Privacy Policy

In The Letterbox – last updated June 2026

1. Who We Are

In The Letterbox is a trading name of J I Webb LLP (OC450171), registered in England. Our registered office is 5 Rathnew Avenue, Stockton-on-Tees, TS19 9NL, United Kingdom.

We are the data controller for the personal data described in this policy. You can contact us at:

2. What Data We Collect

When you submit a reservation, contact, or enquiry form we collect:

  • Name and business name
  • Email address and telephone number
  • Postal address (where provided)
  • Advertising preferences and booking details
  • IP address and browser information
  • Payment-related references (we do not store card numbers or bank details directly – these are handled by Stripe and GoCardless respectively)
  • Records of your consent to these policies

3. How We Use Your Data

We use your data to:

  • Process and manage your advert reservation
  • Communicate with you about your booking, artwork, and payment
  • Collect payment on the agreed payment date via our payment processors
  • Send you relevant information about upcoming issues and advertising opportunities (you may opt out at any time)
  • Comply with our legal obligations
  • Prevent fraud and spam

4. Legal Basis for Processing

  • Contract: Processing is necessary to fulfil your advertising booking.
  • Legitimate interests: We have a legitimate interest in communicating with you about future issues and managing our business operations.
  • Consent: Where we send marketing communications you have not otherwise requested.
  • Legal obligation: Where required by law, for example financial record keeping.

5. Payment Processing

Card payments are processed by Stripe and Direct Debit payments are processed by GoCardless. We do not store your full card number or bank account details on our systems. These third-party processors act as data processors on our behalf and are subject to their own privacy and security standards.

6. Who We Share Data With

We do not sell your personal data. We may share data with:

  • Stripe and GoCardless for payment processing
  • Google (reCAPTCHA for spam prevention)
  • Our email service provider (Google SMTP Relay) for sending transactional emails

All third parties are required to process your data securely and only for the purposes we specify.

7. How Long We Keep Your Data

  • Reservation and booking records are retained for 7 years in line with our accounting obligations.
  • Marketing consent records are retained until you withdraw consent.
  • Portal access tokens expire within 7 days of issue.

8. Your Rights

Under UK GDPR you have the right to:

  • Access the personal data we hold about you
  • Correct inaccurate data
  • Request deletion of your data (subject to legal retention requirements)
  • Object to processing based on legitimate interests
  • Withdraw consent at any time (where processing is based on consent)
  • Data portability
  • Lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk

To exercise any of these rights please contact us at contact@intheletterbox.co.uk.

9. Cookies

This website uses session cookies to maintain your login state when accessing the reservation portal, and a cookie consent cookie. We also use Google reCAPTCHA which may set cookies. You can manage your cookie preferences via the cookie consent banner shown on your first visit.

10. Security

We take appropriate technical and organisational measures to protect your data, including HTTPS, parameterised database queries, and server-side input validation. Portal access is controlled by time-limited secure tokens sent to your registered email address.

11. Changes to This Policy

We may update this policy from time to time. The date at the top of this page indicates when it was last revised. Continued use of our services after a change constitutes acceptance of the updated policy.

In The Letterbox is a trading name of J I Webb LLP (OC450171). Registered in England.