Privacy Policy
1. Who we are
This policy explains how ParcelMark Ltd (“ParcelMark”, “we”), a company registered in England and Wales (company no. 17518599), registered office Moor Park House, Bawtry Road, Wickersley, Rotherham, S66 2BL, handles personal data in connection with parcelmark.co.uk (the “Website”) and our platform for running property sales (the “Platform”).
We are the controller for the data described in sections 3 and 4. For personal data our customers upload as part of their portfolio data, for example a buyer's, agent's or lawyer's contact details, we act as processor on our customer's instructions. See section 5.
ParcelMark Ltd is registered with the Information Commissioner's Office as a data controller. Our registration number is ZC285966.
2. How to contact us
Thomas Green, ParcelMark Ltd
enquiries@parcelmark.co.uk
Moor Park House, Bawtry Road, Wickersley, Rotherham, S66 2BL
You can also complain to the UK Information Commissioner's Office (ico.org.uk), or to your local supervisory authority if you are in the EEA. We would appreciate the chance to deal with your concerns first.
3. Website visitors
No cookies, no tracking. The Website sets no cookies and uses no analytics or advertising tools. Our fonts are hosted on our own servers, so visiting the Website does not send your details to Google or any other third party.
Server logs. Like any website, our hosting provider records basic technical information when a page is requested, such as your IP address, browser type and the time of the request. These logs are used only to keep the Website secure and working, and are kept for a short period.
Enquiries. If you email us, we receive whatever you choose to send, typically your name, business email, company and message. We use it to reply and to keep a record of our conversation.
Legal basis. Our legitimate interest in running a secure website and responding to enquiries, and, where you ask about using ParcelMark, steps taken at your request before entering into a contract.
4. Platform users
We hold account details for our customers' users: name, business email, employer, role, and records of activity on the Platform, so that we can provide, administer, secure and support it.
Where a portfolio's own email address is used to send in documents, we process the sender's email address and any personal data in the email and its attachments, on our customer's behalf.
The Platform uses one essential cookie, which keeps a signed-in user signed in for up to seven days. It is not used for tracking, and the Platform uses no analytics or advertising cookies. People who open a read-only share link do not need an account.
Legal basis. Performance of our contract with the customer, and our legitimate interest in keeping the Platform secure and well run.
5. Personal data in customer content
Customers may upload documents that contain personal data about people connected with a sale, for example buyers, agents or solicitors named in transaction documents. For this data the customer is the controller and we are the processor, acting only on their instructions under our Data Processing Agreement (DPA). We do not use it for our own purposes, and it is never used to train AI models.
If a customer has uploaded data about you, please contact them to exercise your rights. If you cannot identify them, contact us and we will pass on your request or help as far as we reasonably can.
6. Who we share data with
We use a small number of service providers, each under a contract that requires them to protect personal data:
| Provider | What they do | Where |
|---|---|---|
| Render | Hosts the Website, the Platform and its database | Frankfurt, Germany |
| Amazon Web Services | Encrypted storage for documents | Stockholm, Sweden |
| Postmark (ActiveCampaign) | Sends Platform emails and receives documents emailed into a portfolio | United States |
| IONOS | Our business email, including enquiries | EU |
We may also share data with our professional advisers (such as lawyers, accountants and insurers), with regulators or law enforcement where the law requires it, and with a buyer of our business if ParcelMark is sold or reorganised, subject to continued protection under this policy.
We do not sell personal data, and we do not share it for anyone else's marketing.
7. International transfers
We keep personal data in the UK and EEA wherever we can. The one exception is email: messages, including documents emailed into a portfolio, pass through Postmark in the United States and are held there only briefly before documents are filed in our EU storage. Postmark's parent, ActiveCampaign, is certified under the EU–US Data Privacy Framework and its UK Extension, and its data processing agreement includes the EU Standard Contractual Clauses.
8. How long we keep data
- Enquiries: up to 24 months from our last contact, unless you ask us to delete them sooner.
- Platform accounts: for the length of the customer's contract, plus a reasonable period afterwards for legal, accounting and administrative purposes.
- Customer content: kept and deleted under our DPA with that customer, including when the contract ends. Backup and earlier file versions expire automatically on a fixed schedule.
- Server logs: kept by our hosting provider for a short period, then deleted.
9. Your rights
Subject to the law, you can ask us for access to your personal data, or to correct, erase or restrict it, to receive it in a portable format, or to stop processing it. Where we rely on your consent, you can withdraw it at any time.
For data we control (sections 3 and 4), email enquiries@parcelmark.co.uk and we will respond within one month. For data we process on a customer's behalf, see section 5.
10. Security
Data is encrypted in transit and at rest, kept in the EU, separated from every other customer's data, and protected by access controls and tested backups. Our DPA sets out our security measures in full and is available on request.
11. Children
The Website and Platform are for business use and are not aimed at children. We do not knowingly collect children's data.
12. Changes to this policy
We may update this policy for legal, regulatory or operational reasons. We will post the new version here with a new date, and tell affected customers about any significant change.