10th october 2026

Privacy Policy

Learn how Ecoaera collects, uses, and protects your information. We are committed to maintaining the highest standards of data security and transparency in accordance with UK data protection regulations.

1. About this policy

Ecoaera Limited respects your privacy and is committed to protecting your personal information.

This privacy policy explains how we collect, use, store and protect your personal information when you:

• Visit our website
• Contact us or submit an enquiry
• Subscribe to our newsletter or marketing communications
• Create or use a customer account or portal
• Purchase or enquire about our services
• Otherwise communicate or do business with us

It also explains your rights under UK data protection law.

2. Who we are

Ecoaera Limited is the data controller for personal information collected and used through our website, customer enquiries, marketing activities and business operations. When handling personal data stored on customer equipment as part of our secure data erasure and destruction services, we may act as a data processor on behalf of our customers, depending on the nature of the service and the agreement in place.

Our details are:

Company: Ecoaera Limited
Registered company number: 17060234
Registered office: 4c Lower Street, Tettenhall, Wolverhampton, West Midlands, WV6 9AF
Website: www.ecoaera.co.uk
Privacy contact: contact@ecoaera.co.uk
Telephone: 01902 96 25 96

3. Personal information we collect

The information we collect depends on how you interact with us.

This may include:

• Your name
• Your job title and company name
• Your email address
• Your telephone number
• Your postal, collection or delivery address
• Information included in contact forms, emails or other messages
• Details about equipment, collections, recycling or data destruction services
• Quotation, order, invoice and payment information
• Customer account and portal login details
• Documents, reports and records uploaded to or accessed through the customer portal
• Your newsletter and marketing preferences
• Records of your communications with us

Please do not send us unnecessary personal information or special category information through our website forms.

When you use our website, we may collect technical and usage information, including:

• Your Internet Protocol address
• Browser type and version
• Device type and operating system
• Pages visited and actions taken
• The date and time of your visit
• The website or search engine that referred you to us
• Cookie identifiers and consent preferences
• Website performance, security and error information

We may collect this information through cookies and similar technologies.

We may receive personal information from:

• Your employer or another person within your organisation
• Customers, suppliers and business partners
• Payment, accounting and customer management providers
• Website, analytics and technical service providers
• Publicly available sources, such as Companies House or company websites
• Another person arranging a service, collection or delivery on your behalf

• Business information providers supplying professional contact details, including names, job titles, company details and business postal addresses for relevant marketing activities.

Equipment received for IT asset disposal, refurbishment or data destruction may contain personal information belonging to our customers or other individuals. We handle this information only as necessary to provide our agreed services and fulfil our legal and contractual responsibilities. Where we act as a data processor, we process personal information in accordance with our customers' documented instructions.

Some personal information is necessary for us to respond to enquiries, arrange collections, provide services and meet our legal obligations. If you choose not to provide the information required, we may be unable to process your request or provide certain services.

4. How we use your information

We may use your personal information to:

• Respond to enquiries and provide requested information
• Prepare quotations and service proposals
• Arrange collections, deliveries, recycling and data destruction services
• Create and manage customer accounts
• Provide access to our customer portal
• Produce asset reports, recycling records and data destruction certificates
• Manage contracts, orders, invoices and payments
• Provide customer support
• Maintain business and compliance records
• Send newsletters and marketing communications where permitted
• Understand how visitors use our website
• Improve our website, services and customer experience
• Maintain the security of our website, portal and systems
• Prevent fraud, misuse and unauthorised access
• Establish, exercise or defend legal claims
• Comply with legal and regulatory obligations

We will not use your personal information for purposes that are incompatible with those described in this policy unless the law allows or requires us to do so.

5. Our lawful bases

UK data protection law requires us to have a lawful basis for using personal information.

We may rely on the following lawful bases:

Contract - We may use your information when it is necessary to enter into or perform a contract with you. This includes preparing quotations, providing services, managing customer accounts and processing payments.

Legitimate interests - We may use your information where it is necessary for our legitimate business interests, provided that your rights and interests do not override them.

These interests may include:

• Responding to business enquiries
• Managing customer and supplier relationships
• Operating and improving our services
• Maintaining website and information security
• Keeping appropriate business records
• Promoting our services to relevant business contacts through postal marketing and other lawful business communications.
• Preventing fraud and protecting our business

• Establishing, exercising or defending legal claims where permitted by law.

Consent - We may rely on your consent for:

• Newsletter subscriptions
• Certain marketing communications
• Non-essential cookies and analytics technologies

You may withdraw your consent at any time. Withdrawing consent will not affect anything we lawfully did before it was withdrawn.

Legal obligation - We may use or retain information where necessary to comply with legal, tax, accounting, waste management, environmental, regulatory or law enforcement requirements.

6. Newsletter and marketing communications

You may choose to subscribe to our newsletter or receive information about our services. When you subscribe, we may collect your name, email address, company details, subscription preferences and information about how you interact with our emails.

We may contact relevant businesses by post using professional contact information obtained directly, from publicly available sources or from business information providers.

We may also send marketing emails to business contacts where permitted by law. Where consent is required, we will obtain it before sending marketing communications.

You have the right to object to direct marketing at any time. We respect all requests to stop receiving marketing and will not use your personal information for further direct marketing once you have objected.

You can unsubscribe at any time by:

• Selecting the unsubscribe link in a marketing email
• Contacting us at contact@ecoaera.co.uk
• Updating your preferences within your customer account, where available

We may retain a limited suppression record after you unsubscribe. This allows us to record your preference and avoid sending further marketing communications.

7. Customer accounts and portal information

If you create or use a customer account or portal, we may process:

• Account registration details
• Account login and authentication information
• Authorised user and company details
• Account activity and login records
• Service requests and collection details
• Equipment and asset information
• Serial numbers and asset identifiers
• Waste documentation
• Recycling and recovery reports
• Data destruction certificates and reports
• Invoices and commercial records
• Support messages and audit records

We use this information to provide the portal, manage our services, maintain security and supply records to authorised customers.

You are responsible for keeping your login details confidential and for telling us promptly if you believe your account has been accessed without permission.

Business customers must ensure that any personal information they provide to us has been collected and shared lawfully.

8. Cookies

Cookies are small files stored on your device when you visit a website. Similar technologies may also store or access information on your device.

We may use the following types of cookies:

Strictly necessary cookies - These cookies are required for the website, customer portal, security features and cookie preference controls to work properly.

Analytics cookies - These cookies help us understand how people use our website, such as which pages are visited and whether errors occur. Analytics cookies will only be used where you have provided the required consent.

Preference cookies - These cookies remember choices you make, such as your cookie preferences or account settings.

Marketing cookies - We may use marketing cookies to measure campaigns or provide more relevant advertising. These cookies will only be used with the required consent.

You can accept, reject or change your cookie choices using the cookie control available on our website. For detailed information about the cookies used, their providers and how long they remain on your device, please read our Cookie Policy.

9. Who we share information with

We may share personal information with trusted organisations that help us operate our business and provide our services, including:

• Website hosting and support providers
• Customer portal and account management providers
• Email and newsletter platforms
• Analytics providers
• Cloud storage and information technology providers
• Payment and banking providers
• Accounting and professional advisers
• Collection, delivery and logistics providers
• Recycling, processing and waste management partners
• Data destruction service providers
• Insurers
• Regulators, public authorities, courts and law enforcement bodies
• Prospective buyers, investors or advisers involved in a business sale, restructuring or transfer

Our main website and data service providers include:

• Website hosting provider: Google
• Website platform: Wix
• Analytics provider: Google
• Newsletter provider: Transpond
• Customer portal provider: Wix
• Payment processing provider: Stripe

• Accounting and invoicing provider: Xero

We require service providers to protect personal information and only use it for the agreed purpose. We do not sell your personal information.

10. International transfers

Some of our service providers may store or process personal information outside the United Kingdom. Where personal information is transferred internationally, we will use an appropriate legal safeguard.

This may include:

• Transferring information to a country recognised by the UK as providing an adequate level of protection
• Using approved contractual protections
• Relying on another transfer mechanism permitted under UK data protection law

You can contact us for further information about the safeguards used for international transfers.

11. How long we keep information

We keep personal information only for as long as reasonably necessary for the purpose for which it was collected, including legal, accounting, regulatory and reporting requirements.

Our usual retention periods are:

• General enquiries: normally up to 24 months after the last meaningful contact
• Unsuccessful quotations: normally up to 24 months after the quotation expires or discussions end
• Customer and contract records: normally for the duration of the relationship and up to six years afterwards
• Invoices, payments and accounting records: normally six years after the end of the relevant accounting period
• Customer portal accounts: while the account is active and for an appropriate period after closure
• Waste transfer notes: Retained for at least two years.

• Hazardous waste records: Retained for the applicable legal period, generally at least three years.

• Data destruction certificates: Securely retained for six years from the date of issue, unless a longer period is required by law or necessary for an ongoing legal claim.

• Other service and asset records: Retained in accordance with applicable legal, contractual and regulatory requirements.
• Newsletter information: until you unsubscribe or we determine that the information is no longer current
• Marketing suppression records: for as long as necessary to respect your decision not to receive marketing
• Cookie and analytics information: for the period stated within our cookie settings or Cookie Policy
• Security and access logs: for a limited period appropriate to security, investigation and audit needs

We may retain information for longer where necessary because of a complaint, legal claim, investigation or regulatory requirement.

We may anonymise information so that it can no longer identify an individual. Anonymised information may be retained for statistical and business analysis purposes.

12. How we protect your information

We use reasonable technical and organisational measures to protect personal information against:

• Unauthorised access
• Accidental loss
• Misuse
• Alteration
• Disclosure
• Destruction

These measures may include access controls, encryption, account authentication, secure systems, staff procedures, backups, monitoring and supplier checks. Access to personal information is limited to people and service providers who have a genuine business need to use it.

No internet based service is completely secure. You should therefore take reasonable care when submitting information online and keep your account credentials confidential.

13. Your data protection rights

Depending on the circumstances, you may have the right to:

• Request access to your personal information
• Ask us to correct inaccurate or incomplete information
• Ask us to delete your information
• Ask us to restrict how your information is used
• Object to certain uses of your information
• Receive certain information in a portable format
• Withdraw consent where we rely on consent
• Object to direct marketing at any time
• Complain about how we use your information

These rights are not absolute and may be subject to legal conditions or exemptions. To exercise a right, contact us at contact@ecoaera.co.uk.

We may need to request information to confirm your identity before completing your request. We will not normally charge a fee, although the law permits a reasonable fee or refusal in certain limited circumstances.

14. Automated decision making

We do not currently use personal information to make decisions about individuals solely through automated processes that produce legal or similarly significant effects. We will update this policy if that changes.

15. Children’s information

Our website and services are intended for businesses and adults. They are not directed at children. We do not knowingly collect personal information from children through the website. Please contact us if you believe a child has provided personal information to us.

16. Third party websites

Our website may contain links to websites operated by other organisations. We are not responsible for the privacy, content or security practices of those websites. You should read the privacy policy of each external website you visit.

17. Complaints

If you have concerns about how we handle your personal information, you can submit a complaint by emailing contact@ecoaera.co.uk. We will acknowledge your complaint within 30 days of receiving it, investigate your concerns and keep you informed of our progress.

We will communicate the outcome without undue delay. You also have the right to complain to the Information Commissioner's Office (ICO), the UK's independent regulator for data protection.

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Telephone: 0303 123 1113

You can find further information through the Information Commissioner’s Office website.

18. Changes to this policy

We may update this privacy policy when our services, systems, suppliers or legal obligations change. The latest version will be published on this page. Significant changes may also be communicated through the website, customer portal or by email where appropriate.

19. Contact us

For questions about this policy or how we use your personal information, contact: