Privacy Policy

Last updated: September 2026

My Mailing Room is a trading division of My Group Solutions Ltd. We are committed to protecting your privacy and handling your personal information lawfully, fairly, securely and transparently.

This Privacy Policy explains what personal information we collect, how and why we use it, who we may share it with, how long we retain it and your rights under UK data protection law.

Who we are

My Group Solutions Ltd is the Data Controller responsible for determining how and why personal information collected through this website and our business activities is processed.

My Group Solutions Ltd is registered with the Information Commissioner’s Office (ICO).

ICO registration number: ZA344975

Our contact details are:

My Group Solutions Ltd

1 Swan Business Park

Sandpit Road

Dartford

Kent

DA1 5ED

Email: enquiries@mygroupsolutions.com

Telephone: 01322 288890

Please use these details if you have questions about this Privacy Policy, how we process personal information or wish to exercise any of your data protection rights.

Personal information we may collect

The information we collect depends on how you interact with us. It may include:

your name;
your job title;
the name of your company or organisation;
your postal or business address;
your email address;
your telephone number;
information provided when you submit an enquiry, request a quotation, arrange a demonstration or contact our support team;
information about the products or services you purchase, lease, use or enquire about;
customer account, contractual and transaction information;
correspondence and other communications between you and us;
information relating to service visits, maintenance and technical-support requests;
information submitted through forms on our website;
marketing preferences;
your IP address;
browser, device and operating-system information;
information about how you use and interact with our website;
information about how you arrived at our website; and
information about your interaction with our advertising, including whether you visited our website or completed an enquiry after viewing or selecting an advertisement.

We aim to collect only the personal information that is appropriate and relevant to the purpose for which it will be used.

How we collect personal information

We may collect personal information:

directly from you when you contact us;
when you submit a form through our website;
when you request a quotation, demonstration, service or support;
when you purchase, lease or use one of our products or services;
during our ongoing business relationship with you;
through cookies and similar website technologies, subject to your consent where required;
from the company or organisation you work for;
from manufacturers, suppliers, service partners or introducers where appropriate; and
from publicly available sources, such as company websites and business directories, where permitted by law.

How we use personal information

We may use personal information to:

respond to enquiries and requests;
provide quotations and information about our products and services;
arrange product demonstrations or consultations;
process and manage orders;
deliver, install and configure products and services;
provide customer service, technical support and maintenance;
arrange engineer visits;
administer customer, supplier and business relationships;
manage contracts, leases and service agreements;
process payments and maintain appropriate financial records;
fulfil our contractual and legal obligations;
communicate important information about products, services or accounts;
improve our website, products, services and customer experience;
understand how visitors use our website;
measure the effectiveness of our advertising;
maintain the security of our website, systems and premises;
prevent and investigate fraud, misuse and security incidents;
establish, exercise or defend legal claims; and
send relevant marketing communications where permitted by law.

We will not use personal information for a purpose that is incompatible with the purpose for which it was originally collected unless permitted or required by law.

Our lawful bases for processing

Under UK data protection law, we must have a lawful basis for processing personal information. The lawful basis we rely upon will depend on the purpose and circumstances.

Contract

We may process personal information where it is necessary to enter into or fulfil a contract with you. This may include supplying products, providing services, arranging installations, administering accounts and providing ongoing support.

Legal obligation

We may process personal information where necessary to comply with a legal, regulatory, accounting or taxation requirement.

Legitimate interests

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

Our legitimate interests may include:

managing customer, supplier and business relationships;
responding to business enquiries;
providing and improving our products and services;
maintaining accurate business records;
protecting our business, systems and customers;
preventing fraud and misuse;
understanding the performance of our business; and
undertaking appropriate business-to-business marketing.

Consent

We rely on consent where you have given us permission to process your information for a particular purpose.

This includes the use of non-essential analytics and advertising technologies where consent is required.

Where processing is based on consent, you can withdraw your consent at any time. Withdrawing consent will not affect the lawfulness of processing undertaken before it was withdrawn.

Legal claims

Where appropriate, we may process personal information to establish, exercise or defend legal claims.

Enquiries and website forms

When you submit an enquiry or other form through our website, we may collect your name, company, email address, telephone number and the information included in your message.

We use this information to:

respond to your enquiry;
provide requested information or a quotation;
contact you about the products or services in which you have expressed an interest; and
maintain an appropriate record of the enquiry and our response.

Please avoid including unnecessary confidential, sensitive or special-category personal information in free-text website forms.

Customers and service users

If you purchase, lease or use our products or services, we may process personal information to:

set up and administer your account;
provide quotations and process orders;
arrange finance or leasing where requested;
deliver and install equipment;
provide training, maintenance and technical support;
arrange engineer visits;
communicate about contracts, accounts and services;
issue invoices and process payments; and
comply with our legal and contractual obligations.

Where you provide another person’s information to us, you should ensure that you are authorised to do so and that the person understands how their information may be used.

Marketing communications

We may send existing customers and business contacts information about products or services that we believe may be relevant to them where we have an appropriate lawful basis.

Where consent is required for marketing, we will obtain it before sending the communication.

You can ask us to stop sending marketing communications at any time by:

selecting the unsubscribe option in an email; or
contacting us using the details in this Privacy Policy.

Opting out of marketing will not prevent us from contacting you about an existing order, contract, service, account or other non-marketing matter.

Website analytics and advertising

We use third-party services to help us understand how visitors use our website, improve its performance and measure the effectiveness of our advertising.

These services may use cookies, tags, pixels and similar technologies. Depending on your consent choices, they may collect information including:

your IP address;
device, browser and operating-system information;
pages visited;
actions taken on our website;
session and interaction information;
approximate location derived from technical information;
how you arrived at our website; and
whether you completed an action after interacting with an advertisement.

Where consent is legally required, optional analytics and advertising technologies will be controlled through our cookie-consent mechanism.

Further information is provided in our Cookie Policy.

Google Analytics

We use Google Analytics to understand how visitors use our website and to help us improve its content, performance and usability.

Google Analytics may process information about:

the pages you visit;
how long you spend on the website;
how you arrived at the website;
actions taken during your visit;
your device and browser; and
an approximate location derived from technical information.

Where consent is required, Google Analytics storage will be controlled according to the choices you make through our cookie-consent mechanism.

Google processes information collected through Google Analytics in accordance with its own privacy practices.

Google Ads

We use Google Ads to advertise our products and services and measure the effectiveness of our advertising campaigns.

Google Ads and associated Google technologies may use cookies and similar technologies to:

measure advertising conversions;
determine whether someone has interacted with an advertisement;
understand actions taken after an advertising interaction; and
support advertising or remarketing activities where these are used and consent has been provided.

Where required, Google advertising technologies are controlled according to your cookie preferences. Relevant consent signals may be communicated to Google through Google Consent Mode or another appropriate consent mechanism.

If you do not consent to advertising cookies, advertising-related storage requiring consent will remain disabled.

Google processes information collected through its advertising services in accordance with its own privacy practices.

Microsoft Advertising

We use Microsoft Advertising to advertise our products and services and measure the effectiveness of our campaigns.

Our website uses Microsoft’s Universal Event Tracking (UET) technology. UET helps us understand how visitors interact with our website after viewing or selecting a Microsoft advertisement.

Microsoft Advertising technologies may process information including:

device and browser information;
IP address and related technical information;
pages visited;
actions taken on our website;
advertising interactions; and
whether a visitor completes an action such as submitting an enquiry.

Microsoft collects or receives personal information through UET and other Microsoft Advertising technologies to provide advertising, reporting, measurement and related services.

Where consent is required, Microsoft Advertising technologies are controlled according to your cookie preferences and the appropriate consent status is communicated to Microsoft. Advertising storage requiring consent will remain disabled unless the necessary consent has been provided.

Microsoft processes information collected through Microsoft Advertising in accordance with the Microsoft Privacy Statement.

Cookies and similar technologies

Our website uses cookies and similar technologies.

Some cookies are strictly necessary for the website to operate securely and correctly. These technologies do not normally require consent.

Other technologies, including analytics and advertising cookies, are optional. Where required by law, these will not be used unless you have provided the necessary consent.

When you first visit our website, you can choose to:

accept all cookies;
reject optional cookies; or
manage your preferences.

You can change or withdraw your consent at any time using the cookie settings available on our website.

For more information about the technologies we use and how to manage your choices, please read our Cookie Policy.

Sharing personal information

We do not sell personal information.

Where necessary, we may share personal information with trusted organisations that help us operate our business or deliver our products and services. These may include:

IT support providers;
website developers and hosting providers;
cloud-computing and data-storage providers;
customer relationship management and business-software providers;
payment, finance and leasing providers;
accountants, auditors, insurers and professional advisers;
product manufacturers;
authorised service and maintenance partners;
delivery, logistics and installation providers;
marketing and communications providers;
Google in connection with Google Analytics and Google Ads;
Microsoft in connection with Microsoft Advertising;
regulators and government authorities;
law enforcement agencies; and
other parties where disclosure is required or permitted by law.

Where another organisation processes personal information on our behalf, we take appropriate steps to ensure that it is handled securely and in accordance with applicable data protection law.

Some organisations act as independent controllers and are responsible for providing their own information about how they process personal information.

International transfers

Some service providers we use, including technology, cloud, analytics and advertising providers, may process personal information outside the United Kingdom.

Where personal information is transferred internationally, we take appropriate steps to ensure the transfer complies with UK data protection law and that suitable safeguards are used where required.

These safeguards may include:

transfers to countries covered by UK adequacy regulations;
the UK International Data Transfer Agreement;
the UK Addendum to approved standard contractual clauses; or
another legally recognised transfer mechanism.

You can contact us if you would like further information about the safeguards used for international transfers relevant to your personal information.

How long we retain personal information

We keep personal information only for as long as reasonably necessary for the purpose for which it was collected, including meeting legal, accounting, contractual, taxation and regulatory requirements.

Retention periods vary depending on:

the type of information;
the purpose for which it is held;
the nature and duration of our relationship with you;
contractual requirements;
applicable limitation periods; and
legal or regulatory obligations.

When personal information is no longer required, it will be securely deleted, destroyed or anonymised in accordance with our retention procedures.

Data protection and security

We take the security of personal information seriously and use appropriate technical and organisational measures designed to protect it against:

unauthorised access;
unlawful use or disclosure;
accidental loss;
alteration;
damage; and
destruction.

Our security measures include, where appropriate:

access controls and user authentication;
restricting access to authorised personnel;
firewalls and malware protection;
security updates and patch management;
encryption where appropriate;
secure cloud and IT systems;
data backup and recovery arrangements;
staff awareness and data-handling procedures;
monitoring and management of our IT infrastructure;
supplier and service-provider controls; and
procedures for identifying, managing and reporting data security incidents.

We regularly review our security arrangements and work with specialist IT providers where appropriate.

Although we take reasonable precautions, no internet-based service, transmission method or electronic storage system can be guaranteed to be completely secure.

Personal information belonging to children

Our website, products and services are intended for businesses and other organisations. They are not directed at children, and we do not knowingly collect personal information from children through this website.

If you believe that a child has provided personal information to us, please contact us so that we can investigate and take appropriate action.

Automated decision-making

We do not ordinarily use personal information to make decisions that have legal or similarly significant effects on individuals solely through automated processing.

If this changes, we will provide appropriate information about the processing and the rights available to affected individuals.

Your data protection rights

Depending on the circumstances and the lawful basis on which your information is processed, you may have the right to:

request access to personal information we hold about you;
ask us to correct inaccurate or incomplete information;
request deletion of your personal information;
request restriction of processing;
object to certain processing;
request the transfer of information in certain circumstances;
withdraw consent where processing is based on consent; and
object to decisions based solely on automated processing where applicable.

You have the right to object at any time to the use of your personal information for direct marketing.

Not every right applies in every circumstance. Some rights may also be subject to legal exemptions.

You will not normally have to pay a fee to exercise your rights. However, we may charge a reasonable fee or refuse a request where permitted by law, including where a request is manifestly unfounded or excessive.

We may need to verify your identity before responding to a request.

We aim to respond to valid requests within one month. We will tell you if additional time is required due to the complexity or number of requests.

To exercise your rights, please contact us using the details in Section 1.

Complaints

If you have concerns about how we handle personal information, please contact us first so that we can investigate and try to resolve the matter.

You also have the right to complain to the Information Commissioner’s Office, the UK regulator for data protection.

Information Commissioner’s Office

Wycliffe House

Water Lane

Wilmslow

Cheshire

SK9 5AF

Telephone: 0303 123 1113

Website: https://www.ico.org.uk

You can make a complaint to the ICO at any time, although we would appreciate the opportunity to address your concerns first.

Third-party websites

Our website may contain links to websites operated by other organisations.

We are not responsible for the security, content or privacy practices of third-party websites. We recommend reviewing the privacy information provided by those organisations before submitting personal information to them.

Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes to:

our products and services;
the technologies we use;
how we process personal information;
our suppliers and service providers; or
applicable legal and regulatory requirements.

The latest version will be published on this page. The date shown at the beginning of the policy indicates when it was last updated.

For questions about this Privacy Policy, requests relating to your personal information or other data protection enquiries, please contact: