Privacy policy
Version 1.0 · Effective 4 October 2026
1. Who we are
Refurbr Network is run by Refurbr Ltd (registered name REFURBR LTD), a private limited company registered in England and Wales, company number 16800898, registered office Woodland Lodge, Dunston Business Village, Stafford Road, Penkridge, Staffordshire, ST18 9AB, United Kingdom. We are the controller of the personal data described here. Refurbr Ltd is registered with the Information Commissioner's Office under registration number ZC261851.
Questions about your data: hello@refurbr.co.uk (email us).
This policy covers the Refurbr Network website and member portal at network.refurbr.co.uk. Refurbr Ltd's main website is www.refurbr.co.uk. Most of our members are businesses; this policy is about the personal data of the people who use the network on their behalf (for example contact names, emails and phone numbers), and of people who contact us.
2. What we collect
- Account and primary contact: business name, primary contact name, email (your login), phone, password (stored securely as a one-way hash, never in plain text), the date you accepted our terms, and, if you set them up, two-factor authentication settings and passkeys (we store your passkey's public key and when it was last used, never your fingerprint, face or device PIN).
- Team members: name, role, email and phone of up to three additional contacts you add, and their portal logins.
- Company details: registered address and other addresses, company registration number, VAT number, and your logo.
- Documents and verification: company registration certificate, VAT certificate, accreditation certificates and expiry dates, and vendor account IDs you give us for tool badges. When you sign the Member agreement we record the signer's name, role, account, the date and time, and the version signed.
- Listings: batches, wanted posts, service and supplier listings, including data-safe declarations, tool badges, stock availability and location.
- Conversations, offers and order summaries: messages, offers and counter-offers, order summaries, the terms you confirm and the order timeframe sellers state.
- Forum posts and any reports you make about other members or content.
- Sales you report: when you mark a batch as sold, the sale price, units, buyer and date you choose to give us.
- Billing: your plan, billing address and VAT number, and payment history. Card payments are handled by Stripe; we never see or store your card number. Refurbr customers billed on their Refurbr invoice: billing is handled under their existing Refurbr agreement.
- Messages to us: what you send through our contact form or by email.
- Technical data: IP address, browser and device information, and the cookies described in section 9. We use these to keep the service secure and working; we don't use analytics or advertising trackers.
3. Why we use it, and our lawful basis
| Purpose | Lawful basis |
|---|---|
| Creating and running your account, team logins and membership | Contract |
| Verifying businesses (company and VAT checks, certificates, accreditations, vendor account confirmation) and recording the Member agreement | Contract; legitimate interests (keeping the network trustworthy) |
| Showing your listings and profile to other members within the tier rules | Contract |
| Conversations, offers, order summaries and the emails we send about them | Contract |
| Brokering enquiries and offers for free accounts, and checking incoming messages for paid members who ask us to (the Refurbr team reads and relays messages) | Contract |
| Moderation: approving free accounts' wanted posts, reviewing reports, suspending accounts, removing content | Legitimate interests (keeping the network safe and lawful) |
| Recording self-reported sales and measuring activity on the network (for example total value traded) | Legitimate interests (understanding and improving the network) |
| Billing and collecting membership and featuring fees | Contract; legal obligation (accounting and tax records) |
| Security, fraud prevention, and improving the service | Legitimate interests |
| Answering messages you send us | Legitimate interests |
| Occasional emails to members about Refurbr Network's features and offers | Legitimate interests; you can opt out at any time by replying to any such email or emailing hello@refurbr.co.uk |
| Complying with law and responding to lawful requests | Legal obligation |
When the Refurbr team relays or checks messages, software highlights things like phone numbers, email addresses, links and common scam wording so our team can review them. A person always makes the decision; we don't make decisions about you based solely on automated processing.
4. Who we share it with
- Other members, within the tier rules. Signed-out visitors see listings with location only. Free accounts see prices but not company names. Company names, profiles and contact details are shown to paid members only. Business profiles show your default contact. Once an order summary is confirmed by both businesses, each business receives the other's business contact details for that deal. Members who receive your details use them as independent controllers and must follow data protection law.
- Service providers (processors) who host and run the network for us, under contract and only on our instructions: our hosting provider; Stripe (card payments, subscriptions and invoices); and Mailtrap (sending email).
- Tool vendors (for example Blancco, Phonecheck, Blackbelt, Aiken): if you ask for a tool badge, we send your vendor account ID to the vendor so they can confirm it. If you use the instant Phonecheck check, the API key, station username and device IMEI or serial number you enter are sent to Phonecheck once to confirm your account; we don't store the key or username.
- Refurbr (the platform at refurbr.co.uk, also run by Refurbr Ltd): if you link your Refurbr account, we use your Refurbr account status and stock to pre-fill your business details and listings, apply the customer discount and bill you on your Refurbr invoice.
- Professional advisers, a buyer of our business if it is sold, and authorities where the law requires it.
We don't sell personal data.
5. How long we keep it
- Account data, team logins, listings, conversations, order summaries and reported sales: while your account is open. When the primary contact closes the account, we delete them. When a team member deletes their own login, we delete it and their name is removed from messages they sent.
- Hidden listings aren't deleted; they're kept so you can show them again. Lapsed memberships: listings are hidden, not deleted, and kept while the account stays open in case you renew.
- Verification documents and certificates: while your account is open, and deleted when it is closed. Expired accreditations are marked as expired and kept with your account.
- Reports and moderation records about an account: up to 6 years, to deal with safety concerns and disputes.
- Messages sent to us through the contact form: up to 2 years.
- Billing records: 6 years from the end of the financial year they relate to, as required by tax law. Stripe also keeps payment records under its own legal obligations.
- Server logs: 14 days.
- Backups: deleted data may remain in backups until they are overwritten in the normal cycle.
6. International transfers
Some of our service providers, including Stripe and Mailtrap, may process personal data outside the UK, including in the United States. Where they do, we make sure the transfer is protected by UK adequacy regulations (including the UK Extension to the EU-US Data Privacy Framework where the provider is certified) or by the ICO's International Data Transfer Agreement or Addendum. Contact us for more details.
7. Security
We use encrypted connections (HTTPS), hashed passwords, encrypted sessions, and optional two-factor authentication and passkeys. Access to member data within Refurbr Ltd is limited to staff who need it to run the network. Staff don't routinely read direct conversations between members; they read brokered and screened conversations, and conversations that are reported to us.
8. Your rights
Under UK data protection law you can ask to access, correct or delete your personal data, restrict or object to how we use it, and receive it in a portable format. Where we rely on consent you can withdraw it at any time. You can object at any time to marketing emails. Contact hello@refurbr.co.uk (email us); we'll reply within one month. You can also complain to the Information Commissioner's Office (ico.org.uk); we'd appreciate the chance to help first.
Team members: the business that added you manages your account. You can also contact us directly.
9. Cookies
We only use cookies that are strictly necessary to run the site, so we don't ask for cookie consent. We don't use analytics, advertising or third-party tracking cookies.
| Cookie | Purpose | Duration |
|---|---|---|
| Session cookie | Keeps you signed in as you move between pages | 2 hours of inactivity |
| XSRF-TOKEN | Protects forms against cross-site request forgery | 2 hours |
| Remember-me cookie | Keeps you signed in if you tick "Keep me signed in" | Until you sign out, up to 400 days |
Stripe sets its own cookies on its checkout and billing pages to process payments and prevent fraud; see Stripe's privacy policy. You can block or delete cookies in your browser, but you won't be able to sign in without them.
10. Changes and contact
We'll post changes here and email members about significant ones, including before we introduce new features that use personal data in a different way. Contact: hello@refurbr.co.uk (email us), or by post to Refurbr Ltd, Woodland Lodge, Dunston Business Village, Stafford Road, Penkridge, Staffordshire, ST18 9AB, United Kingdom.