Privacy Policy

FORE Privacy Notice

This privacy notice sets out how InPost Distribution Limited processes and safeguards your personal data. This notice applies to our literature display services, our website, marketing communications and service emails (“Services”).

InPost Distribution is committed to ensuring that your privacy is protected. This notice explains the types of personal data we process, the categories of data subjects to whom data belongs and how and why we process your personal data. The integrity of your personal data is paramount importance to our business, and we are committed to keeping it secure.

WHO WE ARE

InPost Distribution Limited is a company registered in the United Kingdom with registration number 01430241. Our registered address is Moray House, 23-35 Great Titchfield Street, London, W1W 7PA, United Kingdom. For the purposes of data protection law, we will be a Controller of your personal data. This means we make decisions about how and why your personal data is processed and have a duty to maintain the integrity and security of your data and ensure your privacy rights are protected.

TYPES OF PERSONAL DATA

FORE is a leading retail consultancy service operated by InPost Distribution Limited specialising in newspaper, magazine and collectable retailing, wholesaling and distribution. FORE works with retail clients across the UK & Ireland, covering the High Street, Grocery, Convenience, Forecourt, Independent and Leisure channels. FORE also works with all major newspaper and magazine publishers across the UK & Ireland.

FORE also provides tailored commercial, operational and analytical support to help retailers and publishers grow category performance and store execution.

We collect and process personal data when necessary to delivery our services or meet legal and contractual obligations. The types of personal data we collect include:

Personal data provided by you:

Full Name
Job title
Professional contact details (e.g. work email, phone number)
Store or business location address
Customer ID number
Correspondence submitted by you to our team (including emails, messages and phone calls)
Details of support requests or service queries
Feedback as submitted by you directly or via market research surveys
FOREman account username and ID numbers
Records of activity within FOREman
Preferences relating to marketing and promotional material from InPost Distribution;

Information we collect automatically

Information about the device you are using to access our website, including the Internet Protocol (IP) address used to connect your device to the Internet; and
Information about your visit, including pages viewed or searched for; page response times, download errors, length of visits to certain pages, page interaction information (such as scrolling, clicks, and mouse-overs), and methods used to browse away from the page and;
Any phone number used to call us by phone;
If you post on one of our social media pages, we may read and/or respond to your post and we may collect personal information such as your full name (as appears on the social media post), the nature and content of the post and which country and city it came from.
User interaction logs in stock system

HOW WE USE YOUR INFORMATION

We process your personal data for specific purposes only, and only where we have identified an appropriate lawful basis to do so. These lawful bases, set by the UK General Data Protection Regulations (“UK GDPR”) and the Data Protection Act 2018, include but are not limited to:

Contractual Necessity: Where the processing is necessary for the performance of a contract which we have entered into with your business. This also includes data processed during the negotiation of a contract that we intend to enter into.
Consent: Where you, the data subject, has freely given your consent to the processing of your personal data. InPost Distribution will rely on consent as our lawful basis only in limited circumstances, such as our use of non-essential cookies and tracking technologies.
Legal Obligation: Where the processing is necessary for us to comply with a legal obligation to which our business is subject;
Legitimate Interests: Where the processing is necessary for the purposes of the legitimate interests pursued by InPost Distribution, or those of a third party, expect where such interests are overridden by the interests, rights and freedoms of the data subject.

In any event, we will only use your information for the purpose or purposes for which it was originally collected, and where there is an appropriate lawful basis to do so.

We may use your personal information in the following ways:

To manage our relationship with you;
To provide commercial advice and tailored product ranging strategies;
To deliver customer support and resolve service queries;
To supply pricing updates, barcode files and stock system integrations;
To prepare and provide performance reports and category insights;
To administer invoicing, reconciliation and account management activities;
To run promotions and campaigns with retailers and publishers;
To manage system access, monitor system usage and ensure platform security;
To comply with our legal and regulatory obligations;
To deploy and collate results of client satisfaction surveys and feedback initiatives;
To notify you about material changes to our services, our terms and conditions, this privacy notice, our cookie notice and service offering (known as a service message);
To ensure that content from our site is presented in the most effective manner for you and the device you are using;
We may record inbound and outbound calls to our customer service line for training and quality assurance purposes;
To respond to any engagement with us via our social media channels
To collect evidence and supported documentation for the purposes of defending legal claims;
To deploy cookies and similar tracking technologies on your device which are essential to deliver our online services. We rely on the functionality of these essential cookies to make our website and portal function as intended, therefore these cookies cannot be ‘rejected’;
Where agreed, to deploy cookies and similar tracking technologies that are non-essential to our services and may support our marketing and analytical efforts. For example, to serve targeted advertising and content recommendations based on your usage of our services or by determining your approximate location on a country and city level;
To measure or understand the effectiveness of our communication (both on and offline)

COOKIES

Our website may use “cookies” and other tracking technologies to enhance your experience and enable certain website functionality. To learn about the cookies we use, please visit our Cookie Policy

SHARING OF PERSONAL DATA

We may share your personal information as strictly necessary to provide our products and services to you.

We may disclose your personal information to third parties in certain, limited circumstances, such as:

Where we use third party IT tools and services to store our client data (e.g. CRM systems, databases, email marketing platforms). These third parties are only permitted to process shared personal data under our strict instructions and in line with applicable data protection laws.
Where we are under a duty to disclose or share your personal data in order to comply with any legal obligation, or in order to enforce or apply our terms of use and/or other agreements;
To protect the rights, property, or safety of InPost Distribution, our clients, or others. This includes sharing data with company insurers and company appointed solicitors as required and necessary to defend legal claims impacting the business.
To law enforcement agencies to aid in the detection and prevention of crime.

STORAGE OF PERSONAL DATA

In line with the storage principle laid down by the UK and EU GDPR, InPost Distribution are committed to retaining your personal data for the shortest duration possible to achieve our purposes.

Operational data are retained for the duration of the client relationship plus a reasonable period afterwards
Support and communication records may be retained for up to 3 years
Financial and contractual data may be retained for up to 7 years to meet accounting or tax obligations

We regularly review the information we are storing and securely delete that which is no longer necessary.

TRANSFERRING PERSONAL DATA

The personal data that we hold about you may be processed in or transferred to a destination outside the UK or EEA in limited circumstances. For example, your data may be processed by our trusted suppliers acting as data processors where they operate outside of the UK or EEA. Whenever we transfer your personal data, adequate protections are afforded to it by ensuring that at least one of these appropriate safeguards are in place:

Where the destination country has been granted an adequacy decision from the UK Government, or the destination country offers adequate or exceeding levels of protection for Personal Data as the UK, such as EU member states or members of the European Economic Area.
Where we transfer personal data to certain service providers located in other countries, (i) we will assess whether that country offers protections for personal data which are essentially equivalent to those offered in the UK; and (ii) we will use specific contractual terms to give personal data appropriate safeguards (e.g., UK International Data Transfer Agreement).

For further information regarding the transfers of your personal information outside of the UK, please contact us at datateam@inpost.co.uk.

SECURITY OF PERSONAL DATA

The security of your personal data is of vital importance to our business. We have embedded technical and organisational security measures into our business practices and infrastructure to protect the personal data we process. Our controls are in place to protect your personal data from unauthorised access or disclosure, improper use, alteration, unlawful or accidental destruction or loss and theft.

We ensure that your personal information is transmitted securely using secure server technology to ensure that your personal and transactional data is protected to the highest standards.

Any party authorised to process personal data by InPost Distribution, including employees, contractors, and third-party suppliers in their capacity as data processors, are subject to confidentiality provisions in contractual agreements, as well as various company policies, procedures, and controls, and are only permitted to process personal data under our strict instructions. Access to personal data stored on our systems is strictly limited and locked down to employees who undoubtedly require access to perform their duties in delivering the services.

KEEPING IN TOUCH WITH YOU/MARKETING

We may use your business contact details to send you relevant information about our services, insights or industry updates that we believe may be of genuine interest to you or your organisation. This includes email communications. We rely on our legitimate interests under Article 6(1)(f) of the UK GDPR to carry out direct B2B marketing where communications are relevant to your role and your organisation’s interests. This is in line with the Privacy and Electronic Communications Regulations (PECR), which permit marketing emails to corporate subscribers (such as work email addresses) without prior consent.

You can opt out of receiving marketing communications from us at any time by:

Clicking the unsubscribe link in our emails; or
Contacting us directly at datateam@inpost.co.uk

From time to time, we may communicate with you about delivery updates, material changes to our products, services, terms and conditions and this privacy notice. Please note that such correspondence is purely administrative and intended as a “service message”. Such service messages are not considered to be marketing correspondence.

Our website may, from time to time, contain links to third party websites. If you follow a link to any of these websites, please note that InPost Distribution has no control over third party websites, which will have their own privacy policies, and that we do not accept any responsibility or liability for these policies. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this Privacy Notice. You should exercise caution and please check these third party privacy notices before you submit any personal data to the websites in question.

YOUR RIGHTS

Under UK Data Protection Laws, you have the following rights over the way InPost Distribution uses your information:

Right to object: you have the right to object to your data being processed in certain circumstances, for example, for marketing purposes;
Right to erasure: also known as the “right to be forgotten”, enables you to request deletion or removal of your personal data where there is no necessary reason for us to continue to process it. However, this is not an absolute right, and we may not be able to comply with your request for legal reasons, which will be explained to you at the time of your request, where applicable.
Right to restrict processing: the right to restrict how your personal information is used or request suppression of your data in certain circumstances;
Right to data portability: allows individuals to obtain and reuse their personal data for their own purposes across different services.
Rights related to automated individual decision-making and profiling: You have the right not to be subject to a decision based solely on automated processing, including profiling.
Withdraw consent: Where we are relying on your consent to process your personal data, you have the right to withdraw consent at any time. This does not apply to processing activities that do not require consent, nor does it impact the lawfulness of processing carried out before you withdraw consent.
Right to rectification: the right to have inaccurate data rectified or completed if incomplete.
Right of access (Subject Access Request): the right to receive confirmation as to whether or not we are processing your personal data and, if we do, to obtain a copy of it (subject to exemptions).

If you wish to exercise any of your rights, you can do this at any time by emailing us at datateam@inpost.co.uk, by calling us on 01233 515053 or by writing to our Data Protection Officer at InPost Distribution Ltd, Verdant, 2 Redheughs Rigg, South Gyle, Edinburgh EH12 9DQ.

Please note that before we can begin to fulfil a data subject rights request, we may need to request certain information from you to help us verify your identity or the authority of any third party acting on your behalf. This is a protective measure to ensure that your personal data is not disclosed to any third party without your approval. Please note that any ID submitted will solely be processed for the purposes of verifying your identity. We may ask you to provide other details to assist us in fulfilling your request, such as clarification on the particulars of your request.

If you believe that our processing of your personal information is contrary to data protection law, please contact us using the details below in the first instance. You are also entitled to lodge a complaint with the Information Commissioner’s Office, the UK supervisory authority for data protection issues. Details of how to do this may be found at www.ico.org.uk.

CHANGES TO THIS PRIVACY POLICY

We may update this policy from time-to-time to ensure that it accurately reflects our data processing activities or changes to data protection laws and regulation. Any new version of this Privacy Notice will be considered to be valid at the time of posting on our website. Please check this page regularly for any updates or changes.

CONTACTS

If you have any questions about our privacy policy or how we use your personal information, please contact us datateam@inpost.co.uk or alternatively send a signed letter addressed to:

FAO: Data Protection Officer

InPost Distribution Limited,

Verdant, 2 Redheughs Rigg,

South Gyle, Edinburgh, EH12 9DQ, United Kingdom

This policy was last updated in June 2025.