Trace & Retrace Policy
TRACE
Your instructions and additional notes are scanned then loaded or imported into our computer system
within 24 hours. The instructions for 48 hour and 7 day cases are then immediately allocated. Our investigators personally record their findings. A report and invoice is generated and dispatched on the day of completion.
RETRACE
When you request a retrace we seek confirmation of our original information from different sources and respond to you within 10 days.
If, after further investigation, we find that our original information is incorrect, but are able to confirm the subject’s current address, this further report will be forwarded to you and be covered under the auspices of our original invoice.
In the circumstance that we find our original information is incorrect, and are unable to confirm the subject’s current address, we will issue you a credit.
In the circumstances that we find our original information is correct (see note 1) you will be charged a trace fee for the re-working of that case (subject to contract).
All re-trace cases returned after 90 days will be classed as new Traces automatically.
FREEDOM OF INFORMATION ACT
Under the Freedom of Information Act (2000) you may have to supply our trace/retrace reports to debtors. To protect the innocent third party sources
(see note 2) we have decided at Vilcol that we can no longer name our sources for their own welfare and safety.
NOTE
We are aware that mail is returned “not known” etc., and that “friends”, “relatives”, “flat mates” and “ex-wives/husbands/girlfriends/boyfriends” etc., call to deny the subject. That does not mean your subject is not there.
By having logos or other identifying marks on an envelope you are inviting the debtor to deny their residence by simply returning the mail unopened. They know why you are writing to them!
Should a person open mail and then claim not to be the person concerned a criminal offence will have been committed if, indeed, they are not the person to whom the letter was addressed. However, there is clearly no willingness on the part of politicians or law enforcers to do anything about this situation. We are not responsible for that state of affairs. Within the strict confines of the Data Protection Act 1998 we strive to operate as effectively as we can for all of our clients.
As you are aware our Trace investigations utilise sources that are normally located in the vicinity of your debtor. As confirmation we advise who our sources are. Our detailed reports often also reflect the personal views of these sources. Our main concern is for the safety and welfare of innocent third parties who have confirmed our Trace. It is now obvious that these people may be putting themselves at risk assisting enquiries to locate your debtors and if named could receive retribution.
