Address data provenance & accuracy statement

Company: Greatbatch Limited (trading as Letterbox Distribution)

1. Purpose

This document provides assurance regarding the provenance, accuracy, coverage, and governance of address data used by Letterbox Distribution for targeted communication and delivery campaigns.

2. Scope

This statement applies to all address data used within:

• Door drop (unaddressed) campaigns
• Addressed mail campaigns (+POST and Royal Mail)
• Mapping, targeting, and campaign planning activities

3. Data Sources

Letterbox Distribution utilises address data supplied via licensed partners, derived from the following authoritative UK datasets:

• Royal Mail Postcode Address File (PAF®)
• Royal Mail Multiple Residence (MR) dataset
• Royal Mail Not Yet Built (NYB) dataset
• Ordnance Survey property-level coordinate data

4. Data Authority

• Royal Mail PAF® is the official UK postal address database and is recognised as the definitive source of delivery point data.
• Royal Mail maintains PAF through continuous updates, with approximately 5,000 changes made daily.
• MR and NYB datasets extend coverage to include additional households and properties under development.
• Ordnance Survey is Great Britain’s national mapping authority and provides authoritative geospatial data.

5. Data Coverage

The datasets collectively provide:

• Over 32 million delivery points across the United Kingdom
• Over 1.8 million postcodes (as of April 2026)
• Coverage of multi-occupancy residences
• Inclusion of properties under construction
• Property-level geographic coordinates for spatial targeting

6. Data Version & Update Frequency

• Data Version: Monthly dataset supplied via AFD
• Update Frequency: Bi-Monthly

Regular updates reduce the risk of data decay and ensure alignment with official datasets.

7. Data Processing & Control

Letterbox Distribution applies controlled processes to ensure data suitability, including:

• Address classification (residential / business)
• Removal or suppression of duplicate and non-deliverable records where applicable
• Alignment with defined geographic campaign boundaries
• Integration with mapping systems for targeting and planning

8. Data Validation

To ensure data quality and reliability, the following validation measures are applied:

• Sampling of address datasets prior to campaign execution
• Verification of address counts against defined geographic areas
• Review of anomalies or inconsistencies
• Cross-checking against expected campaign volumes

9. Geospatial Accuracy

• Property-level coordinates are derived from Ordnance Survey data
• Geographic targeting is applied using mapping tools and spatial analysis
• Address inclusion is determined based on defined campaign boundaries

This enables precise targeting for consultations and regulated communication campaigns.

10. Data Limitations

• PAF represents delivery points and may not include all individual units within multi-occupancy properties
• Data updates may not immediately reflect real-time changes in the built environment
• Physical delivery constraints (e.g. access restrictions) may impact final delivery outcomes
• No address dataset can guarantee 100% completeness at all times

11. Compliance & Licensing

• Address data is used under licence from Royal Mail and Ordnance Survey
• Data usage complies with licensing, contractual, and regulatory requirements
• Data is not resold or distributed outside controlled campaign use
• Letterbox Distribution operates in accordance with applicable data protection requirements

12. Accuracy Statement

Letterbox Distribution confirms that address data used within its services:

• Originates from authoritative UK datasets
• Is maintained under recognised licensing standards
• Is regularly updated and validated
• Provides a high degree of confidence suitable for targeted and regulated communication campaigns

13. Continual Improvement

Letterbox Distribution is committed to ongoing improvement of data processes through:

• Regular review of data sources and update cycles
• Monitoring of campaign performance and delivery outcomes
• Refinement of data validation and targeting methodologies

14. Declaration

This document confirms that address data used by Letterbox Distribution is managed in accordance with recognised UK data standards and internal quality control procedures.

Address data supplied under licence from Royal Mail and Ordnance Survey.