Terms and Conditions


Subject to these Terms and Conditions, e-postman.co.uk grants you, the user, a non-exclusive, non-transferable, limited right to access and use this site. You agree not to interrupt or attempt to interrupt the operation of the site in any way.

Use of this site and service

This site is designed for you as a user to send correspondence to offenders and staff within Her Majesty’s Prison Services. You pay for this ability using Credits which you buy through various on-line payment mechanisms. This system is also used by the prison services to send letters from offenders and staff out of prisons and you may receive letters from this system. The Free-Reply Code service allows you to provide and pay for your recipient to send an email out of the prison at no charge to them.

As a user of the system you may not use this service for any anything other than its designed purpose. Any misuse of this site may result in you being banned and/or blocked from using this site. As a part of this you may forfeit any credits that your account has. Should any activities that you are performing on this site be deemed illegal by in the country of operation or in your country of residence, then e-postman.co.uk will co-operate with officials in seeking prosecution.

This site does not condone any racist or violent language, does not allow hate speech and will not tolerate being used for any form of harassment. Should you not confirm to these guidelines, then you will be warned and any repeated behaviour will result in you being banned and/or blocked from using the site. As a part of this you may forfeit any credits that your account has. Should any of your behaviour be deemed illegal by in the country of operation or in your country of residence, then e-postman.co.uk will co-operate with officials in seeking prosecution.

Your account

In order to use the system, you will need to create an account on e-postman.co.uk. Once logged into their account, a user can buy credits and use those credits to send letters and Free-Reply Codes.

Part of the registration process is the creation of a username and password. Please ensure that these login credentials are kept confidential. It is your responsibility to ensure that any 3rd parties are not able to obtain your login data. Should anyone other than yourself obtain your login credentials and access your account they will be able to spend your credits. E-postman.co.uk will not take responsibility for any credits spent by a user who is logged into an account using the designated username and password.

Personal data

During the user registration process, you are asked to provide information about yourself and specific details around your place of residence, telephone numbers and an email address.

By using the e-postman.co.uk service, you agree that we may communicate with you electronically. This method of communication will be used for any important information regarding your purchases or your account. We may also use this method of communication to notify you of changes to the website, changes to these terms and conditions, notification of changes to the functionality on the site or notification of new functionality on the site.

We may also provide notices to you by posting them on our website, or by sending them to an email address or street address that you previously provided to us. Website and email notices shall be considered received by you within 24 hours of the time posted or sent; notices by postal mail shall be considered received within three (3) business days of the time sent.

We will not provide or sell your personal data to any third party for sales or marketing purposes. We may however provide your data to the authorities in a situation where we are required to by law.

Limit of responsibility

The e-postman system provides a mechanism for prisons to send and receive mail. Internet-based users can create letters to send to recipients in one of the prisons serviced by the e-postman system. Offenders within the prisons can also write letters that can be delivered through physical mail or via email on the e-postman system. The system also allows an Internet-based user to send a Free-Reply Code to a recipient within a prison to allow that offender to send their return letter free of charge to them.

For letters into the prison, e-postman provides a facility for those letters to be accumulated on the e-postman server so that the prison can log in to the server and download those letters for print and delivery to the prisoners. E-postman does not provide a guaranteed delivery or delivery time as it is up to the prison mail room to retrieve the letters from the server. Furthermore, once those letters are downloaded, e-postman’s responsibility is fulfilled in delivering those letters to the prison.

For letters from the prison to external recipients, e-postman is only responsible for letters that are delivered to the e-postman servers for distribution to recipients. Furthermore, e-postman will only accept responsibility to deliver letters where an email address or full physical address is visible on the letter. Should the email address or physical address be wrong in any way, it is not the responsibility of e-postman to in any way amend or correct the recipient delivery information. Should the address not be available or be visibly incorrect, the letter will be rejected and returned to the sender and part of the cost of the letter will be refunded in accordance with the costs laid out in the Credits and Charges section of the web site.

For letters sent to a physical address, e-postman is no longer responsible for the letter once it has been handed to the 3rd party mail handler used for physical mail delivery. For email letters, e-postman will not be held liable for any Internet or technology based errors beyond the e-postman SMTP server.

When a Free-Reply Code is purchased, the full charge for that Free-Reply Code is deducted from the sender’s account credits. This amount is non-refundable in any form and may only be redeemed by a person within a prison using that code on a letter. This code may only be used once and once used will no longer be valid. If the letter the code is used for is sent out of the prison using email, there will be a refund to the account credits of the original purchaser of the Free-Reply Code.


It should be noted that letters in and out of Her Majesty’s Prison Services are subject to laws outside of the Universal Postal Union regulations on mail confidentiality between sender and recipient. Mail both into and out of a prison may be read in accordance with the laws of the state. The checking of mail is done on a sample basis with a weighting based around higher security facilities, higher risk prisoners, higher risk senders and mail contents and verbiage.


Cookies are small text files that are saved to your computer. E-postman.co.uk uses cookies to remember users during a visit and these are required to enable certain functionality within the site. In addition, cookies are used to help us understand how our customers use our websites and we use this information to help plan improvements to the site. E-postman does not use cookies to collect or store personally identifiable information about you.

Session cookies are used by us to recognise a user throughout a visit. This enables us to remember information that you have entered, for example, the product you have selected during a purchase which can then be used at each stage of processing your purchase. Session cookies are also used to remember you when you log in for the duration of your visit.

By creating an account and using this site, you are giving consent for this site to use cookies for the duration of your visit to the site. Should you not want to use cookies or have cookies disabled in your browser, then certain functionality on this site will not work for you.

External links to this site

All links from other websites to the Site must display the Site in full-screen mode in a fully operable and navigable browser window and not within a “frame” on the linked website. The appearance, position, and other aspects of the link may neither create the false impression that an entity or its activities or products are associated with or sponsored by e-postman.co.uk (unless we have given it written consent for this) nor be of such nature that they damage or dilute the goodwill associated with the name of e-postman.co.uk or its affiliates.


This Site and its contents are protected by copyright and other proprietary rights. E-postman.co.uk authorises you to view to view and use the functionality of the site only for your personal, non-commercial use. This authorisation does not constitute a transfer of title to the content and functionality of the site and all copies of the it are subject to the following restrictions (unless excepted by written consent from e-postman.co.uk): 1), you must retain all of e-postman.co.uk’s copyright and other proprietary notices on all copies of the Materials downloaded; 2) you may not modify the content or functionality in any way, nor may you reproduce or publicly display, present, distribute or otherwise use or communicate them for any public or commercial purpose; and 3) you may not transfer the content or functionality to any other person unless you give the recipient notice of the obligations arising under the terms and conditions of use and the recipient agrees to accept these. You also agree to abide by all additional restrictions on the site as may be updated from time to time. The site, including all content and functionality, is copyrighted and protected by all applicable copyright laws and agreements. When you use the site, you agree to comply with all applicable copyright laws and to prevent any unauthorised copying of either the content or the functionality for the site. E-postman.co.uk does not grant any express or implied right with respect to any patents, designs, trademarks, copyrights, rights to photographic images, audio or video recordings, know-how, trade secrets or software (regardless of whether these are registered).

Buying Credits

Credits are the payment method for sending letters and Free-Reply Codes on the e-postman.co.uk platform. Credits may be purchased by an account holder on the e-postman.co.uk site.

We have tried to make Credit purchases on e-postman.co.uk convenient, so we allow you to fund your transactions using a number of types of payments, like credit cards and debit cards, and other a PayPal account.

When you use a payment mechanism to buy Credits with us, you confirm that you are permitted to use that payment mechanism. When you make a purchase transaction, you authorize us (and our designated payment processor) to charge the full amount to the payment mechanism you designate for the transaction. You also authorize us to collect and store that funding instrument, along with other related transaction information.

If you pay by credit or debit card, we may obtain a pre-approval from the issuer of the card for an amount, which may be as high as the full price of your purchase. We will bill your card at the time you approve the purchase, or shortly thereafter. If you cancel a transaction before completion, this pre-approval may result in those funds not otherwise being immediately available to you.

If you make a payment by debit card and this transaction results in an overdraft or other fee from your bank, you alone are responsible for that fee.

Charges for payment transactions will be for amounts in Great Britain Pounds (GBP). These transaction amounts may be displayed and even billed in other currencies by the selected payment mechanism.

When you purchase or receive Credits, you do not own those Credits. What you have is a limited right to use the Credits in connection with certain features on e-postman.co.uk, such as the sending of letters or the purchase or Free-Reply Codes.

Except as otherwise stated, purchases of Credits are non-refundable to the full extent permitted by law. Because of this you should always check the product selected for purchase, purchase price and method of payment before agreeing to proceed with the transaction. You will also not sell Credits to anyone, and cannot transfer them to anyone outside of e-postman.co.uk. Credits are not redeemable for any sum of money or monetary value from us unless we agree in writing or unless required by law.

If credits has been purchased in error or our service does not operate as expected you may request a refund of your remaining credits within 2 weeks of purchasing them. We will attempt to respond to and refund these credits within 2 weeks of this request.

We may change the purchase price for Credits at any time, as well as the ways that you can use or transfer Credits. We also reserve the right to stop issuing or selling Credits. e-postman.co.uk has in the past and may still issue free or promotional Credits to users. We may expire these at any time.

If you believe that an unauthorized or otherwise problematic transaction has taken place under your account, you agree to notify us immediately, so that we may take action to prevent financial loss. Unless you submit the claim to us within 14 days after the charge, you will have waived, to the fullest extent permitted by law, all claims against us arising out of or otherwise related to the transaction.

If you experience a technical failure or interruption of service that causes your purchase transaction to fail, you may request that your transaction be completed at a later time.

Using Credits

Credits can be used on the e-postman.co.uk system to perform various transactions like sending a letter or adding a Free-Reply Code to a letter you are sending.

The Credits price for performing a transaction, are listed on the site. Please take note of these prices when performing any transaction. We reserve the right to change the price for any transaction on e-postman.co.uk platform.

Credits used by any person logged into your account will be assumed to have been used lawfully by yourself as the registered owner of this account. Because of this you should not share your login and password information with anyone and you should ensure that your password is sufficient to keep your account safe.

Except as otherwise stated, Credits are non-refundable to the full extent permitted by law. You will not sell Credits to anyone, and cannot transfer them to anyone outside of e-postman.co.uk. Credits are not redeemable for any sum of money or monetary value from us unless we agree in writing or unless required by law.

Actions that can be taken

We may revoke your eligibility to use the e-postman.co.uk and the epostman.co.uk Credits at any time at our sole discretion.

By using the e-postman.co.uk system and the facility to purchase Credits, you acknowledge and agree that we may make any inquiries that we consider necessary, either directly or through third parties, concerning your identity and creditworthiness.

We may cancel any transaction if we believe the transaction violates these Terms and Conditions, or if we believe doing so may prevent financial loss. We may also cancel any electronic value accumulated, transferred, assigned, or sold as a result of fraudulent or illegal behaviour.

In order to prevent financial loss to you or to us, we may place a delay on a payment for a period of time, or limit funding instruments for a transaction, or limit your ability to make a purchase, or deactivate your account.

In order to prevent financial loss to you or to us, we may contact your funding instrument issuer, law enforcement, or affected third parties (including other users) and share details of any payments you are associated with, if we believe doing so may prevent financial loss or a violation of law.

If you leave a Credits balance in an account that remains unused for the period of one (1) year, or if you delete your account and leave a Balance, or if we deactivate your account and you do not meet any conditions necessary to reinstate it within six (6) months, then those remaining Credits will be deemed abandoned property and you will forfeit them.

Notices and Amendments to These Terms

We may update these Terms and Conditions at any time without notice as we deem necessary to the full extent permitted by law. The Terms and Conditions in place at the time of performing any transactions on the e-postman.co.uk site will govern those transactions. The Payments Terms in place at the time you confirm a transaction will govern that transaction.

Additional Terms

Some countries may restrict or prohibit your ability to make payments through the e-postman.co.uk system or to use the services provided by the e-postman.co.uk system. Nothing in these Terms should be read to override or circumvent any such foreign laws.

These Terms were written in English (UK). To the extent any translated version of these terms conflicts with the English version, the English version controls.

“us,” “we,” “our,” or e-postman.co.uk refer to E-POSTMAN.CO.UK Ltd., a private company registered in the United Kingdom.