Privacy Policy

Who We Are:

Penship is a community centered around making friends and pen pals around the world by using our online services. Our website address is:
Penship was created by Mika Rose. The website is run by her and a small team of volunteer moderators.

If you need to contact the Penship team you can reach us at: [email protected]

What Personal Data We Collect:


When visitors leave comments on the site we collect the data shown in the comments form, and also the visitor’s IP address and browser user agent string to help spam detection.

An anonymized string created from your email address (also called a hash) may be provided to the Gravatar service to see if you are using it. The Gravatar service privacy policy is available here: After approval of your comment, your profile picture is visible to the public in the context of your comment.

Visitor comments may also be checked through an automated spam detection service.


If you upload images to the website, you should avoid uploading images with embedded location data (EXIF GPS) included. Visitors to the website can download and extract any location data from images on the website.

Any images sent to us through the contact form are also subject to weDevs’ privacy policy. Sent through the form or directly to our email, we may keep the photo on file unless asked directly to remove it. It won’t be used on our website unless a written agreement is reached.

Any photos uploaded to our website as a member of Penship are also subject to Ultimate Member’s privacy policy as we use their plugins to help run our services. Any photos you upload to Penship to be used on the website may be posted anywhere on Penship. You reserve the right to ask us to remove photos you’ve given us access to at any time.

Contact Forms

Any information put into our contact form on our website will be used to reply to your message. We may keep this information on file in case we need to reach you for a follow up regarding your message. Our contact form is made using a weDev plugin. You can read their Privacy Policy here.

If you would like to avoid using this contact form to contact us, feel free to contact us directly at: [email protected]


If you leave a comment on our site you may opt-in to saving your name, email address and website in cookies. These are for your convenience so that you do not have to fill in your details again when you leave another comment. These cookies will last for one year.

If you visit our login page, we will set a temporary cookie to determine if your browser accepts cookies. This cookie contains no personal data and is discarded when you close your browser.

When you log in, we will also set up several cookies to save your login information and your screen display choices. Login cookies last for two days, and screen options cookies last for a year. If you select “Remember Me”, your login will persist for two weeks. If you log out of your account, the login cookies will be removed.

If you edit or publish an article, an additional cookie will be saved in your browser. This cookie includes no personal data and simply indicates the post ID of the article you just edited. It expires after 1 day.

Embedded Content from Other Websites

Articles on this site may include embedded content (e.g. videos, images, articles, etc.). Embedded content from other websites behaves in the exact same way as if the visitor has visited the other website.

These websites may collect data about you, use cookies, embed additional third-party tracking, and monitor your interaction with that embedded content, including tracking your interaction with the embedded content if you have an account and are logged in to that website.


We use Google Analytics.
Google Analytics’ Privacy Policy
We also keep track of basic anonymous traffic statistics through our hosting provider. It helps us see where our website is being accessed from (country, IP addresses, search engines, operating systems).


Any emails sent to us – whether directly or through a contact form – will be kept on file in the event we may need to contact you further. You may ask us to remove this data at any time.

Any feedback or comments sent to us may be used in Testimonials to promote Penship.

We will not save your email for malicious uses, such as selling them to third parties.

Who We Share Your Data With:

Penship requires various plugins from a few trusted companies in order to properly run our services. Keeping your data safe is important to us as well, so we’ve done our best to fully read through all of their privacy policies and terms of use. Still, you have the ability to know exactly where your data could be used. We’ve tried to make it as easy and clear as possible for you to see what companies have access to your data through using our website. Below you can find a list of companies whose products we use to help us run our site, that help us process your data.


We use a weDevs plugin for our Contact Form (seen on our Contact Us page) so that anyone who visits Penship has a quick and easy way to contact us. If you do not agree to their privacy policy and would like to avoid using the form to contact us, feel free to contact us directly at [email protected]

weDevs’ Privacy Policy

Ultimate Member

We use the complete Extension Pass that Ultimate Member offers as a yearly subscription. If you register as a user on our website, this applies to you! Some of the plugins you are guaranteed to be using as a member are created by this company.
Ulimate Member’s Privacy Policy

Note: Ultimate Member does not send any user data outside of our site by default.


We use SiteGround to host our website.
SiteGround Terms & Policies


We have a plugin that showcases our Instagram profile. If you choose to contact us through there, you should be aware of Instagram’s privacy policies.

Instagram’s Privacy Policy

Be aware that any messages sent directly to us there are likely to remain in the history of our direct messages as we generally don’t delete our past conversations.
Any mail art submissions sent to be posted on our profile or highlights, may also be shown on our website through plugins. Of course, you may ask us to remove any of your submissions at any time.

How Long We Retain Your Data:

If you leave a comment, the comment and its metadata are retained indefinitely. This is so we can recognize and approve any follow-up comments automatically instead of holding them in a moderation queue.

For users that register on our website (if any), we also store the personal information they provide in their user profile. All users can see, edit, or delete their personal information at any time (except they cannot change their username). Website administrators can also see and edit that information.

What Rights You Have Over Your Data:

If you have an account on this site, or have left comments, you can request to receive an exported file of the personal data we hold about you, including any data you have provided to us. You can also request that we erase any personal data we hold about you. This does not include any data we are obliged to keep for administrative, legal, or security purposes.

Additional Information

How we protect your data

Through our hosting provider SiteGround we use a few of their extra security services: SG SiteScanner and Let’s Encrypt Wildcard SSL. Our security features are set to automatically update.

We don’t use any plugins or third party services that we don’t trust. You can find more info about each one that may have access to your data listed above.

Members of the Penship Team are also trained on how to handle user data in accordance to their roles.