Direct Mail and Data

ProspectOS helps agencies identify opportunities, build campaigns, approve sends, and dispatch letters and postcards to property owners, landlords, vendors and other contacts.

Direct mail can be an effective prospecting channel when used professionally and lawfully. Misuse can harm recipients, damage your brand and create regulatory risk.

The platform may use a combination of Customer Data you provide, ProspectOS Data, property intelligence, market data, listing information, ownership indicators, Land Registry related data and third-party data suppliers.

Important points:

• Data availability, accuracy and licensing vary by source and postcode.
• Some data is indicative and should be verified before high-risk decisions.
• Third-party data may be subject to licence restrictions, retention limits and permitted use rules.
• You must not use data in ways that breach supplier licences or applicable law.

Where ProspectOS processes property or contact data on your instructions, you are usually the controller for that campaign activity. See our Privacy Policy and Data Processing Agreement.

Typical ProspectOS direct mail workflows include:

• Selecting a patch, audience or property list.
• Reviewing suggested recipients and suppressing inappropriate contacts.
• Designing letter or postcard templates (including Studio tools where available).
• Internal review and approval before dispatch.
• Wallet or credit confirmation.
• Generation of print files and hand-off to print partners.
• Dispatch, delivery tracking and campaign audit records where available.

Your agency controls who can approve campaigns, which branches can send, and what content is used. ProspectOS records key actions for accountability, but does not replace your compliance judgement.

Postal marketing in the UK is subject to data protection law and, where applicable, Privacy and Electronic Communications Regulations (PECR) and industry standards.

Before sending campaigns you should ensure that:

• You have identified an appropriate lawful basis under UK GDPR.
• You have considered whether legitimate interests assessment or consent is required.
• Your messaging is clear, professional and identifies your agency.
• You include appropriate contact details and opt-out or objection mechanisms where required.
• You do not target vulnerable individuals inappropriately.
• Your content complies with advertising standards and agency regulations.

You must maintain and apply suppression lists, marketing preferences and objection records within your agency processes.

ProspectOS may provide tools to:

• Exclude contacts from campaigns.
• Record objections or do-not-contact flags where configured.
• Retain audit history of sends and approvals.

Suppression is a shared responsibility: you must upload and maintain accurate records, and your users must apply them before approving live campaigns.

Common lawful bases for agency prospecting activity include legitimate interests, consent, or performance of a contract — depending on the relationship with the data subject and the type of communication.

ProspectOS does not provide legal advice. You should document your chosen lawful basis, complete a legitimate interests assessment where required, and keep evidence of how objections and opt-outs are handled.

For personal data ProspectOS processes for its own business purposes (such as your account or billing), see our Privacy Policy.

As a ProspectOS customer you are responsible for:

• Ensuring campaign content is accurate and not misleading.
• Verifying that recipients are appropriate for the campaign type.
• Applying suppressions and respecting objections.
• Training staff on approvals, permissions and acceptable use.
• Configuring branch and user access appropriately.
• Paying for sends through your wallet, credits or subscription in accordance with your plan.
• Complying with our <LegalLink href="/legal/acceptable-use">Acceptable Use Policy</LegalLink>.

We may suspend or block campaigns where we reasonably suspect unlawful marketing, platform abuse or risk to recipients.

Questions about direct mail workflows or data use: hello@prospectos.co.uk

ProspectOS is a trading name of PROSPECTOS LTD (company number 11491234).