Mail scanning turns your physical post into searchable, shareable digital documents — accessible from anywhere in the world, within 24 hours of arrival. Here is exactly how the process works.
Mail arrives
Letters addressed to your virtual address are delivered to our secure premises. Every item is logged with sender and arrival date.
Opened by authorised staff
Your mail is opened by trained staff under strict confidentiality protocols. By signing up, you authorise us to open and scan mail on your behalf — this is a standard and fully legal arrangement.
Scanned at 300dpi
Each document is scanned at a minimum resolution of 300 dots per inch (dpi), producing clear, readable digital copies. Multi-page documents are scanned in full and saved as a single PDF.
AI reads and classifies
Our AI system analyses the document — identifying the type (invoice, legal notice, HMRC letter, bank correspondence, etc.), extracting key information such as deadlines and amounts, and flagging any urgent items.
Uploaded to your dashboard
The scanned document and AI summary are uploaded to your encrypted dashboard. You can view, download, share, or archive each item from any device.
Email notification sent
You receive an immediate email notification with a summary of the new item. The notification includes the AI-generated summary so you know what the mail is about without opening the dashboard.
Security and access controls
AES-256 encryption at rest
All scanned documents are encrypted using AES-256 encryption when stored on our servers.
TLS encryption in transit
All data transferred between your device and our servers is encrypted using TLS 1.2 or higher.
Role-based access control
Only you and users you explicitly authorise on your account can view your scanned mail.
Staff confidentiality
All staff who handle physical mail operate under binding confidentiality agreements. Activity is logged and audited.
What we cannot scan
Certain items cannot be scanned and will be notified to you for alternative handling:
- Bound books, magazines, or thick catalogues
- Documents printed on thermal paper that cannot be reopened without damage
- Items that appear to contain biological, chemical, or hazardous material
- Parcels or packages larger than A3
- Items that by their nature must be inspected physically (e.g., physical cheques that need to be deposited)
Document retention
Scanned documents are retained in your dashboard for a period that depends on your plan: 30 days on Starter, 90 days on Professional, and 365 days on Business. You can download any document at any time before it is removed. Physical mail is securely shredded after scanning unless you have mail forwarding enabled.
Start scanning your mail today
Mail scanning is included in all Basely Virtual plans. Your first scan is available within 24 hours of account activation.