A process you want looked at
Describe what happens now. See the note further down this page for the five things that make a first reply useful rather than a request for more information.
Contact
One address, read by the person who does the work.
There is no contact form on this site. A form implies a queue and a sales function that do not exist here, so enquiries go straight to an address a person reads.
Routes
Three reasons to write, one address.
The same inbox handles all three. The subject lines below are suggestions that make sorting faster, not requirements.
A data protection request
Access, rectification, erasure, restriction, portability or objection under the UK GDPR. Requests are acknowledged and answered within one month of receipt, and identity is verified first.
A legal or formal notice
Notices may be sent by email to the same address. Where a contract or a rule of court requires service in writing at the registered office, post it to 4 Wix Road, Basingstoke, England, RG24 9ZF.
What to expect
Commitments, and the things this company will not pretend to offer.
[email protected]
Monitored on working days. We aim to reply within three working days, and a reply that says no is still a reply.
Post
ZAAPTO LTD, 4 Wix Road, Basingstoke, England, RG24 9ZF. This is the registered office. Post is collected less often than email is read, so email first if a matter is time sensitive.
Telephone
Not published. There is no switchboard and no published number, so none is printed here. A call can be arranged by email once there is something to talk about.
Contact form
Not used. This is a static site with no server to receive a submission. Rather than run a form that quietly posts nowhere, every action on this site opens your own mail client with the address already filled in.
Sales calls
Not made. Writing to this address does not add anyone to a list. Nobody will telephone. If a reply is not wanted, say so and the thread ends there.
Data protection timing
Requests under the UK GDPR are answered within one month of receipt, extendable by two further months for complex requests, with the reason for any extension given inside the first month.
Writing the first email
Five things that make a first reply useful.
None of this needs to be tidy. A rough description of a real process beats a polished description of an intention.
1. The process, in the order it happens
Start where the work arrives and finish where it stops being anyone's problem. Who receives it, what they do next, where they put the result. Two paragraphs is plenty.
2. The systems involved, by name
The actual products, as they are billed. Naming them is what allows a first reply to say whether the handoff is straightforward, awkward or not possible with the plan currently held.
3. How often it happens, and who does it
Daily, weekly, forty times a month, or seasonally. A role is enough, and no individual needs to be named.
4. What goes wrong now
The failure that prompted the email. Something arrives late, something is entered twice, something is only noticed when a client complains. This is usually the most useful sentence in the message.
5. Constraints already known
A budget ceiling, a date, a system that is being replaced next year, an internal rule about where data may be held. Constraints stated early prevent a proposal that was never going to be acceptable.
What happens to the email
It is read by a person. If the work is a fit, the reply proposes a fixed price for the scope stage. If it is not, the reply says so and, where possible, says where else to look. Enquiry correspondence is kept while there is an active discussion and, if nothing comes of it, for no longer than twelve months, as set out in the retention table.
Please do not send
Credentials, passwords, API keys or personal data about anybody else. Nothing in a first email needs them, and an enquiry inbox is the wrong place for them. If a discussion reaches the point where access is needed, access is arranged in the client's own systems under a written agreement.
Describe one process.
We will tell you whether it is worth automating, including when the answer is that it is not.
Registered office: 4 Wix Road, Basingstoke, England, RG24 9ZF. Company number 16938315.