Introduction
At Cloudivine Mail Ltd (Company No: 16502491), we are committed to protecting and respecting your privacy. This policy explains how we collect, use, process, and safeguard your personal data when you use our virtual mailbox and address services.
1. Information We Collect
To provide our services and comply with UK law, we collect the following types of information:
- Identity & Verification Data: As a legal requirement under the UK Anti Money Laundering (AML) Regulations, we must collect and verify Proof of ID and Proof of Address for every client. This is processed securely via our approved partner, TrustID.
- Contact Information: Your name, email address, phone number, and physical mailing address.
- Financial Data: Secure payment information required to process your subscription and forwarding fees.
2. How We Use Your Data
We use your information strictly to:
- Set up and manage your virtual address and mail forwarding services.
- Process payments and calculate applicable mail forwarding or storage fees.
- Comply with statutory obligations (including HMRC and Companies House requirements).
- Communicate with you regarding the arrival, scanning, or forwarding of your mail.
3. Regulatory Compliance & Data Sharing
We are registered with the Information Commissioner's Office (ICO Reg: ZA507541) and adhere strictly to UK GDPR. We never sell your personal data. We only share information with third parties when necessary:
- Law Enforcement & Regulators: We are legally obligated to share information with HM Revenue & Customs or law enforcement if requested under AML compliance.
- Service Providers: Payment gateways and trusted courier services (e.g., Royal Mail) to facilitate the delivery of your post.
4. Data Retention
We retain your personal data for as long as you use our services. Under AML regulations, we are required to keep copies of your ID verification and account records for a period of up to 5 years after the termination of our business relationship.
5. Your Rights
You have the right to request access to the personal data we hold about you, request corrections, or request deletion (subject to our legal obligations to retain specific records). To exercise these rights, please email us at cloudivineltd@gmail.com.