Privacy policy

Company: Greatbatch Limited (trading as Letterbox Distribution)

1. Introduction

Greatbatch Limited, trading as Letterbox Distribution ("Letterbox Distribution", "we", "our" or "us"), is committed to protecting the privacy and security of the personal information entrusted to us.

This Privacy Notice explains how we collect, use, store, protect and share personal data when you use our website, contact us, request a quotation, engage our services or use our digital platforms, including Engage.

We are committed to processing personal data fairly, lawfully and transparently in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and all other applicable data protection legislation.

This Privacy Notice applies to:

• visitors to our website;
• customers and prospective customers;
• users of the Engage mapping platform;
• individuals whose information is provided to us in connection with print, mailing, fulfilment and distribution services;
• suppliers and business contacts.

2. Who we are

Greatbatch Limited is a UK communications, print, fulfilment and distribution company specialising in resident communications, public consultation, direct mail, door drop, print production and mapping technology.

Our registered trading name is:

Greatbatch Limited
trading as Letterbox Distribution

Company registration number: 3046611

If you have any questions regarding this Privacy Notice or the way we process your personal information, please contact us:

Email: hello@letterboxdistribution.com

Telephone: 020 8440 0400

3. Information we collect

The information we collect depends on how you interact with us.

This may include:

Identity information

• Name
• Job title
• Organisation
• Company registration details (where applicable)

Contact information

• Postal address
• Billing address
• Delivery address
• Email address
• Telephone number

Business information

Where relevant to providing our services, we may collect information relating to:

• projects;
• campaigns;
• quotations;
• delivery requirements;
• print specifications;
• communication preferences.

Technical information

When visiting our website we may collect:

• IP address;
• browser type;
• operating system;
• referring website;
• pages visited;
• time spent on our website;
• device information.

Further information regarding cookies can be found within our separate Cookie Policy.

Campaign information

Where you engage us to undertake mailing or distribution services, information may include:

• mailing lists;
• postal addresses;
• UPRNs;
• campaign references;
• artwork references;
• delivery instructions;
• reporting information.

Engage Platform

Where you use Engage we may process:

• mapping selections;
• uploaded address files;
• campaign boundaries;
• address counts;
• reports;
• saved projects;
• account information.

Users remain responsible for ensuring they have the appropriate lawful basis for uploading any personal information into the platform.

4. How we collect information

We collect information directly from you when you:

• complete an enquiry form;
• request a quotation;
• contact us by telephone;
• email us;
• use our live chat;
• use the Engage platform;
• upload campaign information;
• subscribe to marketing communications;
• communicate with us through LinkedIn, Facebook, Instagram or X;
• meet with our team;
• attend exhibitions or events.

We may also receive information from:

• your organisation;
• publicly available sources;
• Royal Mail licensed datasets where applicable;
• trusted third-party suppliers;
• professional advisers.

5. How we use your information

We use personal information for legitimate business purposes including:

• responding to enquiries;
• preparing quotations;
• managing customer accounts;
• producing printed communications;
• fulfilment services;
• postal services;
• door drop distribution;
• tracked delivery services;
• public consultation campaigns;
• address analysis;
• mapping;
• campaign planning;
• delivery reporting;
• customer support;
• billing;
• fraud prevention;
• regulatory compliance;
• improving our products and services.

We will only process personal information where we have an appropriate lawful basis for doing so.

6. Lawful bases for processing

We will only process personal data where we have a lawful basis to do so under the UK General Data Protection Regulation (UK GDPR).

Depending on the nature of our relationship with you, we may rely on one or more of the following lawful bases:

Performance of a contract

Where processing is necessary to:

• prepare quotations;
• fulfil customer orders;
• provide print, mailing and distribution services;
• manage customer accounts;
• deliver products and services;
• administer the Engage platform.

Legitimate interests

We may process personal data where it is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms.

Examples include:

• responding to enquiries;
• improving our website and services;
• maintaining customer relationships;
• preventing fraud;
• network and information security;
• business administration;
• quality assurance;
• reporting and analytics.

Consent

Where required by law, we will ask for your consent before processing personal information.

This may include:

• certain marketing communications;
• optional cookies;
• subscription services.

You may withdraw your consent at any time.

Legal obligation

We may process personal information where necessary to comply with legal obligations, including:

• taxation;
• accounting;
• regulatory requirements;
• law enforcement requests where legally required.

7. Marketing communications

We occasionally send information regarding our products and services that we believe may be of interest to businesses, organisations and existing customers.

Marketing communications may include information relating to:

• print services;
• direct mail;
• door drop;
• public consultation;
• Engage;
• Royal Mail services;
• +POST;
• new products and services;
• company news.

We will only send electronic marketing communications where permitted by the Privacy and Electronic Communications Regulations (PECR).

You may unsubscribe from marketing communications at any time by:

• clicking the unsubscribe link contained within marketing emails;
• contacting us directly;
• updating your communication preferences where available.

Where you opt out of marketing communications, we will retain sufficient information to ensure your preferences are respected.

8. Sharing personal information

We treat all personal information as confidential.

We do not sell personal data to third parties.

Where necessary to provide our services, we may share personal information with carefully selected organisations including:

• Royal Mail;
• postal operators;
• delivery partners;
• print suppliers;
• fulfilment partners;
• technology providers;
• cloud hosting providers;
• software suppliers;
• payment providers (where applicable);
• professional advisers;
• auditors;
• insurers;
• regulatory authorities where required by law.

Where third parties process information on our behalf, they are required to process personal data only in accordance with our instructions and under appropriate contractual obligations.

Where required, Data Processing Agreements are in place with organisations processing personal data on our behalf.

9. Engage Platform

Where clients use the Engage platform, personal information may be uploaded or processed for the purposes of:

• mapping;
• address analysis;
• campaign planning;
• address counting;
• print planning;
• mailing services;
• reporting;
• project management.

In most circumstances:

• the client remains the Data Controller;
• Letterbox Distribution acts as the Data Processor.

We process information uploaded into Engage solely for the purposes of providing the services requested by the client, unless otherwise required by law or agreed in writing.

Users are responsible for ensuring that any information uploaded into Engage has been collected lawfully and that they have the necessary authority to process that information.

Further information regarding data processing responsibilities can be found within our Data Processing Agreement.

10. Print, mailing and distribution services

Many of our services involve processing personal information supplied by our customers.

Examples include:

• addressed mail;
• mailing lists;
• public consultation communications;
• election communications;
• newsletters;
• statutory notices;
• customer correspondence.

Where we process personal information on behalf of our customers, we do so only in accordance with their documented instructions unless otherwise required by law.

Campaign data is treated as confidential and is only accessed by authorised personnel involved in delivering the requested services.

11. Royal Mail and delivery partners

Where services involve Royal Mail or other delivery providers, we may share information necessary to complete the requested service.

This may include:

• delivery addresses;
• postal references;
• service selections;
• delivery quantities;
• tracking references;
• audit information.

Only information necessary to fulfil the requested service will be shared.

12. International transfers

Letterbox Distribution primarily processes personal information within the United Kingdom.

Where it is necessary for personal information to be transferred outside the United Kingdom, we will ensure that appropriate safeguards are in place in accordance with UK data protection legislation.

13. Data security

We take the security of personal information seriously and implement appropriate technical and organisational measures designed to protect personal data from unauthorised access, disclosure, alteration or destruction.

These measures include, where appropriate:

• secure IT systems;
• controlled access to personal information;
• password protected systems;
• encryption where appropriate;
• secure production and fulfilment facilities;
• restricted access to operational areas;
• staff confidentiality obligations;
• supplier due diligence;
• regular software updates;
• monitoring of systems and services.

Although we take appropriate precautions to protect personal information, no method of electronic transmission or storage can be guaranteed to be completely secure. We continually review and improve our security measures to reduce risk and maintain high standards of information security.