Privacy Policy
Last updated: 10 November 2026
1. Introduction
Welcome to NeighbourMail.
NeighbourMail is a direct mail marketing service operated by Marva Digital Limited, a company registered in England and Wales under company number 16220297.
We are committed to protecting your personal information and respecting your privacy.
This Privacy Policy explains how we collect, use, store and protect personal data when you visit our website, enquire about our services, become a customer or interact with marketing campaigns delivered through NeighbourMail.
Website: neighbourmail.com
Email: [email protected]
Registered business: Marva Digital Limited
Company number: 16220297
Trading address:
39 Brookwater Close
Bury
BL8 3LD
United Kingdom
For questions about this policy or your personal information, please contact [email protected].
2. Information We Collect
Depending on how you interact with us, we may collect:
Information you provide directly
- Your name and business name
- Email address and telephone number
- Business address and website
- Details submitted through enquiry forms or booking calendars
- Information about your marketing requirements and completed installations
- Communications you send to us
Information collected through our website
- IP address and approximate location
- Browser and device information
- Pages visited and interactions with our website
- Referral sources and campaign tracking information
- Cookies and analytics data, subject to applicable consent requirements
Information processed during marketing campaigns
- Residential property addresses selected for direct mail campaigns
- Installation locations and relevant campaign details
- Enquiries submitted through campaign landing pages
- Telephone calls and online enquiry attribution data
- Campaign delivery and performance information
We only collect personal information where it is necessary for a legitimate business purpose.
3. How We Use Your Information
We may use personal information to:
- Respond to enquiries and arrange introductory calls
- Provide and manage NeighbourMail services
- Create, print and distribute personalised direct mail campaigns
- Identify suitable neighbouring properties for campaigns
- Manage customer accounts, subscriptions and payments
- Deliver enquiries to the relevant home improvement business
- Track campaign responses and prepare performance reports
- Improve our website, services and customer experience
- Maintain business records and meet legal obligations
- Send relevant business communications where permitted by law
We do not sell personal information to third-party advertisers.
4. Our Legal Bases for Processing
Under UK data protection law, we rely on one or more of the following legal bases:
Contract: Where processing is necessary to provide services you have requested or entered into an agreement for.
Legitimate interests: Where processing is necessary for our legitimate business interests, including responding to enquiries, administering our services, measuring campaign performance and, where appropriate, conducting direct mail marketing. We consider the rights and interests of individuals before relying on this basis.
Consent: Where consent is required, including for certain website cookies and electronic marketing communications.
Legal obligation: Where we must process information to comply with applicable laws and regulations.
5. Direct Mail Marketing
NeighbourMail helps home improvement businesses send personalised postal marketing to selected neighbouring properties.
To deliver these campaigns, we may process residential postal addresses and information about the location of completed installations.
Postal marketing may be carried out on the basis of legitimate interests where lawful and appropriate, following consideration of individuals' privacy rights and any relevant objections.
Receiving a letter does not mean that we have collected your email address or telephone number.
If you receive a marketing letter delivered through NeighbourMail and would prefer not to receive further correspondence, you can contact us at [email protected].
Please provide sufficient information for us to identify the relevant campaign and address. We will assess and action your request in accordance with applicable data protection law, including communicating it to the relevant business where necessary.
6. Enquiries Submitted to Our Customers
Some NeighbourMail campaigns direct homeowners to dedicated landing pages or tracked contact methods operated on behalf of participating businesses.
If you submit an enquiry through one of these campaigns, we may collect your name, contact details, postcode, project requirements and other information you voluntarily provide.
This information may be shared with the business whose marketing campaign you responded to, so they can contact you about your enquiry.
Depending on the arrangement, that business may act as the data controller and NeighbourMail may act as a data processor. In other circumstances, NeighbourMail may act as an independent controller for particular processing activities.
The relevant business may have its own privacy policy governing how it subsequently uses your information.
Submitting an enquiry does not automatically mean you have agreed to receive unrelated marketing communications.
7. Cookies and Website Analytics
Our website may use cookies and similar technologies to support essential functionality, understand website usage and measure marketing performance.
These may include cookies associated with our website platform, analytics tools and advertising services.
Where required by law, we will request your consent before placing non-essential cookies on your device.
You can manage your cookie preferences through our website's cookie controls, where available, or through your browser settings.
For more information, please refer to our Cookie Policy, where published.
8. Third-Party Service Providers
We may use trusted third-party providers to help operate NeighbourMail, including services for:
- Website hosting and customer relationship management
- Appointment scheduling and communications
- Printing and postal delivery
- Campaign automation and data management
- Payment processing
- Call tracking and enquiry management
- Website analytics and performance reporting
These providers may process personal information on our behalf or act as independent controllers, depending on the service.
We take reasonable steps to ensure appropriate contractual and security arrangements are in place.
We do not authorise service providers to use personal information for unrelated purposes.
9. International Data Transfers
Some of our technology providers may process or store personal information outside the United Kingdom.
Where personal data is transferred internationally, we will ensure that appropriate safeguards are in place where required by UK data protection law, such as applicable adequacy regulations or approved contractual transfer mechanisms.
10. How Long We Keep Your Information
We retain personal information only for as long as reasonably necessary for the purposes for which it was collected, including providing services, maintaining business records, resolving disputes and meeting legal obligations.
Retention periods may vary depending on the type of information and the reason it is processed.
Where personal information is no longer required, we will securely delete or anonymise it, unless we are legally required to retain it.
We may retain limited information necessary to respect requests not to receive further marketing communications.
11. How We Protect Your Information
We take reasonable technical and organisational measures to protect personal information against unauthorised access, accidental loss, misuse, alteration and disclosure.
These measures may include access controls, secure systems, restricted permissions and appropriate arrangements with third-party service providers.
No internet-based service can guarantee absolute security, but we take the protection of personal information seriously.
12. Your Data Protection Rights
Under UK data protection law, you may have the right to:
- Request access to personal information held about you
- Request correction of inaccurate or incomplete information
- Request deletion of your personal information in certain circumstances
- Object to processing, including processing for direct marketing
- Request restriction of processing in certain circumstances
- Request transfer of your information where applicable
- Withdraw consent where processing is based on consent
To exercise your rights, contact [email protected].
We will respond in accordance with applicable data protection requirements.
13. Marketing Communications
We may contact existing or prospective business customers about our services where permitted by applicable marketing and data protection laws.
Where consent is required, we will obtain it before sending marketing communications.
You can opt out of marketing emails or other promotional communications at any time by using the unsubscribe option provided or contacting us directly.
We will respect valid objections to direct marketing.
14. Third-Party Websites
Our website and campaign landing pages may contain links to external websites, including those operated by participating home improvement businesses.
We are not responsible for the privacy practices of independent third-party websites.
We recommend reviewing their privacy policies before submitting personal information.
15. Children's Privacy
NeighbourMail's services are intended for businesses and adult homeowners.
We do not knowingly seek to collect personal information directly from children.
If you believe that a child has provided personal information to us, please contact us so that we can review the matter.
16. Changes to This Privacy Policy
We may update this Privacy Policy to reflect changes in our services, technology, legal requirements or data protection practices.
Any changes will be published on this page, together with an updated revision date.
17. Contact Us
If you have any questions about this Privacy Policy, our use of personal information or your data protection rights, please contact:
Marva Digital Limited
Trading as NeighbourMail
Company number: 16220297
39 Brookwater Close
Bury
BL8 3LD
United Kingdom
Website: neighbourmail.com
Email: [email protected]
You also have the right to raise a complaint with the UK's data protection regulator, the Information Commissioner's Office (ICO).
ICO website: ico.org.uk
We would welcome the opportunity to address your concerns directly before you contact the ICO.
