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Terms & Privacy Policy

Secured Mail is committed to ensuring that your privacy is protected. This privacy policy explains how Secured Mail use the information collected about you, how you can instruct us if you prefer to limit the use of that information and procedures that Secured Mail have in place to safeguard your privacy. The information we collect and how it is used. This privacy policy has been produced in light of the Data Protection Act 1998 (“the Act”) and applies to all personal data, as defined in the Act.

Secured Mail will collect information you supply via this Website, such information may include your name, postal address, e-mail address, telephone number; Secured Mail gather this information in order to respond to your enquiry. Information provided to us is subject to confidentiality and will not be disclosed without your prior consent to any third party, other than to any employee or member of the firm for the purpose of providing you with the service you require, or to comply with any applicable laws or lawful government and/or regulatory requests. Where you have consented when providing us with your details, Secured Mail may deliver to you information in which you are interested, for example you may have requested newsletters regarding an area of law you have a particular interest. If you change your mind about receiving this information in the future, please let us know. You can check the information we hold or ask us to amend any inaccuracies in the information that we hold or request its removal by writing to us or contacting us at the above address. We will take the necessary action within the time limits provided for under the Act. We may charge you an administration fee for complying with you request. This may vary but at present the maximum amount we would charge is £10.00 plus VAT. We also reserve the right to use reasonable measures to check your identity before any information will be disclosed to you.

Information And Use Of Cookies

Secured Mail may gather information and statistics collectively about all visitors to this Website which may include the use of cookies. Cookies are small amounts of information which Secured Mail store on your computer. Unless you have indicated your objection when disclosing your details to us, our system will issue cookies to your computer when you log on to the Website. Cookies make it easier for you to log on to and use this Website during future visits. They also allow us to monitor Website traffic and to personalise the content of the site for you. Such information gathering will help us to improve this Website. Such information disclosed to third parties will be in the aggregate form and will not involve individual names or identifying information.

Updating Your Details

If any of the information that you have provided to Secured Mail changes, for example if you change your name or e-mail address, please let us know the correct details to the above contact details.

Your Consent

By submitting your information you consent to the use of that information as set out in this policy.

Any changes to the privacy policy will be posted on this page, and notices of those changes may be placed on other pages of the Website, so that you may be aware of the information Secured Mail collect and how it is used at all times. Your continued use of the website will be your acknowledgment of your agreement to the revised policy.

How To Contact Secured Mail

Secured Mail welcomes your views about this Website and our Privacy Policy. If you would like to contact us with any queries or comments please contact us at enquiries@securedmail.co.uk

Modern Slavery

This Modern Slavery and Human Trafficking Statement sets down Secured Mail’s’ commitment to preventing slavery and human trafficking in our business activities and the steps we have put in place with the aim of ensuring that there is no slavery or human trafficking in our own business and supply chains. We all have a duty to be alert to risks, however small.  Staff are expected to report their concerns and management to act upon them

Organisational structure and supply chains

This statement covers the business activities of Secured Mail Ltd.

The companies above provide collection, delivery and sortation services to the retail, wholesale and financial services, with a particular focus on Ecommerce, Managed mailing services, International mail, Ecommerce, bulk mail and unsorted options through its supply chain. We have a turnover in excess of £200M, and our supply chain in based both domestically and internationally. We have Sites across the United Kingdom, in Warrington and Luton. We use trusted external providers as part of our international delivery operations, delivering to international customers.

Secured Mail Ltd currently operates in the following countries:

• United Kingdom
• Europe

The following is the process by which the organisation assesses whether particular activities or countries are high risk in relation to modern slavery or human trafficking:

As part of the supply chain we undertake due diligence to ensure we are not entering into a contract or services that could be misconstrued and demand of our suppliers the highest credentials. This also includes any agencies that supply the group with temporary labour.   We undertake company checks and satisfy ourselves of the viability of the company we do business with.  We would also take account of any Foreign Office advice relating to countries we provide services to.

High Risk Activities

The following activities are considered to be at high risk of modern slavery or human trafficking:

Employment of foreign nationals who are not permitted to work in the UK.
Our vehicles or those of our suppliers crossing UK borders

Responsibility for the Company’s anti-slavery initiatives is as follows:

1.1   Policies: Human Resources in each business unit are responsible for creating and reviewing policies. The process by which policies are developed is to review best practice and legislation and adapt policy to the needs of the organisation.
1.2  Risk assessments: Compliance Manager and Health & Safety and Process Manager is responsible for risk assessments in respect of human rights and modern slavery by a process of planned review, audit and control activities
1.3   Due diligence: Human Resources and Finance departments, along with the Compliance Manager and Health & Safety and Process Manager are responsible for due diligence in relation to known or suspected instances of modern slavery and human trafficking.

Training

To ensure a good understanding of the risks of modern slavery and human trafficking in our business and supply chains, the organization requires all relevant staff to undertake online awareness training in Modern Slavery and Human Trafficking

Policies

The organisation operates the following policies that describes Secured Mail’s approach to the identification of modern slavery risks and steps to be taken to prevent slavery and human trafficking in its operations.
• Whistleblowing policy.  The organisation encourages all its workers, customers and other business partners to report any concerns related to the direct activities, or the supply chains of, the organisation. This includes any circumstances that may give rise to an enhanced risk of slavery or human trafficking. The organisation’s whistleblowing procedure is designed to make it easy for workers to make disclosures, without fear of retaliation. Employees, customers or others who have concerns can by completing our confidential disclosure form.
• Employee code of conduct – The organisation’s code contained in Employee handbooks makes clear to employees the actions and behaviour expected of them when representing the organisation. The organisation strives to maintain the highest standards of employee conduct and ethical behaviour when managing its supply chain.
• Supplier/Procurement code of conduct – The organisation is committed to ensuring that its suppliers adhere to the highest standards of ethics. Suppliers are required to demonstrate that they provide safe working conditions where necessary, treat workers with dignity and respect, and act ethically and within the law in their use of labour. The organisation works with suppliers to ensure that they meet the standards of the code and improve their worker’s working conditions. However, serious violations of the organisation’s supplier code of conduct will lead to the termination of the business relationship.
• Recruitment policy – The organisation uses only specified, reputable employment agencies to source labour and always verifies the practices of any new agency it is using before accepting workers from that agency.  We regularly audit employment agencies we use to ensure that all right to work and identity checks are being carried out.
• Corporate Social Responsibility (CSR) Policy – The organization’s CSR policy summarises how we manage our environmental impacts and how we work responsibly with suppliers and local communities
Due Diligence Processes for Slavery and Human Trafficking

The Company undertakes due diligence when considering taking on new suppliers, and regularly reviews its existing suppliers. The Company’s due diligence process includes building long-standing relationships with suppliers and making clear our expectations of business partners as well as evaluating the modern slavery and human trafficking risks of each new supplier.  This includes invoking sanctions against suppliers that fail to improve their performance in line with an action plan provided by us, including the termination of the business relationship.

Performance indicators

The Company uses the following key performance indicators (KPIs) to measure how effective we are in ensuring slavery and human trafficking is not taking place in any part of our business or supply chains.
• The use of labour monitoring and payroll systems.
• Outcomes of employment agency auditing process
• Annual risk assessment data
• Number of complaints  raised

This Modern Slavery and Human Trafficking Statement will be regularly reviewed and updated as necessary.

The board of directors endorses this policy statement and is fully committed to its implementation.

Website Disclaimer

Secured Mail gives no warranty of any kind, implied, expressed or statutory and makes no claims, promises or guarantees about the accuracy, completeness, or adequacy of the contents of this Website. You acknowledge that any reliance on material found on this Website will be at your own risk. Secured Mail expressly disclaims liability for any interruptions, restrictions or delays of this Website. Access to the site maybe interrupted, restricted or delayed at any time for any reason. You may be offered a number of automatic links to other websites which may interest you. Links provided within this website are not covered by the Privacy Policy. Secured Mail has no control over third party websites accessible via links included on this Website and therefore accepts no responsibility for or liability in respect of the content of those Websites. You acknowledge that use of any automatic links to these websites is entirely at your own risk.

Whilst Secured Mail takes all reasonable steps to ensure the protection of personal information obtained by us, we cannot guarantee the security of any information sent to us on-line as the internet is not a secure medium and should not be used to send confidential or sensitive information.

SECURED MAIL HEREBY EXPRESSLY DISCLAIMS ALL LIABILITY WHATSOEVER (INCLUDING LIABILITY FOR CONSEQUENTIAL LOSS OR LOSS OF PROFIT) HOWSOEVER ARISING FROM THE USE OF INFORMATION CONTAINED ON THIS WEBSITE WHETHER DUE TO INACCURACY, ERROR, OMISSION OR ANY OTHER CAUSE AND WHETHER ON THE PART OF SECURED MAIL OR ITS SERVANTS, AGENTS OR ANY OTHER PERSON.

Copyright Notice

Copyright subsisting in the contents of this Website, including without limitation all trade marks, text, graphics and information, is owned by Secured Mail, save where expressly stated. Copying or reproduction of the whole or any part of this Website in any form, including electronic media, is expressly prohibited save that you may print or download to a local hard disk extracts for your own personal use, provided that you acknowledge www.securedmail.co.uk as the source of the material.

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"Secured Mail has been a truly excellent partner for more than seven years."

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