How SIT Recycling handles personal information

1. Who is responsible for your information

SIT Technology Limited, trading as SIT Recycling, is responsible for the personal information described in this notice where it decides how and why that information is used. SIT Technology Limited is registered in England and Wales under company number 12901045. Its registered office is 34 Blenheim Avenue, Coventry, CV6 4FY.

You can contact us through the contact page or by calling 07459 076145. Please do not send passwords, access codes or unprotected asset registers through a general enquiry.

2. What this notice covers

This notice covers personal information used when you:

• browse the public SIT Recycling website or set a cookie preference;
• submit an enquiry, quotation request or collection request;
• offer equipment to a social-impact programme or make an authorised digital-inclusion referral;
• act as an authorised contact for an organisation;
• authorise an organisation-level profile for the public social-impact showcase;
• use the customer portal, review a quote or access project evidence;
• ask for support, an accessibility adjustment or a document in another format;
• verify a certificate or communicate with the SIT Recycling team; or
• are recorded in a project handover, approval, security or audit event.

Different contractual terms may apply where SIT Recycling processes personal data contained on customer equipment or in customer-provided project files on the customer’s documented instructions. Those roles and instructions should be set out in the applicable service agreement or data processing agreement.

3. Information we may collect

Depending on the service and your relationship with us, we may collect:

• identity and contact information, including name, organisation, role, work email address and telephone number;
• request and site information, including collection address, access instructions, authorised contacts, preferred windows and equipment summaries;
• account information, including WordPress user identifier, organisation assignment, role and account status. We do not have access to your password in readable form;
• commercial information, including quotation versions, approvals, service lines, prices and relevant correspondence;
• project information, including collection references, named handovers, asset assignments, exceptions, document access and support activity;
• social-impact information, including programme choice, anonymous beneficiary reference, broad age band, eligibility category, support requested, organisation assignment, evidence-backed aggregated outcomes and approved organisation-profile information. A public organisation profile may include the approved organisation name, broad location, relationship, summary, website and logo, together with a private permission reference and review date. The public referral form does not request a beneficiary name, diagnosis, immigration record or benefit document;
• technical and security information, including IP-derived security records, device or browser information, timestamps, authentication events and audit logs;
• communications sent to or from the SIT Recycling team; and
• cookie and consent choices stored by the website.

Please provide only information necessary for the request. General website forms should not be used to send passwords, payment-card information, special-category data or confidential asset-level data unless an approved secure route has been agreed.

4. Where information comes from

We normally receive information directly from you, from another authorised contact at your organisation, or from the organisation arranging the service. We may also receive information from our website and security logs, project records, approved service providers, public company or regulatory registers, and communications connected with an agreed project.

If you provide another person’s information, you should make sure you are authorised to do so and that the person has access to appropriate privacy information.

5. Why we use personal information

We may use personal information to:

• respond to enquiries and assess a requested collection or ITAD project;
• prepare, review, issue and record quotations and approvals;
• verify authority, create and administer organisation-scoped portal access;
• plan collections, communicate operational requirements and manage project delivery;
• review equipment offers and digital-inclusion referrals, administer approved UK or Liberia programmes, prevent duplicate allocations and produce organisation-scoped impact reports;
• prepare, approve, review or withdraw organisation-level social-impact profiles where the organisation has authorised public display;
• make certificates, reports and other approved evidence available to authorised users;
• provide support and investigate errors, security concerns or disputed activity;
• maintain audit trails, service quality, continuity and fraud or misuse controls;
• comply with legal, tax, accounting, waste, data-protection and regulatory obligations;
• protect our rights, systems, customers, staff and the public; and
• measure and improve the website where optional analytics have been enabled by consent.

6. Lawful bases

Under UK data-protection law, our lawful basis will depend on the activity:

• contract or steps before a contract, where information is needed to assess, arrange or provide requested services;
• legitimate interests, including operating a secure business website, responding to organisational enquiries, maintaining service and audit records, preventing misuse and improving our services, where those interests are not overridden by individual rights;
• legal obligation, where records or disclosures are required by applicable law; and
• consent, for optional analytics, marketing technologies or another activity where consent is specifically requested.

You may withdraw consent at any time. Withdrawal does not affect processing that was lawful before withdrawal. Essential security, account and service records are not normally based on cookie consent.

Public organisation profiles require documented organisational permission even where the underlying processing uses another lawful basis. Withdrawing that permission removes the profile from routine public display; limited approval and withdrawal records may be retained for accountability.

7. Who information may be shared with

We may share the minimum necessary information with:

• authorised SIT Recycling staff and contractors who need it for their role;
• the organisation responsible for, or participating in, the relevant request or project;
• hosting, security, email, customer relationship management, document and technical service providers acting under appropriate terms;
• approved logistics, treatment, recycling or professional partners where necessary for the agreed service;
• approved community, education or delivery partners where necessary to assess a referral, provide agreed support or evidence a programme outcome;
• professional advisers, auditors and insurers; and
• courts, regulators, law-enforcement bodies or other parties where disclosure is required or permitted by law.

Zoho Bigin may receive controlled commercial workflow information through a server-side integration. WordPress and SIT Recycling’s operational records remain authoritative for the website request and portal workflow. We do not sell personal information.

8. International transfers

Some service providers may store or access information outside the United Kingdom. Where UK data-protection law requires it, we use an approved transfer mechanism and proportionate contractual, organisational or technical safeguards. You may contact us for more information about the safeguards relevant to your information.

9. How long information is kept

We keep personal information only for as long as reasonably necessary for the purpose collected, including service delivery, account administration, security, audit, legal, tax, insurance and dispute requirements. Different records have different retention periods.

When information is no longer required, we delete it, anonymise it or place it beyond routine use in accordance with the applicable retention process. Customer project evidence and certificates may need to remain available for the period agreed in the service contract.

Social-impact referrals are reviewed separately from customer accounts. Declined or inactive referral details should be removed or anonymised under the approved programme retention schedule; evidence-backed aggregate totals may be retained without beneficiary identity for reporting and audit.

Organisation-showcase profiles are reviewed on the recorded date and stop being displayed when permission expires or is withdrawn. We may retain a limited audit record of the approval and withdrawal after public display ends.

10. Security and portal access

We use administrative, technical and organisational measures intended to protect information against unauthorised access, alteration, loss or disclosure. Customer portal records are designed to be restricted by authenticated user, capability and organisation assignment.

No internet service is completely secure. Keep your credentials confidential, use a unique password, sign out on shared devices and tell us promptly if you believe an account or document has been accessed incorrectly. Do not send passwords or access codes to SIT Recycling by email.

11. Your data-protection rights

Depending on the circumstances, you may have rights to:

• ask for access to your personal information;
• ask us to correct inaccurate or incomplete information;
• ask for deletion or restriction;
• object to processing based on legitimate interests or to direct marketing;
• receive certain information in a portable format; and
• withdraw consent where processing relies on consent.

These rights are not absolute and exemptions may apply. We may need to verify your identity and authority before acting. If a request concerns information controlled by one of our customers, we may refer the request to that customer where appropriate.

12. Cookies, analytics and marketing

Necessary storage supports security, WordPress authentication, portal sessions and remembering privacy choices. Optional analytics and marketing technologies remain off unless enabled through the cookie controls. The Cookie Policy lists the current categories, purposes and available controls.

13. Automated decisions and children

We do not currently make decisions about website, portal or social-impact applicants solely by automated means where the decision has a legal or similarly significant effect. Website forms may validate fields, route requests or flag operational review requirements, but a submission does not automatically confirm service acceptance, price, collection, programme eligibility, equipment allocation or portal access.

The customer portal is intended for authorised organisational contacts and is not directed at children. A parent, guardian or authorised organisation must make a referral involving a person under 18. Before support is delivered, safeguarding, consent and privacy responsibilities must be confirmed with the responsible adult or organisation.

14. Questions, complaints and changes

Please contact us first if you have a privacy question or concern so that we can investigate. You also have the right to complain to the Information Commissioner’s Office, the UK supervisory authority for data protection.

We may update this notice when our services, providers, legal obligations or processing activities change. The date at the top identifies the current version. Material changes affecting portal users may also be communicated through the portal or an appropriate contact route.