Mail Handling Policy

1. Customer authorization is required

Before we can receive and open mail on your behalf, you must complete and submit a signed mail authorization form (in the United States, USPS Form 1583). We cannot legally accept or open your mail without it. You can also withdraw or update authorization at any time from your dashboard.

2. What we do with mail

For each item we receive, you can choose one of four actions:

• Scan — we open the item, scan the contents, and upload them to your dashboard.
• Forward — we forward the item, unopened or repackaged, to an address you specify. Postage and handling are billed as incurred.
• Shred — we securely destroy the item.
• Hold — we hold the item for a limited period so you can decide later.

If you don't choose an action within the hold window, our default action (set in your preferences) will apply.

3. Mail types we may restrict

Some items can't be processed through a digital mailbox, including:

• Hazardous materials, perishables, or items requiring refrigeration
• Cash, checks payable to third parties, or negotiable instruments at our discretion
• Items requiring in-person ID verification or signature by a specific recipient
• Firearms, ammunition, controlled substances, and other restricted goods
• Items that violate carrier rules or applicable law

We'll notify you if we can't process an item and will return, hold, or refuse it according to carrier rules.

4. Package handling is not included at launch

At launch, BusinessBaseHQ handles letter mail and standard flat-size envelopes only. We do not accept parcels, packages, freight, palletized shipments, or large boxes. If a package arrives, we'll attempt to refuse it and have the carrier return it to sender.

5. Keep your contact information current

Customers are responsible for maintaining accurate contact information — including forwarding address, email, phone, and authorized recipients. We rely on this information for delivery, notifications, and identity verification. We aren't responsible for delays or misdelivery caused by outdated information.

6. Turnaround times

We aim to scan or action mail within 2 business days of receipt. Forwarding times depend on the carrier. Severe weather, holidays, and high-volume periods can affect turnaround.

7. Retention

Physical mail is held for the period set in your plan unless you ask us to forward, shred, or extend the hold. Digital scans are retained in your vault for the life of your account.

8. Privacy

Mail contents are confidential. Only authorized staff and contractors handle your mail, under our Privacy Policy.

9. Limitations

BusinessBaseHQ is not a registered agent and does not accept service of process. If your business needs a registered agent, please appoint one separately. We're not responsible for time-sensitive items missed because of address, authorization, or contact-information issues outside our control.