Postworks
Privacy Policy
We understand that your privacy is important to you and that you care about how your Personal Data is used and shared online. We respect and value the privacy of our Clients and everyone else who visits this website, www.postworks.co.uk (“our Site”) or any of our software (available at app.postworks.co.uk, postworks.co.uk or pwks.uk) (“our Computer Software”) and will only collect and use Personal Data in ways that are described here, and in a manner that is consistent with our obligations and your rights under the law.
The procedures and principles set out in this Privacy Policy will be followed at all times by us as a company, as well as our employees, subcontractors or other parties working on our behalf.
Please take a moment to read this policy in full to ensure that you are fully informed about your Personal Data and you understand how we use the Personal Data you share with us when you visit our Site or use our Computer Software. It also contains information on how you can exercise your privacy rights and how to contact us or a relevant regulator in the event that you have a complaint. If you have any questions, please contact us using the details in clause 16.
Last updated: 29 July 2026
1 Definitions and interpretation
In this Privacy Policy, the following terms shall have the following meanings:
Client: any individual, organisation, firm or corporate body to which we provide our services;
Communication Items: as defined in our Conditions;
Conditions: our General Terms and Conditions as provided for on the Site;
Cookie: a small text file placed on your computer or device by our Site when you visit certain parts of our Site or when you use certain features of our Site. Details of the Cookies used by our Site are set out in clause 15, below;
Data Controller: the meaning given to it under the Data Protection Laws;
Data Protection Laws: the Data Protection Act 2018 (DPA), the United Kingdom General Data Protection Regulation (UK GDPR), the Privacy and Electronic Communications Regulations 2002 (PECR), any other applicable law concerning the processing, control, protection or privacy relating to Personal Data and Cookies, and any subordinate or related legislation; any replacement to, addition to, or amendment of, any of the foregoing including any national laws or regulations constituting a replacement or successor data protection regime to that governed by the UK GDPR; and any other applicable laws concerning the processing, control, protection or privacy relating to Personal Data which may come into force from time to time;
Data Subject: the meaning given to it under the Data Protection Laws;
DPA: the Data Protection Act 2018 as amended or replaced by any successor legislation from time to time;
PECR: the Privacy and Electronic Communications Regulations 2002 (Statutory Instrument (SI) 2003 No. 2426) as amended;
Personal Data: any and all data that relates to an identifiable person who can be directly or indirectly identified from that data. In this case, it means Personal Data that you give to us as a Client or that we collect when you visit our Site or use our Computer Software. This definition shall, where applicable, incorporate the definitions provided in the Data Protection Laws;
Process, Processor and Processing: the meanings given to those terms under the Data Protection Laws;
UK GDPR: the United Kingdom General Data Protection Regulation, as defined in section 3(10) of the DPA; and
We, Us and Our: Postworks Limited, a company registered in England and Wales under number 09549192, whose registered address is Unit 2, 94A Wycliffe Road, Northampton, England, NN1 5JF.
2 Who are we and what does this Privacy Policy cover?
2.1
Postworks Limited is the Data Controller of Personal Data obtained through our interactions with visitors and Clients who use our Site. We are registered in the United Kingdom (UK) with the Information Commissioner’s Office (ICO) under registration number ZA115377.
2.2
This Privacy Policy explains how we use Personal Data that we collect in such interactions. The types of Personal Data we collect and how we use it are set out in clause 6 below. If your organisation contracts with us to use our services as a Client and we process Personal Data on your organisation’s instructions and on its behalf as a processor when providing those services, then our respective contractual obligations governing that processing will be covered by our Conditions, which are in addition to and take precedence over this Privacy Policy.
2.3
Our Site may contain links to other websites. Please note that we have no control over how your Personal Data is collected, stored, or used by other websites and we advise you to check the privacy notices of any such websites before providing any Personal Data to them.
3 Legal basis for processing your Personal Data
3.1
Our legal basis for collecting and using your Personal Data will depend on the Personal Data concerned and the specific context in which we collect it. However, we will only process your Personal Data for the purposes described in this Privacy Policy or for purposes that we explain to you at the time we collect your Personal Data.
3.2
Depending on our purpose for collecting your Personal Data, we rely on one of the following legal bases:
3.2.1
Contract – we require certain Personal Data to perform a contract with you (for example, when providing our services) and manage our relationship;
3.2.2
Consent – in certain circumstances, before collecting, using or disclosing your Personal Data, we may ask for your consent separately from any contract between us (for example, to allow us to contact you following an inquiry to our Site). You can voluntarily choose to give or deny your consent without any negative consequences to you;
3.2.3
Legitimate interests – we may use or disclose your Personal Data for the legitimate business interests of either us or a third party (for example, keeping our services secure and improving them, but only when we are confident that such interests are not overridden by your data protection interests or fundamental rights and freedoms); and
3.2.4
Legal obligation – in some cases, we may also have a legal obligation to process Personal Data about you or may need to process Personal Data in order to exercise, establish or defend legal claims.
3.3
We may disclose your Personal Data to the following categories of recipients:
3.3.1
third-party delivery providers and Sub Processors that we use to help deliver our services;
3.3.2
any competent law enforcement body, regulator, government agency, court or other third party (such as our professional advisers or auditors) where we believe disclosure is necessary: (i) as a matter of applicable law or regulation, (ii) to exercise, establish or defend our legal rights, or (iii) to protect your vital interests or those of any other person; and
3.3.3
any other person with your consent to the disclosure (obtained separately from any contract between us).
3.4
We only allow those organisations to handle your Personal Data if we are satisfied that they have taken appropriate measures to protect your Personal Data. We also impose contractual obligations on them to ensure they can only use your Personal Data to provide services to us and to you.
4 Your rights
4.1
As a Data Subject, you have the following rights under the Data Protection Laws, which this Privacy Policy has been designed to uphold:
4.1.1
the right to be informed about our collection and use of Personal Data;
4.1.2
the right of access to the Personal Data we hold about you (please contact us using the details in clause 16);
4.1.3
the right to rectification if any Personal Data we hold about you is inaccurate or incomplete (please contact us using the details in clause 16);
4.1.4
the right to be forgotten – that is the right to ask us to delete any Personal Data we hold about you (we only hold your Personal Data for a limited time, as explained in clause 9, but if you would like us to delete it sooner, please contact us using the details in clause 16);
4.1.5
the right to restrict (that is prevent) the processing of your Personal Data;
4.1.6
the right to data portability (obtaining a copy of your Personal Data to reuse with another service or organisation);
4.1.7
the right to object to us using your Personal Data for particular purposes;
4.1.8
the right to withdraw your consent at any time if we have collected and processed your Personal Data with your consent. Withdrawing your consent will not affect the lawfulness of any processing we conducted prior to your withdrawal, nor will it affect processing of your Personal Data conducted in reliance on lawful processing grounds other than consent;
4.1.9
the right to opt out of marketing communications we send you at any time. You can exercise this right by clicking on the “unsubscribe” or “opt out” link in the marketing emails we send you. If you choose to opt out of marketing communications, we may still send you non-promotional emails, such as emails about our ongoing business relationship relationship; and
4.1.10
rights in relation to automated decision-making and profiling.
4.2
We respond to all requests received from individuals wishing to exercise their data protection rights in accordance with applicable Data Protection Laws.
4.3
If you have any cause for complaint about our use of your Personal Data, please contact us using the details provided in clause 16 and we will do our best to solve the problem for you. If we are unable to help, you also have the right to lodge a complaint with the UK’s supervisory authority, the Information Commissioner’s Office.
4.4
For further information about your rights, please contact the Information Commissioner’s Office or your local Citizens Advice.
5 How to exercise your rights
5.1
To make a request, please contact us using the details in clause 16. When you get in touch, please tell us:
5.1.1
which right you want to exercise (for example, access, deletion or objection);
5.1.2
enough information for us to identify you (for example, your name, organisation and the email address linked to your account); and
5.1.3
any relevant details that will help us find the information quickly (for example, dates or the product or service used).
5.2
To protect your Personal Data, we may need to ask for proof of identity before we respond. We will only ask for the minimum information needed to confirm your identity.
5.3
We will respond within one month unless your request is complex or you make several requests, in which case we may extend this by up to two further months. If we need an extension, we will tell you within one month and explain why.
5.4
We do not charge a fee. However, we may charge a reasonable fee or refuse to respond to a request if it is manifestly unfounded or excessive (for example, repetitive requests). If this applies, we will explain our decision.
6 What Personal Data do we collect and how do we use it?
6.1
We may collect, use, store, and transfer different kinds of Personal Data about you which we have grouped together as follows:
6.1.1
Identity Data includes first name, last name, username;
6.1.2
Contact Data includes billing address, delivery address, email address, and telephone numbers;
6.1.3
Financial Data includes bank account and payment card details;
6.1.4
Transaction Data includes details about payments to and from you, and other details of services you have purchased from us;
6.1.5
Technical Data includes internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform, and other technology on the devices you use to access this Site;
6.1.6
Profile Data includes your username and password, your interests, preferences, feedback and survey responses;
6.1.7
Usage Data includes information about how you use our Site, our Computer Software and services;
6.1.8
Marketing and Communications Data includes your preferences in receiving marketing from us and our third parties, and your communication preferences.
6.2
All Personal Data is processed and stored securely, for no longer than is necessary or statutorily required in light of the reasons for which it was first collected. We will comply with our obligations and safeguard your rights under the applicable Data Protection Laws at all times.
6.3
The table below explains how we use Personal Data covered by this Privacy Policy. This table does not cover Personal Data contained within mail items (including recipient or addressee data) that you send to us to process on behalf of your organisation. That processing is addressed in our Client Conditions and any agreement of which they form part.
| Purpose or activity | Type of data | Lawful basis for processing, including the basis of legitimate interest |
|---|---|---|
| To register you as a new client | Identity Contact |
Performance of a contract with you |
| To process and deliver our services to you as a client | Identity Contact Financial Transaction Marketing and Communications |
(a) Performance of a contract with you (b) Necessary for our and our third parties’ legitimate interests to provide our services |
| To manage our relationship with you, which will include: (a) Notifying you about changes to our terms or website policies (b) Asking you to leave a review or take a survey |
Identity Contact Profile Marketing and Communications |
(a) Performance of a contract with you (b) Necessary to comply with a legal obligation (c) Necessary for our legitimate interests (to keep our records updated and to study how clients use our services) |
| To administer and protect our business and this Site (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data) | Identity Contact Technical |
(a) Necessary for our legitimate interests (for running our business, provision of administration and information technology (IT) services, network security, to prevent fraud and in the context of a business reorganisation or group restructuring exercise) (b) Necessary to comply with a legal obligation |
| To deliver relevant website content and advertisements to you and measure or understand the effectiveness of the advertising we serve to you including Google Ad conversion tracking and where enabled Enhanced Conversions. | Identity Contact Profile Usage Marketing and Communications Technical |
Necessary for our legitimate interests, to study how clients use our services, to develop them, to grow our business and to inform our marketing strategy |
| To use data analytics to improve our Site, services, marketing, client relationships and experiences | Technical Usage |
Necessary for our legitimate interests, to define types of clients for our services, to keep our Site updated and relevant, to develop our business and to inform our marketing strategy |
| To make suggestions and recommendations to you about services that may be of interest to you | Identity Contact Technical Usage Profile Marketing and Communications |
Necessary for our legitimate interests, to develop our services and grow our business |
6.4
If you provide us with someone else’s details (for example, a colleague who will be an authorised user), please make sure you are authorised to do so and that they have been made aware of this Privacy Policy.
6.5
We may send you marketing by email where:
6.5.1
you have opted in (consented), or
6.5.2
the soft opt-in applies (for example, where you are an existing customer and we are marketing similar services, and you were given a clear opportunity to opt out when we collected your details and in every message).
6.6
In accordance with clause 4, you can opt out at any time using the unsubscribe link in our emails or by contacting us.
6.7
Some third-party services used on our Site (for example, advertising and analytics partners) may set Cookies or similar technologies. We only allow these to load where you have consented to the relevant Cookies via our Cookie banner or settings. For more information, please see our Cookie Policy.
6.8
We do not keep your Personal Data for any longer than is necessary in light of the purposes for which it was first collected.
7 Where do we get your Personal Data from?
7.1
We may collect Personal Data from the following sources:
7.1.1
you directly (for example, when you create an account, contact us, request a demo, or speak with our team).
7.1.2
your organisation (for example, where your employer or organisation sets you up as an authorised user or provides your work contact details for account administration).
7.1.3
our Site and Computer Software automatically (for example, IP address, device and usage data, and Cookies — see our Cookie Policy).
7.1.4
third-party integrations you (or your organisation) choose to use with our services (where applicable).
8 How and where do we store your Personal Data?
8.1
We primarily store Personal Data in the UK. Some of our suppliers may store or access Personal Data outside the UK.
8.2
Data security is very important to us, and to protect your Personal Data we have taken appropriate technical and organisational measures to safeguard and secure your Personal Data collected through our Site, services and our Computer Software. The measures we use are designed to provide a level of security appropriate to the risk of processing your Personal Data and in accordance with the Data Protection Laws.
9 How long do we keep your Personal Data?
9.1
We will not keep your Personal Data for longer than we need it for the purposes for which it is used.
9.2
When we have no ongoing legitimate business need or legal reason to process your Personal Data, we will either delete or anonymise it or, if this is not possible, we will securely store your Personal Data and isolate it from any further processing until deletion is possible.
10 Do we share your Personal Data?
10.1
We may sometimes contract with other third parties to supply services to you on our behalf, such as delivery partners, subcontractors, or other processors to aid our services and in some cases, these third parties may require access to some or all of your Personal Data. Where any of your Personal Data is required for such a purpose, we will take all reasonable steps to ensure that your Personal Data will be handled safely, securely, and in accordance with your rights, our obligations, and the obligations of the third party to protect your Personal Data under the law and contract we enter into with them.
10.2
We may share your Personal Data (but only where necessary) with:
10.2.1
Information Technology (IT) and hosting providers (to host and operate our Site and Computer Software).
10.2.2
Customer Relationship Management (CRM) and communications tools (to manage enquiries and manage customer relationships and service communications, for example HubSpot).
10.2.3
finance and accounting providers (to manage invoicing, payments and accounting, for example Xero).
10.2.4
collaboration and productivity tools (used for internal operations, for example Google and Notion).
10.2.5
professional advisers (legal, audit, insurance) and regulators/authorities where we are required to do so.
10.2.6
advertising and measuring services (to measure the performance of our campaigns. Where Google’s Enhanced Conversions is used, we share hashed versions of certain identifiers (such as email address and phone number) for matching and reporting, but only where you have consented to advertising/marketing Cookies.
10.3
We may compile statistics about the use of our Site or our Computer Software including data on traffic, usage patterns, user numbers, sales, and other information. All such data will be anonymised and will not include any personally identifying data, or any anonymised data that can be combined with other data and used to identify you. We may from time to time share such data with third parties such as prospective investors, affiliates, partners, and advertisers. Personal Data will only be shared and used within the bounds of the law.
10.4
We may sometimes use third-party data processors that are located outside of the European Economic Area (“EEA”) (the EEA being all EU member states, plus Norway, Iceland, and Liechtenstein). Where we transfer any Personal Data outside the EEA, we will take all reasonable steps to ensure that your data is treated as safely and securely as it would be within the Data Protection Laws.
10.5
In certain circumstances, we may be legally required to share certain data held by us, which may include your Personal Data, for example, where we are involved in legal proceedings, where we are complying with legal requirements, a court order, or a governmental authority.
11 What happens if our business changes hands?
11.1
We may, from time to time, expand or reduce our business and this may involve the sale or transfer of control of all or part of our business. Any Personal Data that you have provided will, where it is relevant to any part of our business that is being transferred, be transferred along with that part and the new owner or newly controlling party will, under the terms of this Privacy Policy, be permitted to use your Personal Data only for the same purposes for which it was originally collected by us.
11.2
If our business changes hands, we will notify those whose Personal Data this applies to and update this Privacy Policy accordingly.
12 How can you control your Personal Data?
12.1
In addition to your rights under the applicable Data Protection Laws set out in clause 4, when you submit Personal Data to us via our Site, services or our Computer Software, you will be given options to restrict our use of your Personal Data. In particular, we aim to give you strong controls over our use of your Personal Data for direct marketing purposes, including the ability to opt out of receiving emails as set out in clause 4.
12.2
You may also wish to sign up to one or more of the preference services operating in the UK: the Telephone Preference Service, the Corporate Telephone Preference Service, and the Mailing Preference Service. These may help to prevent you receiving unsolicited marketing. Please note, however, that these services will not prevent you from receiving marketing communications that you have consented to receive.
13 Your right to withhold information or disable Cookies
13.1
You may access certain areas of our Site or our Computer Software without providing any Personal Data. However, to access the full benefit of all features and functions available on our Site, you may be required to submit certain Personal Data or allow us to collect and process it.
13.2
You may restrict our use of Cookies. You can choose to enable or disable Cookies in your internet browser. Most internet browsers also enable you to choose whether you wish to disable all Cookies or only third-party Cookies. By default, most internet browsers accept Cookies but this can be changed. For further details, please consult the help menu in your internet browser or the documentation that came with your device.
14 How can you access your Personal Data?
14.1
You have the right to ask for a copy of any of your Personal Data held by us (where such Personal Data is held). Please contact us for more details using the contact details below in clause 16.
15 Our use of Cookies
15.1
All Cookies used by and on our Site are detailed in our Cookie Policy and are used in accordance with the Data Protection Laws. For further information about the types of Cookies we use, why we use them and how you can control them, please see our Cookie Policy.
15.2
First-party Cookies are those placed directly by us and are used only by us. “Third-party Cookies” are those placed by websites, services or parties other than us. These Cookies are not integral to the functioning of our Site and your use and experience of our Site will not be impaired by refusing consent to them.
15.3
Before Cookies are placed on your computer or device, you will be shown a pop-up requesting your consent to set those Cookies. By giving your consent to the placing of Cookies, you are enabling us to provide the best possible experience and service to you. You may, if you wish, deny consent to the placing of Cookies; however, certain features of our Site may not function fully or as intended.
15.4
We will not place non-essential Cookies (for example, analytics or advertising Cookies) unless you have given clear, positive consent. You can change your Cookie choices at any time via our Cookie settings.
15.5
Certain features of our Site depend on Cookies to function and these are legally classified as “strictly necessary”. These Cookies can be found in our Cookie Policy. Your consent will not be sought to place these Cookies, but it is still important that you are aware of them. You may still block these Cookies by changing your internet browser’s settings as detailed in clause 13.2, but please be aware that our Site may not work properly if you do so. We have taken great care to ensure that your privacy is not at risk by allowing them.
15.6
You can choose to delete Cookies on your computer or device at any time; however, you may lose any information that enables you to access our Site more quickly and efficiently, which may require you to re-enter that information each time you access our Site.
15.7
It is recommended that you keep your internet browser and operating system up-to-date and that you consult the help and guidance provided by the developer of your internet browser and the manufacturer of your computer or device if you are unsure about adjusting your privacy settings.
16 Contacting us
16.1
If you have any questions about our Site, our Computer Software or this Privacy Policy or our Cookie Policy, please contact our Data Protection Officer (“DPO”) using the details below. If you wish to access, correct, update or request deletion of your Personal Data, you can do so in writing, at any time, by sending an email to our DPO at the email address below.
Data ControllerPostworks Limited
AddressUnit 2, 94A Wycliffe Road, Northampton, NN1 5JF
Emaildpo@postworks.co.uk
17 Changes to our Privacy Policy
17.1
We may update this Privacy Policy from time to time in response to legal, regulatory, technical or business developments. Any updates will be posted on our Site. Where the changes are material, we will take reasonable steps to bring them to your attention. Nevertheless, we recommend that you check this page regularly to stay up to date.
