Privacy Policy

1. What this service is

When I Die Files is a place to write letters, record messages, and organize end-of-life information so that the people you love receive your words when the time is right — including after you die. The service is operated by Fujitech LLC (フジテック合同会社); “When I Die Files” is the brand name we operate under, and throughout this policy “we” means Fujitech LLC (フジテック合同会社). By nature, the content you store with us is deeply personal, and this policy is written with that weight in mind.

2. Information we collect

We collect only what the service needs to work:

• Account information. Your name, email address, and password (stored as a hash — we never see your password), and an optional phone number and profile photo.
• Content you create. Letters, video and audio messages, vault items, life story answers, final wishes, and any legal documents you generate. This is your content; see who can see it below.
• Information about other people you provide. When you add trusted contacts, recipients, or beneficiaries, you give us their names and contact details. You’re responsible for having a reasonable basis to share that information with us. We use it only to do what you asked: send invitations you initiate and, when delivery features are live, deliver what you’ve addressed to them. We never market to your contacts.
• Payment information. Payments are processed by Stripe. Card numbers never touch our servers; we keep only a record of the transaction (amount, date, status) and a Stripe customer reference.
• Usage information. Standard analytics (pages visited, approximate location from IP, device type) via Vercel Analytics and Google Analytics, and an activity log of actions in your account (e.g., “letter created”) so you can see what’s happened in it.

3. How we use it — and how we don’t

We use your information to:

• Provide the service: store, organize, and display your content to you.
• Carry out the sharing and delivery you configure.
• Send service emails: invitations you initiate, account and payment receipts, and — once live — check-in emails if you enable inactivity alerts.
• Respond when you contact us for support.
• Understand aggregate usage so we can improve the product.

And the commitments we hold ourselves to:

• We do not sell your data. Not to advertisers, not to data brokers, not to anyone.
• We do not train AI models on your letters or any other content you create.
• We do not read your content. Staff access your content only with your explicit consent to resolve a support issue, or where the law requires it.
• We do not show ads, on the site or anywhere else.

4. Who can see your letters

Three groups, and only three: you; the people you explicitly share with; and, once a delivery you configured takes place, the recipients you named.

To be precise rather than comforting: like nearly every cloud service, a small number of operators could technically access the database that stores your content. That access is restricted and logged, and as stated above, we do not use it to read your content except with your consent for support or under legal requirement. We’re honest about this because we don’t yet offer end-to-end encryption — see our Security page for exactly what we do and don’t claim.

5. Services we rely on

We use a small set of infrastructure providers (subprocessors) to run the service. Each receives only what’s needed for its role:

If we add or change a subprocessor that handles your content, we’ll update this table.

6. How we protect your data

Your content is encrypted in transit (TLS) and at rest. Access is controlled so only you and the people you’ve named can see your content through the product. We describe our security posture — including what we deliberately do not claim — on our Security page.

7. Retention and deletion

We keep your content until you delete it — that’s the point of the service. Deleting a letter or other item in the app removes it immediately and permanently. If you want your entire account deleted, email support@whenidiefiles.com and we’ll remove your account and all associated content. Letters that were already delivered to recipients before deletion are theirs to keep, the same way a mailed letter would be.

8. Your right to export

You can export your letters at any time, free, on every plan — your words are never held hostage. We encourage you to keep your own copies of anything irreplaceable somewhere you control.

9. Death and your account

This service exists for the moment you’re no longer here, so we’re explicit about what happens then: the deliveries and sharing you configured are carried out as you set them up, and your trusted contacts receive only what you chose to give them. Nobody — not family, not executors — gains blanket access to your account by default; access follows your settings. Where law in your jurisdiction grants estate representatives specific rights, we comply with valid legal process.

10. If we shut down or are acquired

The most important question for a service like this. Our commitments, which also appear in our Terms of Service:

• If When I Die Files ceases operations, we will give every user at least 12 months advance notice.
• All scheduled deliveries will be executed before shutdown.
• Every user will receive a full export of their data.
• We will offer the option to transfer your data to a designated successor service.

If the company is acquired, this policy’s obligations transfer with your data: an acquirer is bound by these commitments, and we’ll notify you before any change of control takes effect.

11. Your rights

Wherever you live, we extend the same rights to you: access the personal information we hold about you, correct it, delete it, export it, and object to or restrict how it’s processed. California residents have these rights under the CCPA; residents of the EU/EEA and UK have them under the GDPR; and because our operator is based in Japan, we also handle personal information in line with Japan’s Act on the Protection of Personal Information (APPI). We don’t sell personal information, so there’s nothing to opt out of selling. To exercise any of these rights, email support@whenidiefiles.com — we respond to every request and don’t discriminate against you for making one.

12. Cookies and analytics

We use cookies for one essential purpose — keeping you signed in — and our analytics providers (Vercel Analytics, Google Analytics) set cookies to measure site usage. We don’t use advertising or cross-site tracking cookies.

13. Children

When I Die Files is not directed at children and we don’t knowingly collect information from anyone under 13. If you believe a child has created an account, contact us and we’ll delete it.

14. Changes to this policy

If we change this policy in a way that matters, we’ll update the date at the top and email account holders about material changes before they take effect. We will never weaken the commitments in sections 3 and 10 retroactively.

15. Contact us

This service is operated by Fujitech LLC (フジテック合同会社), 東京都中央区銀座1-12-4 N&E BLD. 7階 (N&E Building 7F, 1-12-4 Ginza, Chuo-ku, Tokyo, Japan). Questions about privacy, or want to exercise your rights? Email support@whenidiefiles.com. A human reads every message.