How Relicare handles personal information

Who is responsible for your information

Relicare Ltd is the controller of the personal information described in this notice.

Company

Relicare Ltd

Company number

17065831

Registered in

England and Wales

Registered office

Monomark House, 27 Old Gloucester Street, London, England, WC1N 3AX

Email

[email protected]

Who this notice covers

This notice applies to people who visit our website or correspond with us; work for organisations we contact about professional equipment or other business matters; offer equipment to us; communicate on behalf of an equipment owner; sell or consider selling equipment to us; buy or enquire about equipment from us; or receive professional business-development or marketing communications from us.

Information we may use

Depending on how you interact with us, we may use:

• your name, professional role, organisation and published professional contact details;
• information shown on official business websites, Companies House and other official business registers, professional pages, directories or other relevant public sources;
• emails and other correspondence with us;
• your communication preferences, including whether you responded, declined, objected or asked not to be contacted again;
• equipment models, quantities, approximate or detailed condition, accessories, photographs and descriptions;
• serial numbers or other equipment identifiers where reasonably necessary;
• information about ownership, provenance and a person's authority to offer or sell equipment;
• quotations, offers, negotiations and other enquiry or transaction information;
• collection or delivery information, invoices, receipts and payment information where needed for an actual transaction;
• other information reasonably required to administer a purchase or sale; and
• limited technical information generated when the website is requested, such as an IP address, browser information and request logs processed by our hosting provider for delivery and security.

We do not ask people to provide sensitive personal information or confidential personal information about other people. Please do not provide this information. If we receive it unexpectedly, we will assess whether it should be deleted.

Where information comes from

Information may come directly from you; from an equipment owner, seller, business or person authorised to act on their behalf; from someone who refers or routes our enquiry; from correspondence generated during an enquiry or transaction; or from relevant public professional sources. Public sources may include official business websites, Companies House and other official business registers, professional profiles, directories and other publicly available business information. Our outreach process favours official organisational pages and published professional contact routes. We do not infer unpublished email addresses.

Why we use information and our lawful basis

Equipment procurement and professional outreach

We may use limited professional information to identify and contact selected UK businesses that may own suitable surplus, retired or underused professional equipment, assess potential stock, develop supplier relationships and source inventory. Where this involves personal information, we normally rely on our legitimate interests in developing Relicare's recommerce business through targeted, proportionate business-to-business procurement. We consider necessity, reasonable expectations and privacy impact, use limited public professional information, restrict unsolicited electronic outreach to verified corporate subscribers where consent is not required under the Privacy and Electronic Communications Regulations, identify Relicare and provide a simple way to object.

Equipment enquiries, offers and transactions

Where an individual asks us to assess equipment, make or consider an offer, negotiate, buy or sell equipment, or take another step requested by them towards a contract, we rely on the contract lawful basis to use the information necessary to take those steps or perform the resulting contract. Where the agreement is with an organisation and we use a representative's business contact information, we normally rely on our legitimate interests in communicating with that organisation and administering the transaction.

Ownership, provenance and transaction verification

We may use equipment identifiers, seller or representative information, authority-to-sell information, provenance evidence and relevant transaction records where necessary for our legitimate interests in deciding whether to transact, confirming ownership or authority to sell, reducing the risk of acquiring improperly obtained equipment, protecting Relicare, sellers and future buyers, and maintaining defensible transaction records. These checks are transaction-specific and limited to information reasonably relevant to the proposed or completed transaction. Relicare does not use credit-reference-agency data for these checks and does not maintain a separate fraud-profiling or fraud-intelligence database.

Accounting, taxation and legal matters

We use invoices, receipts, payment and transaction records where necessary to comply with accounting, taxation and other legal obligations. We may also use limited information where necessary for our legitimate interests in establishing, exercising or defending legal claims.

Website and correspondence administration

We use correspondence and limited website request or security information where necessary for our legitimate interests in responding to enquiries, operating and protecting our website and systems, maintaining appropriate business records and preventing misuse. We limit this information to what is proportionate for those purposes.

Direct marketing and professional business development

Some procurement and business-development messages may be direct marketing because they promote Relicare's commercial aims, including when we are seeking to buy rather than sell equipment. Where the Privacy and Electronic Communications Regulations permit a message without consent, we may rely on legitimate interests under data-protection law after completing the required assessment. Where those regulations require consent, including for unsolicited electronic marketing to individual subscribers such as sole traders and certain partnerships, we do not rely on legitimate interests to override that requirement. We identify Relicare, provide a valid contact address and make it easy to object in every direct-marketing message.

Sharing and service providers

Information may be accessed by authorised Relicare personnel and by service providers that support website hosting, business email and cloud-based document or record storage. We may also disclose information to professional advisers, regulators, law-enforcement bodies or public authorities where reasonably necessary or legally required.

We do not sell personal information or provide professional-contact information to third parties for their own advertising.

International transfers

Some technology providers may process information outside the UK. Where UK data-protection law requires a transfer safeguard, we assess the provider's arrangements and use an applicable mechanism, such as UK adequacy regulations or approved contractual safeguards. You may contact us for information about safeguards relevant to your information.

How long we keep information

We normally delete unanswered cold-outreach records within six months of the last contact. We normally delete or anonymise personal information from unsuccessful equipment enquiries within 12 months of the last meaningful contact, unless it remains reasonably necessary for an active enquiry, an objection or suppression record, a legal obligation or a dispute.

We normally retain completed transaction, invoice, receipt and accounting records for at least six years after the end of the relevant accounting period, or longer where a legal requirement, tax enquiry or dispute requires it. We normally retain necessary provenance, authority-to-sell and equipment-identifier records for up to six years after the relevant transaction, with longer retention only where reasonably necessary for an active claim, investigation or legal obligation.

If someone objects to direct marketing or asks not to be contacted again, we retain only the minimum suppression information reasonably necessary to respect that request. Suppression information is used for that purpose and not to continue marketing. Website request and security logs are retained according to our hosting provider's operational security settings and only for as long as needed to deliver and protect the website.

Your data-protection rights

Depending on the circumstances, you may have rights to request access to your personal information, correction of inaccurate information, deletion, restriction of processing or transfer of information you provided to us. You may also object to processing based on legitimate interests. These rights do not all apply in every circumstance. Where we rely specifically on consent for a separate activity, you may withdraw that consent at any time.

Automated decisions and cookies

We do not make decisions about people with legal or similarly significant effects using solely automated processing, and we do not use personal information for automated profiling.

This website does not currently use analytics, advertising cookies, forms, third-party embeds or external tracking scripts. Our hosting provider may process limited request logs needed to deliver and protect the website.

Questions, requests and complaints

To ask a question, exercise a data-protection right, object to direct marketing or ask us not to contact you again, email [email protected]. There is no charge for objecting to direct marketing.

You also have the right to complain to the Information Commissioner’s Office about our use of your personal information. Information about making a complaint is available at ico.org.uk.

Changes to this notice

We may update this notice when our business activities, use of personal information, service providers or legal obligations change. The date at the top shows when it was last updated.