a route it reads your current position to show the map and suggest a route name.
• Your recorded routes. The GPS points, distance, duration and route name are uploaded to your Surrad account, together with the homes found within 150 feet of the route and any you choose to include or exclude. Routes are visible only to you in the app; a route you save as a list becomes part of your workspace like any other list.
• Your sign-in. Your email address and password when you sign in, and the name of the device you sign in from.
• Finding the homes. To look up addresses, Surrad sends small map areas around your route to our address data provider. It receives the areas, not your name, account or the route itself. The app's maps are provided by Apple Maps, which receives your location to draw the map and name the nearest town, under Apple's own privacy policy.
• What we do not do. Location is never used for advertising, never sold, and never shared with other workspaces. The app contains no advertising or analytics trackers.
• Deleting it. You can delete a route in the app until it has been saved as a list; after that the list is managed in Surrad on the web. Deleting your account deletes your routes with the rest of your data (section 7).

4. The people you mail

Most of the personal information in Surrad is not about you. It is about the households and businesses on your lists: names, postal addresses, and whether a record is a current customer, a past customer or a prospect.

• You decide, we process. You choose who goes on a list and who gets mailed. For that data you are the controller and we act on your instructions as a processor. We do not decide who to mail, and we do not use your lists for our own purposes.
• We never sell or share your lists. Recipient records are not sold, rented, traded, or pooled with another customer's data. One workspace cannot see another's addresses.
• Where records come from. Lists you upload as CSV, lists connected from RouteNavigator, and addresses acquired through route or neighbor discovery. Provenance is recorded per address, and addresses acquired only in test mode can never be mailed for real.
• Who receives them. Recipient addresses are sent to our print and mail provider so a postcard can physically be produced and posted. That is the only routine external recipient of list data. They are not sent to our AI providers — see section 5.
• Suppression. Prior-mail and current-customer suppression exist so a person is not mailed repeatedly. Removing an address from a list detaches that membership while preserving the historical mail record, because a sent postcard cannot be un-sent.
• Your obligation. You confirm you have a lawful basis to mail the people on your lists. That is a condition of using the service, set out in the Terms of Service.

5. Artificial intelligence

Surrad can draft postcard copy, images and design revisions using a third-party model — Anthropic's Claude API or OpenAI's Responses API, depending on how the workspace is configured. What is sent is limited to the brand facts you have saved, your campaign brief, the current design, any previous rounds, and the feedback you type.

Your mailing lists and recipient addresses are never sent to an AI provider. Response storage is disabled on our requests, and neither your content nor your lists are used to train models. AI output is a draft: it can be wrong, and it needs your review before it is printed.

6. Who else sees your data

Inside Surrad, the people who operate the service can reach your data when it is needed to run, support or secure it. If you choose the Managed plan, our designers also see your brand material, briefs and designs so they can create and send your postcards.

Outside Surrad, only the providers it takes to run the service, each receiving the minimum needed:

We will disclose information if the law genuinely requires it, and we will tell you when we are permitted to. If the service is ever acquired, we will tell you before your data moves.

7. How long we keep it

Account, campaign and mailing history stay for as long as your workspace does — the record of what was mailed, to whom and at what cost is the audit trail you rely on. Delete your account and we delete your data, including your lists, within 30 days, keeping only what tax and invoicing law requires. Billing receipts are retained for the statutory period.

8. Test mode

Surrad separates test and live activity throughout: separate balances, separate credits, separate recipient history. Test activity never spends live funds and never causes real mail to be printed or posted. Data created in test mode is still your data and is covered by this policy.

9. Security

Data moves over encrypted connections and is stored encrypted at rest. Connected-service tokens and checkout URLs are encrypted in the database. Access to production data is limited to the people who operate the service. Platform administration uses a separate sign-in and a separate short-lived session; an ordinary workspace login cannot reach it. If a breach ever affects you, we will tell you promptly and plainly.

10. Your rights

Write to us and we will show you the data we hold about you, correct it, export it, or delete it. If you are in the EU/EEA, the UK, or California, these are statutory rights under the GDPR and CCPA; we honour them for everyone regardless of where you live, and we will not treat you differently for exercising them. We do not sell or use your mailing lists for advertising. You can turn off the website advertising described in section 2 through Ad preferences in this website's footer.

If you are a recipient of mail sent through Surrad and want to know why, contact the business named on the postcard — they chose the list. If you cannot reach them, write to us at hello@surrad.com and we will pass your request to the sender and stop processing your record where we are able to.

11. Children

Surrad is a business tool and is not directed at children. We do not knowingly collect information from anyone under 16 as an account holder.

12. Changes and contact

If we change this policy in a way that materially affects you, we will email you before it takes effect. Questions or requests: hello@surrad.com.