Privacy policy

Who we are

RenewIT Systems Limited (company number 13998768), registered in England and Wales, is the data controller for personal information collected through renewit-systems.co.uk. Our registered office is 2 The Grove, St. Silas Square, Birmingham, B19 1QP, United Kingdom.

You can contact us about anything in this policy by email at [email protected] or by telephone on 0121 469 0023.

Information we collect

We only collect what you choose to send us. Depending on which form you complete, that may include:

• Name — so we know who we are responding to.
• Company — the organisation the requirement relates to.
• Email address — the main route we use to reply.
• Telephone number — optional, where you prefer a call.
• Business type — optional context about the organisation.
• Product requirements — the categories of equipment you are asking about.
• Model and specification information — anything you tell us about preferred or required products.
• Quantity — how many units the requirement covers.
• Compatibility requirements — what the equipment has to work with.
• Current environment information — only where you volunteer it.
• Delivery postcode — to understand where equipment would go.
• Timeframe — when the requirement needs to be met.
• Budget guidance — optional, and only if you choose to supply it.
• Notes — any additional information you add.

We also collect limited technical information automatically, such as the pages requested and general server log data, which is used to keep the site working and secure.

Why we use it

• To respond to your enquiry and answer questions about it.
• To prepare a specification, source options and issue a quotation.
• To confirm compatibility, availability, quantities and lead times with suppliers.
• To process and coordinate an order if one proceeds.
• To keep records of quotations and orders as required for business and tax purposes.
• To maintain the security and performance of this website.

We do not sell personal information, and we do not use enquiry details for unrelated marketing.

Lawful basis

Where you submit an enquiry, we rely on your consent and on our legitimate interests in responding to a business enquiry. Where an order proceeds, we rely on the performance of a contract. Where we keep transaction records, we rely on our legal obligations.

Optional analytics cookies are only used where you have given consent, which you can withdraw at any time from the cookie settings link in the footer.

What we do not ask for

Our forms never request passwords, product licence keys, software activation keys, administrator credentials, network passwords, API credentials, device-management credentials or sensitive infrastructure documentation. Please do not send any of these through the website.

Sensitive technical details can be shared through an agreed secure method after initial contact.

Cookies and analytics

This site uses essential storage to remember your cookie preference. No optional analytics are loaded until you accept them. Full detail is in the cookie policy, and you can change or withdraw your choice at any time using the cookie settings link in the footer.

Processors and third parties

To respond to an enquiry or fulfil an order we may need to share relevant details with third parties, including:

• Hosting and infrastructure providers for this website.
• Email and communication providers.
• Suppliers, distributors and manufacturers, where a specific product has to be sourced or a warranty registered.
• Delivery providers, where equipment is being sent to you.
• Professional advisers and accounting providers, where required.

We share the minimum necessary for the purpose. Third parties operate under their own terms and privacy arrangements.

Retention

Enquiries that do not lead to an order are kept only as long as they remain relevant, and are then deleted. Quotation and order records are kept for as long as required for business, accounting and legal purposes. You can ask us to delete information earlier where we are not required to keep it.

Your rights

Under UK data protection law you have the right to:

• Ask what personal information we hold about you and receive a copy.
• Ask us to correct information that is inaccurate or incomplete.
• Ask us to delete information where we have no continuing need for it.
• Ask us to restrict how we use it, or object to a particular use.
• Ask us to transfer information you gave us to another provider.
• Withdraw consent at any time, without affecting anything done beforehand.

To exercise any of these, email [email protected]. If you are not satisfied with our response, you can complain to the Information Commissioner's Office at ico.org.uk.

Security

This website is served over HTTPS and we take reasonable technical and organisational measures to protect the information you send us. No method of transmission over the internet is completely secure, which is why we ask that credentials and sensitive infrastructure documentation are never sent through the website.

Changes to this policy

We may update this policy from time to time. The date at the top of the page shows when it was last changed. Material changes will be reflected here rather than notified individually.

Contact

Questions about this policy can be sent to [email protected] or by telephone on 0121 469 0023.