Privacy Policy

1. Who We Are

Complianta Ltd ("Complianta", "we", "us", "our") is a company registered in England and Wales. We provide secure IT disposal and data destruction, office IT setup, equipment supply and IT relocation services. Our registered address and contact details are available on our Contact page.

We are committed to protecting your personal data and processing it in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This Privacy Policy explains how we collect, use, share and protect information about you when you use our website or engage our services.

2. Information We Collect

We may collect the following categories of personal data:

• Contact information: name, email address, telephone number, company name and address
• Enquiry and service information: details of the services you enquire about or engage us to provide, including the nature and volume of IT equipment involved
• Technical data: IP address, browser type and version, time zone setting, browser plug-in types, operating system and platform, and other technology on the devices you use to access our website
• Usage data: information about how you use our website, products and services
• Communications data: records of correspondence with us, including emails, telephone calls and web form submissions

We do not intentionally collect any Special Categories of personal data about you (including details about your race, ethnicity, religious beliefs, sex life, sexual orientation, political opinions, trade union membership, health, genetic or biometric data) or information about criminal convictions and offences.

3. How We Use Your Information

We process your personal data for the following purposes and on the following legal bases:

• To respond to enquiries and provide quotes (Legitimate Interests / Pre-contractual steps): When you contact us via our website or telephone, we use your information to respond and to prepare a quotation for our services.
• To perform our services and fulfil our contract with you (Contract Performance): Once you engage us, we use your contact and job details to deliver the agreed services, including organising collections, processing equipment and issuing certificates.
• To comply with legal obligations (Legal Obligation): We retain certain records — including waste transfer notes, data destruction certificates and asset reports — for regulatory compliance with WEEE legislation, UK GDPR, and Environment Agency requirements.
• To send service-related communications (Contract Performance / Legitimate Interests): We may contact you regarding your current or upcoming service, including collection arrangements, job completion confirmations and certificate delivery.
• To improve our website and services (Legitimate Interests): We use analytics data to understand how our website is used and to improve the experience for all visitors.

4. Marketing

We may send you information about our services that we think may be of interest to you. We will only do this where we have your consent or where we have a legitimate interest in doing so. You can opt out of receiving marketing communications at any time by contacting us at info@complianta.co.uk or by using the unsubscribe link in any email we send you.

5. How We Share Your Information

We do not sell, rent or trade your personal data to third parties for marketing purposes. We may share your information with:

• Service partners: Third-party logistics, transport and processing partners involved in delivering our IT disposal service. These partners act as data processors and are subject to appropriate data processing agreements.
• IT service providers: Companies that provide IT and system administration services to us (e.g. email, CRM and website hosting providers).
• Regulatory bodies: The Environment Agency, Information Commissioner's Office (ICO) or other authorities where required by law.
• Professional advisers: Lawyers, accountants and insurers, where required for the running of our business.

All third parties we share data with are required to take appropriate security measures to protect your information. We do not allow our third-party service providers to use your personal data for their own purposes. They are only permitted to process your personal data for specified purposes and in accordance with our instructions.

6. Data Retention

We retain your personal data only for as long as necessary to fulfil the purposes we collected it for, including satisfying any legal, regulatory, accounting or reporting requirements. In general:

• Enquiry and quotation records: 2 years from the date of last contact if no service is engaged
• Customer records and service documentation (including destruction certificates and asset reports): 6 years from the completion of the relevant service, to satisfy legal and regulatory requirements
• Waste transfer notes and WEEE documentation: retained in accordance with Environment Agency requirements
• Website analytics data: as per our analytics provider's retention settings (typically 26 months)

7. Your Rights

Under UK GDPR, you have the following rights in relation to your personal data:

• Access: You have the right to request a copy of the personal data we hold about you.
• Correction: You have the right to request that we correct any inaccurate or incomplete personal data we hold about you.
• Erasure: You have the right to request that we delete your personal data in certain circumstances.
• Restriction: You have the right to request that we restrict the processing of your personal data in certain circumstances.
• Portability: Where processing is based on consent or contract, you have the right to receive your personal data in a structured, commonly used and machine-readable format.
• Objection: You have the right to object to processing based on legitimate interests.

To exercise any of these rights, please contact us at info@complianta.co.uk. We will respond within one month. You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk.

8. Data Security

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. We limit access to your personal data to those who have a genuine need to access it. We have procedures in place to deal with any suspected data breach and will notify you and any applicable regulator where we are legally required to do so.

Our data destruction services are delivered in alignment with ISO 27001 information security management principles and NIST 800-88 data sanitisation standards.

9. Cookies

Our website uses cookies to distinguish you from other users and to improve your experience. We use strictly necessary cookies (required for the site to function), analytics cookies (to understand how visitors use our site) and, where consented, marketing cookies. You can set your browser to refuse all or some browser cookies. Please note that if you disable or refuse cookies, some parts of our website may become inaccessible or not function properly.

10. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of significant changes by posting a notice on our website or contacting you directly where appropriate. The date at the top of this page indicates when this policy was last updated.

11. Contact Us

If you have any questions about this Privacy Policy or our data practices, please contact us:

Complianta Ltd
Email: info@complianta.co.uk
Telephone: 020 3951 4626