How we handle forwarding confidential mail

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Below is a breakdown of how we forward confidential mail when using our Virtual Office mail forwarding services.

Bank statements

Scan service
When we receive a bank statement for your company, we'll always scan it and email it to you. We'll hold the letter for a maximum of 5 days just in case you need the original; then it will be securely destroyed by Royal Mail or returned to sender. We can forward the original letter upon request.

If you have the 'Scan and Post' option, we'll scan the letter and email it to you. Then, we'll automatically forward the letter via Royal Mail 1st Class to the address provided.

If you have the 'Scan and Collect' option, again we'll scan the letter and email it to you, then securely store it for a maximum of 30 days for collection.

Post only service
We'll forward it via Royal Mail 1st Class. Please note, if you have the 'Post only' service, we do not open your mail (unless it's scanned). Therefore, we're unable to know the contents of a letter.

Collect service
The letter will be processed as usual and securely stored away for a maximum 30 days until you collect or request for it to be forwarded to you. Photo ID with your name, either a signature or company number is required when collecting mail from our offices. Please note, any items remaining uncollected after this time will be securely destroyed.

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Bank cheques/cards

Scan service
When we receive either a cheque or bank card, we'll always scan the letter that the card comes with and email this to you. We will not scan the pin or the actual card itself, however, we will scan a cheque. We will then automatically forward the cheque to the address provided via Royal Mail Special Delivery.
The same procedure applies if you have the 'Scan and Post' option.

If you have the 'Scan and Collect' option, we'll scan the letter and email it to you. The letter is then securely stored away for a maximum 30 days for collection or until you request to have it forwarded to you. 

Post only service
The majority of the time, the sender will post a cheque or bank card to you via Special Delivery. If it arrives at our offices Special Delivery, we'll forward this to you the same way. Otherwise, we will send the letter via Royal Mail 1st Class. 
Please note, if you have the 'Post only' service, we do not open your mail (unless it's scanned). Therefore, we're unable to know the contents of a letter.

Collect service
The letter will be processed as usual and securely stored away for a maximum 30 days until you collect or request for it to be forwarded to you. Photo ID with your name, either a signature or company number is required when collecting mail from our offices. Please note, any items remaining uncollected after this time will be securely destroyed.

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Court letters

An official body usually deliver court letters. We'll forward the letter via Royal Mail 1st Class regardless of the service you have. However, if you've chosen to have your mail forwarding preference set as 'All Special', then we'll forward the letter via Special Delivery.

IMPORTANT: We do not open your letters if you have a 'Post only' or 'Collect' mail option.

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