Our Privacy Policy

This policy sets out how we handle the information we receive from customers and those who are a recipient of our services. We take this seriously and will always treat this information with the utmost respect and care.


We’ve updated our Privacy Policy on 8 May 2018 to reflect recent changes in data protection laws. We’ll continue to review our Privacy Policy to ensure information is always kept safe and secure.

About our company

UK Mail Limited (company registration: 00965783) and whose registered address is at 120 Buckingham Avenue, Slough, Berkshire SL1 4LZ, is committed to processing personal information about you and our customers in ways that comply with our legal obligations. UK Mail is part of the Deutsche Post DHL Group of companies.

UK Mail operates the following websites and is the Data Controller in respect these websites and the services we provide. This Policy explains how we use any personal information we may collect about you when you use our websites; or when you use or are a recipient of our services.


Why do we have a Privacy Policy?

We must have a legal basis to process your personal information. In most cases, the legal basis will be one or more of the following: in accordance with a contract; to allow us to comply with our legal obligations; to meet our legitimate interests, e.g. understanding how our customers use our services and to develop new services as well as improving the services we already provide; or where it is in the substantial public interest in the case of special categories of personal information.

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Personal Information

Personal information we may collect

We may collect personal information which we receive when you:

  • use our websites or other sites accessible from our website;
  • use our services;
  • contact us; or
  • are a recipient of our services.

This may include information:

  • which you provide where you
    • complete one of our forms or receipts;
    • contract with us;
    • enter information on our websites;
    • contact us in writing or by phone or;
  • which is recorded on mail or parcels sent to you through us.

We may collect the following typers of information:

  • your name, address, email address, telephone number(s) and other contact details;
  • video information from CCTV recording systems deployed at our sites for security and safety reasons;
  • information required to provide you with a service, and details of our services that you have used;
  • your company’s name, your position in the company; the company’s address, company’s email address and telephone number;
  • your payment information such as credit or debit card details;
  • information collected through using our websites, for example by cookies;
  • details of any enquiry or complaint;
  • information about the mail or parcels sent to you; and
  • your information when signing for receipt of a parcel or mailing item.

How we collect personal information

Uses of your personal information

Protecting your information and how long we keep it

This section is about how we keep your information secure and how long we keep hold of it for. We always follow the law and delete your information when we no longer need to keep it. 

Keeping personal information secure

We are committed to keeping customers’ personal information secure to protect it from being inappropriately or accidentally accessed, used, shared or destroyed, and against it being lost.

How long we keep personal information

Accessing your personal information

Accessing and updating how we use your personal information

You have certain rights with respect to the personal information we hold about you, which subject to laws, include the following:

  • Request a copy of the personal data we hold about you;
  • Inform us of a correction to your personal data;
  • Exercise your right to restrict our use of your personal data;
  • Exercise your right to erase your personal data; or
  • Object to particular ways in which we are using your personal data.

We provide customers with access to their personal information and the opportunity to amend and update their details or preferences (including consent to receive marketing communications) in order to keep the information up-to-date and accurate.

You can exercise your rights to any of the above by contacting us directly in writing. See ‘How to contact us’.

Requests must be made in writing and proof of identification is required in order to protect your information. We also require sufficient details to be able locate your information. For example, dates and details of the websites or services that you have used. An optional form may be provided to assist us in locating the information you require.

Keeping personal information up to date

How to contact about your personal information

Sharing your information 

Customer information will be shared with UK Mail Limited and Deutsche Post DHL Group companies, as well as selected third parties. In this section we detail how, why and with whom we share your information.

Passing on your personal information to third parties

Customers’ information is shared with selected third parties for the following reasons:

  • where customers have indicated they wish to receive information about products, services or promotions that may be of interest to them;
  • where services are provided together with a business partner and it is necessary to disclose the information to them in order to provide the services;
  • for the prevention of fraud against us, third parties and customers;
  • for the purposes of identity verification;
  • for the purposes of recovering debt;
  • to prevent money laundering;
  • where products and services are provided to third parties by us (e.g. for the purposes of identity verification and fraud prevention, and it is necessary to disclose information to them in order to provide the service);
  • Other third parties (including the police, law enforcement agencies, credit reference and fraud prevention agencies and other bodies) to protect our or another person’s rights, property, or safety e.g.
    • to exchange information to protect against fraud and to reduce payment risks;
    • in connection with the prevention and detection of crime.

Disclosures of personal information required by law

Passing on your personal information for fraud prevention purposes

Transfers of personal information outside of the UK

Marketing preferences

A customer may allow us to provide them with information about products and services that we, or third parties we have selected, which may be of interest to them. We will only do this where a customer has agreed to receive such information.

What are marketing preferences?

You agree to receive marketing information: 

  • from UK Mail and the DPDHL Group about our products and services by choosing to opt-in on your registration form for our website or service.
  • from UK Mail and the DPDHL Group about its similar products and services where you provide your details in the course of purchase or negotiations for the purchase of a service.
  • from third parties about their products and services by choosing to opt-in on your registration form for our website or service.

The marketing channels used may include all means of communication e.g. email, post, phone, SMS text message and other electronic means. If electronic channels are to be used this will be specifically stated when we collect your details.

Managing your marketing preferences

Our Cookie Policy

What is a cookie?

A cookie, also known as a HTTP cookie, web cookie, or browser cookie, is a small piece of data sent from a website and stored in your web browser whilst you are viewing or shopping on a website.

When you visit the same website in the future, the data stored in the cookie can be retrieved and informs the website of your previous activity. Cookies were designed to be a reliable way for websites to remember the activity a user had taken in the past. This can include clicking particular buttons, logging in, or a record of which pages were visited by the user previously.

How we use cookies

Links to other sites

Our websites may include links to other sites. While we will make every effort to provide links to high quality, reputable sites, we are not responsible for their privacy practices, site content, or the services they offer.

Have a general question about how we use your data?

For requests, complaints or queries relating to the use of your personal information please contact our Information Security Team. To contact the team please write to:

Information Security Team
UK Mail Limited
Express House
Hillman Way
CV8 3ED 

Email: dataprotectionofficer@ukmail.com