Epistles is a brand of Britixo Software Solutions UK Ltd., registered in England and Wales under company number 17170769. The registered office is Unit 5-6 Titford Lane, Rowley Regis, B65 0PY, United Kingdom. Britixo is responsible for the information collected through this public website and its enquiry service. Contact us through the secure contact form, telephone 0330 190 1979, or write to the registered office. Choose the privacy and data rights topic for a privacy request.
The enquiry service collects an email address to send a verification code. After verification, it requests your name, enquiry type, subject and message, with an optional organisation name. The completed enquiry is sent through the server mail service to the Epistles team, and an acknowledgement is requested for your verified address. A browser-session cookie connects the verification and submission steps. Codes expire after ten minutes and verified enquiry access after thirty minutes; these expiry periods do not delete a submitted email or its correspondence record. Technical connection and security records, including request times and network addresses, support website operation and abuse prevention.
The website uses Britixo Visitor Intelligence to understand visits and interactions. This module can process page and referral information, browser and device details, session identifiers and interaction events through the Britixo service platform. It can use browser storage to recognise sessions. The module is configured to run automatically under the site owner’s approved configuration; no on-page permission prompt is displayed. Contact-form verification and website measurement are separate functions. This website does not currently offer customer document uploads, paid subscriptions, postal checkout or live letter-verification results.
For organisation-wide information about lawful bases, recipients, international processing, retention criteria, your rights and complaints, read the Britixo privacy policy alongside this product notice. General enquiries are handled to answer your request and discuss any requested next steps; service-security records support abuse prevention. The form does not subscribe you to marketing. Please send only the information needed for your enquiry and avoid identity documents, authentication codes, payment-card data or private letter contents. You can ask for access or correction, raise an objection, or request deletion or restriction where the applicable conditions are met. You may also complain to the ICO. Future customer-account and correspondence-processing features will require additional, accurate service notices before they open.
Privacy is part of the service, not an afterthought
Correspondence often contains sensitive personal, financial or business information. Access control, secure transport, protected storage and careful document sharing have to be designed into the workflow from the beginning. Individuals should see only their own records, while organisations should be able to grant carefully scoped access to colleagues.
Public QR verification, analytics and search indexing must not become shortcuts around those restrictions. Retention should reflect legitimate requirements rather than promising to keep everything forever. Customers need clear explanations of how records are stored, who can handle postal fulfilment and what happens when they request deletion or export.
Evidence for careful record keeping
A business may need to explain why a letter was issued, who approved it, what version was sent and which supporting documents were attached. That is an evidence problem as much as a storage problem. Epistles should organise an understandable chronology with protected event entries, export options and retention policies appropriate to the organisation.
An audit record is not a substitute for legal advice, a court-approved method of service or an independent identity check. The design must avoid misleading claims that every document becomes legally certified merely because it has a hash or a QR code. Clear evidence descriptions help customers make informed decisions and protect the credibility of the service.
What a useful letter record should contain
A trustworthy letter record is more than a file saved with a convenient name. It should identify the letter, distinguish the sender from the recipient, record when the document was prepared and show whether it was actually sent. The final PDF, any enclosures and related replies belong with the same record. That way, someone returning to the matter months later can understand what happened without relying on memory or searching through a crowded email inbox.
Epistles is being designed to make those details practical rather than burdensome. A person organising household correspondence needs a clear date, subject and folder. A business may also need a responsible team member, an approval trail, its own reference and access restrictions. Both should be able to find the original document and see what the available evidence does—and does not—establish.
A meaningful correspondence audit trail
Audit history becomes valuable when it tells a clear story: a letter was drafted, amended, approved, finalised, queued for email, submitted for post and later updated when verified events arrived. Each significant action should have an event identifier, timestamp, actor, outcome and source. Corrections should appear as new entries rather than silently replacing older ones.
For everyday users, the history should be understandable without technical training. Business administrators may need more detailed audit exports, staff permissions and retention controls. The underlying log should be protected against unauthorised alteration, but the interface should avoid claiming that a software audit entry is, by itself, proof of receipt or legally effective service.