Recofloor privacy and fair processing notice
Your guide to how we handle personal data (information that could identify you).
This privacy policy addresses the following:
- – Business contacts and enquirers
- – Scheme participants
- – Recofloor event participants
- – Suppliers and potential suppliers
- – Newsletter subscribers
- – Website usage and payment form
To ask us what personal data we hold on you, email info@recofloor.org, or call 0161 355 7618.
If you have any complaints about how we have treated your personal data you can contact the UK Information Commissioner at https://ico.org.uk/
- Business contacts and enquirers
Note that this section of the policy only applies to people who have not joined the Recofloor scheme. See scheme participants for details of how we handle personal data once you sign up to the scheme.
Data controller
Recofloor Limited
What data we collect
We collect names, contact details and job titles of people who might be interested in the Recofloor scheme.
We may, with your consent, take photographs and video recordings. We may also hold photographs taken at events before May 2018 for which you did not give explicit consent.
Where we collect data from
We collect data directly from people who contact us with enquiries and from people we meet or make contact with in other ways. We also collect data from publicly available sources and from third-party individuals who may tell us about people or organisations that may be interested in the scheme.
How we use personal data
We use your details to respond to enquiries and provide information about Recofloor.
We may use photographs and video recordings of you to promote the scheme.
Who we share personal data with
We share personal data with Resource Futures Ltd who acts as our data processor in managing the scheme and provide our IT infrastructure.
Recofloor and Resource Futures share business contact and enquirer personal data with third-party organisations who provide services to support the operation of the Recofloor scheme, including suppliers of cloud-based software. These third parties may in turn share personal data with other companies acting as sub-processors. The organisations we share your data with include (but are not limited to) our website and email hosts and IT support providers, and providers of cloud-based office administration, document storage and bookkeeping software, email marketing services, and CRM (customer relationship management) services.
Third-party provider details are subject to change. You can ask us for current details by emailing info@recofloor.org, or calling 0161 355 7618.
We may share photographs and video recordings of you with the public in our promotional material.
Otherwise, we only share your data with other organisations as required by law.
How we protect personal data
Resource Futures Ltd applies high standards of security to information stored on its own servers and both Recofloor and Resource Futures provide appropriate data protection training for staff. Where we or Resource Futures share information with organisations either within the European Economic Area or outside it, we use our best efforts to ensure each organisation is committed to high standards of data security and complies with GDPR.
The organisations we and Resource Futures share personal data with have agreed to use it only for the purposes of helping us operate our business or as required by law.
Resource Futures has been accredited the UK government’s Cyber Plus Essentials certificate to prove we are doing everything possible to keep data safe.
Legal basis for handling personal data for enquirers and business contacts
The legal basis on which we handle personal data for enquirers and business contacts is legitimate interest. The legitimate interest is that of responding to enquiries and promoting the Recofloor scheme. We rely on the legal basis of consent for using photos taken after 25 May 2018.
How long we keep personal data
We will keep your personal data for as long as we think you might have an interest in the scheme.
What to do if you want us to delete your personal data or to stop contacting you
If you want us to delete your personal data, email info@recofloor.org or call 0161 355 7618.
If you do not want us to contact you again in future, email info@recofloor.org or call 0161 355 7618. We will keep a note of your name and company so that we know not to contact you.
What to do if you want us not to use photographs or video recordings of you
To ask us not to use photographs or video recordings of you, email info@recofloor.org, or call 0161 355 7618.
- Scheme participants
Data controller
Recofloor Limited
What data we collect
We collect names, contact details and job titles of relevant people from organisations joining the scheme.
We collect the names and addresses of distributor sites registered as drop-off locations. These may contain personal data.
We may, with your consent, take photographs and video recordings of you. We may also hold photographs of you taken before May 2018 for which you did not give explicit consent.
Where we collect data from
We collect data directly from people who join the scheme.
How we use personal data
We use personal data to operate the scheme, to provide information about the scheme to you, to send you our newsletter or event notifications or both if you have asked for them, and to process payments.
We may use photos and video recordings of you to promote the Recofloor scheme.
Who we share personal data with
We share personal data with Resource Futures Ltd which act as our data processor in managing the scheme and provides our IT infrastructure.
Recofloor and Resource Futures share scheme participant personal data with third-party organisations who provide services to support the operation of the Recofloor scheme, including suppliers of cloud-based software. These third parties may in turn share personal data with other companies acting as sub-processors. The organisations we share your data with include (but are not limited to) our bank, our website and email hosts and IT support providers, and providers of cloud-based office administration, document storage and bookkeeping software, email marketing services, and CRM (customer relationship management) services.
Third-party provider details are subject to change. You can ask us for current details by emailing info@recofloor.org, or calling 0161 355 7618.
We share individual names, job titles and company names with Altro Limited and with Polyfloor Ltd, the two organisations who fund the Recofloor scheme.
We share distributor drop-off location business names and addresses with the general public through the Recofloor website and other information channels.
We may share photographs and video recordings of you with the public in promoting the scheme.
We may share personal data with relevant third parties for the purposes of debt collection.
Otherwise, we only share your data with other organisations as required by law.
How we protect personal data
Resource Futures Ltd applies high standards of security to information stored on its own servers and both Recofloor and Resource Futures provide appropriate data protection training for staff. Where we or Resource Futures share information with organisations either within the European Economic Area or outside it, we use our best efforts to ensure each organisation is committed to high standards of data security and complies with GDPR.
The organisations we and Resource Futures share personal data with have agreed to use it only for the purposes of helping us operate our business or as required by law.
We have been awarded the UK government’s Cyber Essentials accreditation to help us make sure we are doing everything possible to keep data safe.
When required, members’ payment details are taken online by a third party organisation or by telephone and entered directly into the online payment form for secure processing. Payment details are not written down or stored by Recofloor or Resource Futures, but they may be kept by the third party card processing company.
Third-party provider details are subject to change. You can ask us for current details by emailing info@recofloor.org, or calling 0161 355 7618.
Legal basis for handling personal data for scheme participants
For most activities involving scheme participants, the legal basis on which we handle personal data is contract. We may also rely on the legal basis of legitimate interest where we use data to promote the scheme or to contact you about the scheme for reasons that are not essential for providing membership services. We rely on the legal basis of consent for using photos taken after 25 May 2018.
How long we keep personal data
We will keep your personal data for as long as you are a participant and then for 7 years.
What to do if you want us to stop contacting you
If you get our email newsletter, event notifications, or both (you may have opted in when you joined the scheme or signed up separately at some point) and don’t want to receive one or both anymore, you can unsubscribe by clicking the unsubscribe link at the bottom of any edition of the email you no longer want.
If you do not want us to contact you in other ways, email info@recofloor.org, or call 0161 355 7618. We will keep a note of your name and company so that we know not to contact you.
What to do if you want us to delete your personal data
If you want us to delete your personal data, email info@recofloor.org, or call 0161 355 7618. We will let you know whether it is possible to delete your data. We can’t delete data that must be kept for tax and accounting purposes.
What to do if you want us not to use photographs or video recordings of you
To ask us not to use photographs or video recordings of you, email info@recofloor.org, or call 0161 355 7618.
- Recofloor event participants
Note: The following applies to events organised by Recofloor as the Recofloor Awards and does not apply to events held at distributor sites, for example ‘Bacon Butty’ events or trade events. We only collect personal data at distributor site events if people sign up to the scheme, make an enquiry, or supply the event – in which case the participants, enquirers, or suppliers sections of this notice applies.
Data controller
Recofloor Limited
What data we collect
We collect names, contact details, job titles and dietary requirements of people who book for events.
We may, with consent, take photographs and video recordings. We may also hold photographs taken before May 2018 for which you did not give explicit consent.
Where we collect data from
We collect personal data from people who book for events and from the people who book on behalf of others.
How we use personal data
We use personal data to communicate about Recofloor events, to manage events, and to produce delegate lists. We may use names, photos and video recordings to promote Recofloor events, award winners, and the Recofloor scheme generally.
Who we share personal data with
We share personal data with Resource Futures Ltd which acts as our data processor in managing the scheme and provides our IT infrastructure.
We share names and job titles of event participants with other event attendees through the delegate list. We may also share names and dietary requirements with the venue for the event.
Recofloor and Resource Futures Ltd share personal data with third-party organisations who provide services to support the operation of the Recofloor scheme, including suppliers of cloud-based software. These third parties may in turn share personal data with other companies acting as sub-processors. The organisations we share your data with include (but are not limited to) Resource Futures website and email hosts and IT support providers, and its providers of cloud-based office administration, document storage software, email marketing services, and CRM (customer relationship management) services.
Third-party provider details are subject to change. You can ask us for current details by emailing info@recofloor.org or call 0161 355 7618.
We may share photographs and video recordings of you with the public in promoting the scheme.
Otherwise, we only share data with other organisations as required by law.
How we protect personal data
Resource Futures Ltd applies high standards of security to information stored on its own servers and both Recofloor and Resource Futures provide appropriate data protection training for staff. Where we or Resource Futures share information with third parties either within the European Economic Area or outside it, we use our best efforts to ensure each organisation is committed to high standards of data security and complies with GDPR.
The organisations we and Resource Futures share personal data with have agreed to use it only for the purposes of helping us operate our business or as required by law.
We have been awarded the UK government’s Cyber Essentials accreditation to help us make sure we are doing everything possible to keep data safe.
Legal basis for handling personal data for event participants
We rely on the legal basis of contract to send details of the event and manage the event. We rely on the legal basis of legitimate interest for using personal data to produce delegate lists, promote award winners, and promote Recofloor events and the scheme generally. We rely on the legal basis of consent for using photos taken after 25 May 2018.
How long we keep personal data
We keep your personal data for 5 years, with the exception of photos which we may keep indefinitely.
What to do if you want us to delete your personal data, not to use photos or video recordings of you or to stop contacting you
If you want us to delete your personal data or not to use photos and videos of you, email info@recofloor.org or call 0161 355 7618.
If you do not want us to contact you again in future, email info@recofloor.org or call 0161 355 7618.
We will keep a note of your name and company so that we know not to contact you.
- Suppliers and potential suppliers
Data controller
Recofloor Ltd
What data we collect
We collect names, contact details and job titles of people from organisations who supply products and services to us or who we might want to buy from in future.
We may, with your consent, take photographs and video recordings.
Where we collect data from
We collect data directly from you. We also collect data from publicly available sources, trade referees, and third-party individuals who may tell us about potential suppliers.
How we use personal data
We use your contact details to find out about your products and services, to conduct due diligence before entering into a contract, and to communicate about orders and mutual projects.
Who we share personal data with
We share data with Resource Futures Ltd, which acts as our data processor in managing the scheme and provides our IT infrastructure.
Recofloor and Resource Futures share supplier and potential supplier personal data with third-party organisations who provide services to support the operation of the Recofloor scheme, including suppliers of cloud-based software. These third parties may in turn share personal data with other companies acting as sub-processors. The organisations we share your data with include (but are not limited to) our bank, our website and email hosts and IT support providers, and providers of cloud-based office administration, document storage and bookkeeping software, email marketing services, and CRM (customer relationship management) services.
Third-party provider details are subject to change. You can ask us for current details by emailing info@recofloor.org, or calling 0161 355 7618.
Where you have given consent for photographs or video recordings, we may share these with the public in promoting the scheme.
We may share data with relevant parties when we undertake due diligence.
We may, with your consent, share personal data with other companies we partner with to provide our products and services and with potential customers for your business.
Otherwise, we only share data with other organisations as required by law.
How we protect personal data
Resource Futures Ltd applies high standards of security to information stored on its own servers and both Recofloor and Resource Futures provide appropriate data protection training for staff. Where we or Resource Futures share information with organisations either within the European Economic Area or outside it, we use our best efforts to ensure each organisation is committed to high standards of data security and complies with GDPR.
The organisations we and Resource Futures share personal data with have agreed to use it only for the purposes of helping us to operate our business or as required by law.
We have been awarded the UK government’s Cyber Essentials accreditation to help us make sure we are doing everything possible to keep data safe.
Legal basis for handling personal data for suppliers and potential suppliers
For most activities involving suppliers and potential suppliers, the legal basis on which we handle personal data is contract. We may also rely on the legal basis of legitimate interest where we use data to promote the scheme or to contact you for reasons that do not form part of our contracted obligation. We rely on the legal basis of consent for using photos taken after 25 May 2018.
How long we keep personal data
We will keep your personal data for as long as is necessary to for you to deliver the product or service and then for 7 years. We may also keep your data for as long as we think we might buy further products and services from you.
What to do if you want us to delete your personal data or to stop contacting you
If you want us to delete your personal data, email info@recofloor.org or call 0161 355 7618. We will let you know whether it is possible to delete your data. We can’t delete data that must be kept for tax and accounting purposes.
If you want us not to contact you again in future, email info@recofloor.org, or call 0161 355 7618. We will keep a note of your name and company so that we know not to contact you.
What to do if you want us not to use photographs or video recordings of you
To ask us not to use photographs or video recordings of you, email info@recofloor.org, or call 0161 355 7618
- Newsletter subscribers
This policy only applies to people signing up to either the Recofloor newsletter or Recofloor event notifications independently from becoming a scheme participant. If you are also in contact with us in another capacity, we will process separately the details we have for you in that capacity.
Data controller
Recofloor Ltd
What personal data we collect
We collect names, email addresses and company names.
How we use personal data
If you sign up for the Recofloor newsletter, we will send you the newsletter which contains information about the scheme and about relevant recycling issues.
If you sign up for Recofloor event notifications, we will send you emails telling you about events we are planning.
Who we share personal data with
We share subscriber data with Resource Futures Ltd, which acts as our data processor in managing the Recofloor scheme and provides our IT infrastructure.
We also share subscriber data with the cloud-based email marketing software service we use to manage our email list and send out our newsletters and event notifications and which acts as our data sub-processor in that capacity.
Third-party provider details are subject to change. You can ask us for current details by emailing info@recofloor.org, or calling 0161 355 7618.
Otherwise, we only share personal data from our email list with other organisations as required by law.
How we protect personal data
Resource Futures Ltd applies high levels of security to data stored on its own servers. It holds a Cyber Essentials Plus certificate of assurance. Resource Futures complies with the requirements of the Cyber Essentials scheme which identify the organisations ICT defences were satisfactory against commodity-based cyber-attack. Cyber Essentials is a government-backed scheme operated by the National Cyber Security Centre.
Where we share information with other organisations either within the European Economic Area or outside it, we use our best efforts to ensure each organisation is committed to high standards of data security and complies with GDPR guidelines.
Both Recofloor and Resource Futures provide appropriate data protection training for staff.
Legal basis for handling personal data for newsletter subscribers
The legal basis on which we handle personal data for people who sign up for our newsletter or event notifications is consent.
How long we keep personal data
We will keep your data until you tell us to delete it. We may delete data when emails to the address become undeliverable.
What to do if you want us to stop sending you the newsletter or event notification emails
If you want us to stop sending you the Recofloor newsletter, click the unsubscribe link at the bottom of any newsletter email.
If you want us to stop sending you Recofloor events notifications, click the unsubscribe link at the bottom of any event notification email.
What to do if you want us to delete your personal data
If you want us to delete your personal data, email info@recofloor.org or call 0161 355 7618.
- Website usage and payment form usage
We collect, store and use information about the device you are using and about your visits to and use of this website (including your IP address, geographical location, browser type and version, operating system, referral source, length of visit, page views and website navigation paths and payment details).
Cookies
We may use cookies on our website to help us understand how people use the site and to improve it. Cookies are files sent from the web server to the browser and back again. We use Google Analytics cookies to collect anonymous information such as how many visitors come to the site, how visitors have reached the site, and what pages they visit. Cookies do not generally contain any information that identifies a user, though there might be links between the personal information we hold on you and the information we get from cookies. You can disable cookies in your browser if you don’t want them to be used – see the browser help menu to find out how.
