PRIVACY POLICY

Last updated: August 7, 2025

1. INTRODUCTION

Mail & Co (trading name of Virtual Mail and Co Limited) ("we," "our," or "us") is committed to protecting your privacy and personal data. This Privacy Policy explains how we collect, use, store, and protect your information when you use our virtual office services, including business addresses, mail forwarding, telephone services, and website services.

2. WHO WE ARE

Virtual Mail and Co Limited is a UK company providing virtual office and business address services. We have been operating for over 10 years, serving businesses across Essex, Suffolk, and expanding to London.

Contact Details:
- Phone: 01702 840050
- Website: www.mailandco.co
- Email: hello@mailandco.co

3. INFORMATION WE COLLECT

3.1 Personal Information:
- Name and contact details
- Business information and registration details
- Payment and billing information
- Correspondence and mail handling preferences
- Identity verification documents (where required)

3.2 Service Usage Data:
- Mail collection and forwarding records
- Telephone service usage
- Client portal access logs
- Website interaction data

3.3 Technical Information:
- IP addresses and browser information
- Cookies and similar tracking technologies
- Website analytics data

4. HOW WE USE YOUR INFORMATION

We use your personal data to:
- Provide virtual office and business address services
- Process and forward your mail and packages
- Manage telephone services and call forwarding
- Process payments and maintain billing records
- Communicate service updates and important notices
- Comply with legal and regulatory requirements
- Improve our services and customer experience

5. LEGAL BASIS FOR PROCESSING

We process your data based on:
- Contract Performance: To provide the services you've subscribed to
- Legitimate Interests: To improve services and prevent fraud
- Legal Compliance: To meet regulatory and tax obligations
- Consent: For marketing communications (where applicable)

6. DATA SHARING AND DISCLOSURE

We may share your information with:
- Royal Mail and courier services (for mail forwarding)
- Payment processors (for billing purposes)
- Legal authorities (when required by law)
- Service providers who assist in delivering our services

We never sell your personal data to third parties.

7. DATA SECURITY

We implement appropriate security measures including:
- Secure premises with CCTV monitoring
- Encrypted data transmission and storage
- Access controls and staff training
- Regular security assessments

8. DATA RETENTION

We retain your data for:
- Active service period plus 7 years (for business records)
- As required by UK tax and company law
- Until you request deletion (where legally permissible)

9. YOUR RIGHTS

Under UK GDPR, you have the right to:
- Access your personal data
- Correct inaccurate information
- Request deletion of your data
- Object to processing
- Data portability
- Withdraw consent (where applicable)

To exercise these rights, contact us at hello@mailandco.co or 01702 840050.

10. COOKIES AND WEBSITE ANALYTICS

Our website uses cookies to:
- Ensure proper website functionality
- Analyze website performance
- Improve user experience

You can control cookie settings through your browser preferences.

11. INTERNATIONAL TRANSFERS

Your data is primarily processed within the UK. Any international transfers are protected by appropriate safeguards in accordance with UK data protection law.

12. COMPLAINTS

If you have concerns about our data handling, you can:
- Contact us directly at [contact email]
- Lodge a complaint with the Information Commissioner's Office (ICO)

13. CHANGES TO THIS POLICY

We may update this Privacy Policy periodically. Significant changes will be communicated via email or through our website.

14. CONTACT US

For privacy-related questions or concerns:
- Phone: 01702 840050
- Email: hello@mailandco.co
- Website: www.mailandco.co