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0800 090 3002
info@greenermail.co.uk
Unit J, Foundry St, Brighouse HD6 1LT
Greener Mail
Last updated: 15 October 2026
Greener Mail is a trading name of Flow Solutions Group Limited, which also trades as The Flow Group and operates other brands.
Flow Solutions Group Limited is registered in England and Wales under company number 06644136.
Greener Mail provides direct mail, leaflet distribution, print, campaign planning, demographic targeting, fulfilment and related marketing services. We also provide carbon-balanced print and associated campaign reporting.
In this policy, “Greener Mail”, “we”, “us” and “our” refer to Flow Solutions Group Limited when operating under the Greener Mail trading name.
For personal information we collect and use for our own business purposes, we generally act as the data controller. This means we determine why and how we process that information.
When we carry out services using personal information on a client’s instructions, we may act as a data processor. In other circumstances, we may act as a data controller or, where the actual arrangements require it, a joint controller. Our role depends on the decisions made about the processing, not simply on how a service is described in a contract.
We handle personal information in accordance with applicable data protection law, including the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and the Privacy and Electronic Communications Regulations 2003 (PECR), as applicable.
This policy applies to personal information relating to:
Where we process personal information on behalf of a client, that client may be responsible for providing privacy information to the individuals concerned. We will support the client in meeting applicable data protection obligations where required by our agreement and the law.
This policy does not replace the privacy notices of other organisations whose websites or services you may use.
The information we collect depends on how you interact with us and which services you use.
Contact and business information
Your name, job title, business name, business email address, telephone number, business address and other contact details you provide.
Enquiries and quotations
Information contained in website forms, emails, telephone calls, quotation requests and other communications. This may include your campaign objectives, proposed budget, target audience, delivery requirements and relevant business information.
Customer, order and financial information
Customer account details, quotations, contracts, order references, invoices, payment status, billing information, campaign specifications and correspondence about our services.
Payment service providers may process payment information on our behalf. We do not intend to collect or store full payment card details where these are handled directly by the relevant provider.
Campaign and mailing information
Depending on the service, we may process names, postal addresses, contact details, campaign identifiers, delivery information, demographic or geographic selection criteria and other information needed to plan or deliver a campaign.
This information may be supplied by a client, obtained from a data supplier or compiled from other sources where appropriate and lawful.
Artwork and campaign materials
We may receive artwork, mailing copy, photographs, logos, design files, personalisation details and other materials needed to produce or distribute printed communications. These materials may contain personal information, depending on their content.
Website and technical information
We may collect information such as your IP address, browser and device details, pages visited, referral information, cookie identifiers and information about how you interact with our website.
Marketing preferences and correspondence
We may record your communication preferences, subscription status, marketing opt-outs, feedback, complaints and correspondence with our team.
Please do not send sensitive personal information unless it is necessary for the service and appropriate arrangements have been agreed.
We may collect personal information:
Where we receive personal information indirectly, we will provide the privacy information required by law, including information about the source and categories of information, where applicable.
The fact that information is publicly available does not automatically mean we can use it for direct marketing. We consider the source, purpose, lawful basis and applicable marketing rules before using personal information.
We may use personal information to:
We will not use personal information for a new purpose that is incompatible with the original purpose unless we have a lawful basis to do so and provide any additional information required by law.
We identify an appropriate lawful basis for each relevant processing activity. We do not rely on one basis for every use of personal information.
Contract
We may process personal information where necessary to take steps you request before entering into a contract or to perform a contract with you. This can include preparing quotations, managing orders, delivering services and communicating about a campaign.
Legitimate interests
We may process personal information where necessary for our legitimate business interests, or those of another organisation, provided those interests are not overridden by the rights and freedoms of the individuals concerned.
Depending on the circumstances, these interests may include managing business relationships, responding to relevant business enquiries, maintaining records, improving our services, protecting our systems and supporting the delivery of agreed campaigns.
Where we rely on legitimate interests, we consider the purpose, necessity and potential impact on individuals. You can contact us for further information about the legitimate interests relevant to your circumstances.
Legal obligation
We may process personal information where necessary to comply with legal requirements, including applicable accounting, tax and record-keeping obligations.
Consent
We rely on consent where the law requires it or where we have chosen consent as the appropriate basis for a particular activity. This may include certain electronic marketing communications or non-essential cookies.
Where we rely on consent, you can withdraw it at any time. Withdrawal does not affect the lawfulness of processing carried out before consent was withdrawn.
Enquiring, visiting our website or purchasing a service does not, by itself, mean you have consented to every possible use of your personal information.
Where we process information on a client’s instructions, the client will generally be responsible for identifying the lawful basis for the campaign. Our own processing activities may have separate lawful bases.
We may use business contact details to communicate with existing and prospective customers about our services, including direct mail, leaflet distribution, print, fulfilment and related campaign services, where permitted by law.
Marketing rules depend on the recipient and the communication method. For example, the rules for electronic marketing to corporate subscribers can differ from those for individuals, sole traders and certain partnerships. Data protection law can still apply when a business contact is identifiable from their personal information.
We will comply with applicable marketing requirements, including PECR where relevant. Where consent is required for email, text or other electronic marketing, we will obtain it before sending those communications. Where a lawful exception applies, we will only rely on it when its conditions are met.
You can unsubscribe from our marketing emails using the unsubscribe link in the message or by contacting us at info@greenermail.co.uk.
You can also ask us to stop sending direct marketing by post or telephone. We will respect valid objections and maintain appropriate suppression records where necessary to avoid contacting you again for the same marketing purpose.
Stopping marketing will not prevent us from sending necessary non-marketing communications relating to an existing order, contract, service or legal obligation.
Where we arrange or deliver a client’s marketing campaign, responsibility for compliance depends on the parties’ actual roles and processing arrangements. We do not treat a client’s instructions alone as proof that all necessary permissions and lawful bases are in place.
Greener Mail may help clients plan and deliver campaigns involving printed communications, postal addresses, geographic targeting, demographic selection, printing, fulfilment, postage or distribution.
The personal information used will depend on the campaign and the service agreed.
When we act on a client’s instructions
Where a client determines the purpose of a campaign and instructs us to process personal information on its behalf, the client will generally act as the data controller, and we will act as its data processor.
In those circumstances, we will process personal information in accordance with the client’s documented instructions and our contractual arrangements. We will apply appropriate security measures, restrict access to authorised personnel and use authorised service providers where required.
The client is generally responsible for ensuring that it has an appropriate lawful basis to use the data and provide it to us, and that the privacy information required by law has been provided. We will support the client in meeting applicable obligations where required by our agreement and the law.
When we source or select data
Where we source, recommend, select or use data for targeting, we will consider the nature and source of the information, the intended purpose, the lawful basis and any applicable direct marketing requirements.
We will not assume that information supplied by a client or data supplier is automatically lawful to use. Appropriate checks and contractual arrangements should reflect the type of data, its source and the intended campaign.
Where Greener Mail determines the purposes and means of a particular processing activity itself, we may act as a data controller and will be responsible for meeting the relevant obligations.
Campaign recipients
If your personal information is included in a mailing list or campaign, you may need to contact the organisation whose products, services or campaign are being promoted to understand why your details were selected or how they obtained them. Where Greener Mail is responsible for the relevant processing, you can also contact us using the details in section 18.
We will handle requests and objections according to our role and applicable law, working with the relevant client where necessary.
We use artwork, logos, photographs, campaign copy and other materials supplied by clients to carry out the agreed work.
Providing artwork or placing an order does not automatically give Greener Mail unrestricted permission to use that material in our own marketing.
If we wish to display a client’s artwork, branded materials or completed campaign in our portfolio, on our website, on social media, in case studies or in other promotional material, we will obtain appropriate permission or establish another valid legal basis where required. We will also respect applicable contractual restrictions and confidentiality obligations.
Permission to use artwork commercially and a lawful basis for processing personal information contained in it are separate matters. Where artwork contains personal information, we will ensure that its use is lawful.
We may share personal information where necessary and lawful with:
Where a provider processes personal information on our behalf, we will take appropriate steps to ensure that suitable contractual terms and safeguards govern the processing.
We do not sell personal information to third parties for their own marketing purposes. Where a campaign involves supplying mailing data to an organisation, this will be assessed according to the actual service, the parties’ roles and the relevant legal requirements.
Our website may use cookies and similar technologies to support essential website functions, remember preferences, measure website performance, understand visitor behaviour and, where enabled, support advertising and campaign measurement.
The technologies used may include website hosting, analytics, marketing automation, online advertising, social media and live-chat services. The providers and technologies actually active on the website may change over time.
Some cookies and similar technologies may be necessary for the website to function. Others, including certain analytics, advertising and social media technologies, may require consent under applicable law.
Where consent is required, non-essential cookies and similar technologies must not be activated before the relevant consent has been given. You should be able to change or withdraw your preferences through the available cookie controls.
Our separate Cookie Policy provides further information about cookies and similar technologies. It should be read alongside this Privacy Policy.
If you follow links to third-party websites or interact with third-party services, those organisations may process information under their own privacy notices.
You can also manage cookies through your browser settings, although blocking certain cookies may affect website functionality.
We take appropriate technical and organisational measures designed to protect personal information against unauthorised access, loss, misuse, alteration or disclosure.
Depending on the systems and services involved, these measures may include access restrictions, authentication controls, secure transfer methods, system monitoring, backups, staff guidance and contractual requirements for service providers.
Access to personal information is restricted to people and organisations who need it for an authorised purpose.
No website, electronic transmission or storage system can be guaranteed to be completely secure. We cannot promise absolute security, but we take reasonable and proportionate steps to protect the information we handle and respond appropriately to security incidents.
Where we process personal information on behalf of a client, we will apply the safeguards required by applicable law and our contractual arrangements.
Personal information may be stored or processed using our own systems and those of service providers supporting our website, sales, communications, campaign management, printing, fulfilment and distribution operations.
Some providers may process personal information outside the United Kingdom. Where a restricted international transfer takes place, we will ensure that an appropriate transfer mechanism and safeguards are in place as required by data protection law. These may include an applicable UK adequacy regulation or decision, or approved contractual safeguards.
You can contact us if you would like further information about relevant international transfers and the safeguards used.
We keep personal information only for as long as reasonably necessary for the purpose for which it was collected, including where we need to meet legal, accounting, contractual or reporting requirements.
Retention periods depend on the type of information, the services provided and the circumstances. Our approach includes the following:
We may retain limited information for longer where necessary to establish, exercise or defend legal claims or comply with the law. When information is no longer needed, we will take appropriate steps to delete it or anonymise it.
Where we process information on behalf of a client, retention and deletion will also be governed by our contractual arrangements and the client’s instructions, subject to applicable legal requirements.
Depending on the circumstances and the lawful basis for processing, you may have the right to:
These rights are subject to legal conditions and exceptions, so we may not be able to grant every request in full.
If Greener Mail is processing your information on behalf of a client, we may need to refer your request to that client or work with it to respond, depending on our respective roles and the nature of the request.
To exercise a right or ask a question about how we use your information, contact us using the details in section 18. We may need to verify your identity before providing personal information or acting on a request. We will only request information reasonably necessary for that purpose.
We normally respond to valid data protection requests within one month of receipt. Where the law permits an extension, for example for complex or multiple requests, we will explain this within the applicable time limit.
We do not charge for most requests. A reasonable fee or refusal may be permitted in limited circumstances, such as where a request is manifestly unfounded or excessive.
If you have concerns about how we handle your personal information, please get in touch with us first so that we can try to resolve them.
You also have the right to complain to the UK Information Commissioner’s Office (ICO):
Website: https://ico.org.uk/make-a-complaint/
Telephone: 0303 123 1113
The ICO’s website provides further information about your rights and how to raise a concern.
Our website may contain links to third-party websites, platforms or services, including those operated by partners and suppliers.
Those organisations operate under their own privacy notices and practices. We are not responsible for how they handle personal information, so we recommend reviewing their privacy information before providing data to them.
For questions about this Privacy Policy, requests relating to your personal information or complaints, contact:
Flow Solutions Group Limited, trading as Greener Mail
Email: info@greenermail.co.uk
Telephone: 0800 090 3002
We may update this Privacy Policy to reflect changes to our services, website, business operations or legal requirements.
The latest version will be published on this page with its updated date. Where appropriate, we will take additional steps to notify affected individuals of significant changes.
Our sister companies:
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