Terms of Service

MyOnlineDesk (“us”,”we”) refers to 

MyOnlineDesk, 
10th Floor
6 Mitre Passage 
London 
SE10 0ER

Customer (“you”) refers to you the customer of the service.

By signing up for an account and agreeing to MyOnlineDesk’s terms and conditions, you the customer enters into a contract with MyOnlineDesk to provide the service.

General

When the customer signs up for a MyOnlineDesk account, they agree to the following conditions.

  1. Use of MyOnlineDesk is completely at your own risk.
  2. MyOnlineDesk will not be held responsible for any loss of business that is a result of using this service.
  3. MyOnlineDesk may send out emails from time to time to notify customers of important changes to the service that may affect them. These are not marketing or promotional emails, these are emails that may affect the customers usage of the service that we are obliged to inform them about. 
  4. MyOnlineDesk reserves the right to revoke membership of its service if it has been deemed that the customer is abusing, manipulating and defrauding the service or breaking any UK law in their use of the service. This includes Advanced Fee Fraud.
  5. MyOnlineDesk will not divulge the details of customers using its service unless stated by law to do so.
  6. Cookies: When logging into a MyOnlineDesk account, the site places what is known as an encrypted cookie onto your machine. The only purpose of this cookie is to let the site know the customer is logged into the site and is who they say they are. The cookie is not used for advertising.
  7. The customer agrees not to knowingly use MyOnlineDesk in a way that could damage the service or cause service disruption to other users.
  8. The customer is 16 years of age or older. 

The service

Customers pay for the services MyOnlineDesk provides by keeping an account topped up with money. When purchasing a service from MyOnlineDesk, the service is paid for from this account.

Sub-processors

MyOnlineDesk makes use of the following sub-processors, by agreeing to our terms and conditions the customer acknowledges the acceptance of these third parties as sub-processors of MyOnlineDesk. Where indicated below, customers have the option to choose if they use these Sub-processors with our service or not.

Name

Purpose

Pixel Letter e.K

For the purposes of sending mail to Germany. You have the option to choose if your mail for Germany is processed by ourselves (Airmail From the UK to Europe) or sent via Pixel Letter (1st class mail from Germany).

 

Pixel Letter is subject to the GDPR.

Click2Mail LLC

For the purposes of sending mail to the USA and Canada. You have the option to choose if your mail for the USA or Canada is sent by ourselves (Airmail from UK) or Click2Mail (First Class from the USA).

 

Click2Mail is subject to the EU-US Privacy Shield Framework

Royal Mail plc

For the purposes of sending mail in the UK and overseas.

Stripe.com

Credit and Debit card payment processing

 

You have the option to choose if you use this service from our website.

PayPal (Europe) S.à r.l. et Cie, S.C.A.

PayPal, Credit and Debit card payment processing.

 

You have the option to choose if you use this service from our website.

Nochex Ltd

Nochex, Credit and Debit card payment processing.

 

You have the option to choose if you use this service from our website.

 

Letter Sending service

MyOnlineDesk provides a service to send real letters from the Internet, MyOnlineDesk is not a courier service and does not personally deliver letters. Letters are delivered via the local postal delivery service. The service paid for by the customer regarding letters is for the printing, inserting into envelopes, application of postage and the delivery to the postal service provider for delivery to the customers intended recipient(s).

MyOnlineDesk is not held responsible for mail that is lost by the local postal service as MyOnlineDesk has no influence or control of the postal delivery network. MyOnlineDesk will however at its discretion investigate items of mail that are continually being lost and inform customers where it is known if postal delivery in certain areas have a low state of delivery by the local postal service.

MyOnlineDesk provides the letter sending service via its website, API’s, MyOnlineDesk Virtual Printer and the Email To Letter gateway.

Conditions of the Letter Sending service

  • Mail is sent via the postal delivery network.
  • The customer agrees not to send mail via MyOnlineDesk that violates UK or International Law
  • MyOnlineDesk will not be held responsible for letters that are lost/delayed by Royal Mail or other postal service in transit.
  • The customer is responsible for the content and legality of letters and the data provided to send letters. 
  • MyOnlineDesk will not accept explicit or inappropriate content such as pornography.
  • The stationery of standard letters is subject to change at any time.
  • MyOnlineDesk reserves the right not to process letters it believes violates UK laws or would damage it as a business.
  • MyOnlineDesk accepts no responsibility for the quality of the data the customer provides in order to send mailings for the customer. 
  • The customer acknowledges that when choosing the UK Signed For service from our website that this service The customer acknowledges that when choosing the UK Special Delivery service from our website that the service must be used before 1pm on a working day in order to be sent the same day.
    • Is no faster than UK First class mail
    • This service does not provide real time tracking. Information will only be available from the Royal Mail website when the item of mail has been delivered and not before.
    • The service must be used before 1pm on a working day in order for the items of mail to be sent on the same day.
  • Mail other than UK Signed For and UK Special Delivery must be submitted before 3:30pm (UK time) in order to be sent the same day.
  • Once the customer submits their letter for posting. The customer confirms: 
    • Their intent to send the letter
    • MyOnlineDesk will assume the customer is happy with the content of the letter and the address details they have submitted with the letter are correct.

Lost Mail

By using our service, the customer confirms their understanding that mail sent via Royal Mail is only considered lost by Royal Mail after 10 working days.

Processing of the data provided by the customer

In accordance with the GDPR, MyOnlineDesk will:

  • Only process the data the customer provides in accordance with the customers instructions (provided via our website) to send your mail. 
  • Take all steps necessary to ensure the customers data is secure and processed correctly.
  • Notify the customer immediately in the event of a data breach in accordance with our obligations under the GDPR.

Real Letterbox service

MyOnlineDesk provides a service to receive real postal letter mail and read it from the Internet. The service will only accept letters via the postal service and to all extensive purposes is a letter scanning service and cannot be used for parcels and packets.

What the service provides

The service the customer pays for is the following.

  • The rental of a postal address
  • The opening of letter mail that arrives at the above mentioned postal address and digitally scanning of said items of mail for application to the customer’s account.
  • Depending on the customers subscription choice the customer will either be  The ability to access "paid for" or mail that falls within a subscription quota from the Internet via MyOnlineDesks website as PDF documents. 
    • Charged to read a scanned item of mail if they have chosen a subscription that states this or they have fallen outside of the monthly quota for their account if it has a quota- based subscription.
    • If the customer has opted for a subscription that includes a monthly quota, they will be able to read the item of mail from their account without extra charge, provided it falls within their monthly quota. 
  • The customer is paying for a letter scanning service, MyOnlineDesk will not accept parcels and packages only items of mail that can be scanned. 
  • The service does not provide a real street address that can be visited by a courier, the address is only accessible via the postal service.  

Conditions of the Real Letterbox service

The Real Letterbox is subject to the following requirements

  • The customer is asked to verify their identity to MyOnlineDesk for legal reasons using two forms of identity one of them must be a photo id and the other a utility bill or bank statement. 
  • The customer certifies that the information provided to certify their identity is correct
  • The customer agrees not to resell the service (in any kind) without the express written permissions of MyOnlineDesk.
  • The customer is not to use the service for anything other than legitimate business or personal use that does not contravene UK or International law.
  • The customer is not to use the service in a way that would damage MyOnlineDesk as a business or harm our customers.
  • The service is a letter scanning service and not a parcel forwarding/handling service and does not (and will not) provide a street address.
  • Mail must be clearly addressed to the address we provide you with on signing up for the service any mail that cannot be clearly identified will be returned to the sender. 
  • If the customer breaks the conditions of the service. MyOnlineDesk reserves the right to terminate the service. 
  • The service requires an annual renewal fee to be paid. The website will contact the customer via email when this fee is due or will inform the customer when they log into the site. 

Protection of your data

Under our obligation to the GDPR MyOnlineDesk will take the following steps to protect the customers data

  • The content of the customers letters will only be shared with the customer securely via the website and no other party.
  • We will take all necessary steps to ensure the customers data is held secure
  • The physical items of mail that have been scanned and applied to the customer’s account will be securely destroyed after 30 days unless we are contacted by the customer to forward the original physical copies of mail. 
  • We will contact the customer immediately if there is a breach of data under our obligation to the GDPR.

Organisation accounts

MyOnlineDesk provides Organisation accounts so that the employees of an organisation may carry out work for that organisation. Accounts under an organisation belong to that organisation this will include (but not inclusive of):

  • The address and contents of letters
  • Address books

The data in organisation accounts may be subject to the data policy of an organisation, termination of access to your account is at the discretion of your organisation.

Organisation closure

Closure of an Organisation is subject to the same conditions as a personal MyOnlineDesk account, however all accounts connected to the organisation will be closed.

Refunds and Cancellations

Letter sending

As MyOnlineDesk provides a service, it cannot offer a refund once a letter has been posted on behalf of the customer as the service may have already occurred by time we have been notified. 

If the customer changes their mind and decides to cancel a letter, once it has been submitted but not yet processed. The customer may still be liable for the cost of printing and postage.

MyOnlineDesk cannot recall a letter once it has entered the postal network.

Closure of customer account

If the customer decides they no longer require a MyOnlineDesk account and wish to close their account. We will refund all remaining credit back to the payment method the customer used to credit their MyOnlineDesk account and then close the account.

Regarding Organisations, please see the section “Organisation accounts”.

 

Last Updated 20 July 2018

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