Privacy Policy

• Clients — the companies that contract with us to manage equipment returns, and the individual admins/HR/IT staff who use our dashboard.
• End Users — employees or contractors of a Client who are returning company-owned equipment through our portal, email links, or a courier pickup.

If you are an End User, in most cases the Client (your employer) is the party that determines what happens to your data, and we act on the Client’s instructions. Contact your employer first for most requests; see Section 11 for how to reach us directly.

From Clients

• Company name, billing contact name, work email, billing address
• Payment details (processed by Stripe — we do not store full card numbers ourselves)
• HR platform integration data your organization authorizes us to receive, typically limited to offboarding triggers and the employee/asset information needed to initiate a return

From End Users

• Name, work email, and phone number used to coordinate the return
• Shipping or pickup address
• Device information: make, model, serial number, asset tag
• Photos and scan events documenting the device’s condition and chain of custody (e.g., “kit delivered,” “device sealed,” “picked up,” “received”)
• Any information you submit through our return portal or to support

Automatically collected

• IP address, browser type, device type, and usage data on our website and dashboard (standard web analytics)
• Delivery and tracking data from our shipping partner, EasyPost, and the carriers they route through (e.g., UPS, FedEx, USPS)

We do not knowingly collect the content stored on returned devices. Our data-destruction service (Section 5) is designed to erase that content, not access or retain it.

We use personal information to:

• Coordinate and track equipment returns (label generation, pickup scheduling, courier routing, delivery confirmation)
• Send email notifications about a return in progress
• Verify device condition and maintain chain-of-custody and audit records for our Clients’ compliance needs
• Process payments and manage subscriptions
• Provide customer support
• Improve and secure the Service
• Comply with legal obligations, including e-waste and data-destruction recordkeeping requirements

We do not sell personal information, and we do not use End User data for advertising or marketing to that individual.

We share personal information with:

• Service providers who help us operate: Stripe (payments), EasyPost (shipping label generation and carrier routing), our email provider, hosting and infrastructure providers, and error monitoring tools. These providers only receive the data needed to perform their function and are contractually restricted from using it for other purposes.
• Your employer (the Client), if you are an End User — we share return status, device condition, and chain-of-custody records with the Client that owns the equipment, since this is the core purpose of the Service.
• Certified recycling/destruction partners, if a device is designated for e-waste disposal — limited to what’s needed to process and certify the device.
• Carriers (e.g., UPS, FedEx, USPS, regional couriers) to physically move equipment.
• Legal and safety purposes — if required by law, subpoena, or to protect the rights, property, or safety of EquipReturns, our Clients, or others.
• In a business transfer — if EquipReturns is involved in a merger, acquisition, or asset sale, personal information may be transferred as part of that transaction, subject to this policy or a policy with at least equivalent protections.

When the optional data-wipe service is selected, we perform erasure consistent with NIST SP 800-88 guidelines and issue a certificate of sanitization to the Client. When certified e-waste disposal is selected, disposal documentation may include a certificate of destruction. We do not access, copy, or retain personal files as part of either process.

• Chain-of-custody and audit records (scan events, photos, sanitization certificates) are retained for [X years — placeholder, set based on your Clients’ typical compliance/audit requirements] to support Client compliance and dispute resolution.
• Account and billing information is retained for as long as the Client relationship is active, plus any period required by tax or accounting law.
• End User contact information (name, phone, address used for a specific return) is retained only as long as needed to complete that return and the associated audit trail, after which it is deleted or anonymized on the schedule above.

Depending on where you live, you may have rights to access, correct, delete, or restrict our use of your personal information, and to object to certain processing. This may include rights under the California Consumer Privacy Act (CCPA), other U.S. state privacy laws, or (for individuals in the EU/UK) the GDPR/UK GDPR.

To exercise these rights, contact us using the details in Section 11. If you are an End User, we may direct certain requests to your employer, since they control the underlying employment relationship.

[PLACEHOLDER — confirm with counsel which specific state/international regimes actually apply to you based on where your Clients and their employees are located, and add the required disclosures — e.g., CCPA’s “right to opt out of sale/sharing” language, even if you state you don’t sell data, is often expected verbatim by California residents.]

We use administrative, technical, and physical safeguards designed to protect personal information, including encryption in transit, access controls, and monitoring. No method of transmission or storage is 100% secure, and we cannot guarantee absolute security.

The Service is intended for business use by adults and is not directed to children. We do not knowingly collect personal information from children under 16.

We may update this policy from time to time. We’ll update the “Last updated” date above, and for material changes, we’ll provide additional notice as appropriate (e.g., email to Client admins).

EquipReturns Inc.

[PLACEHOLDER — legal business address]

Privacy questions: privacy@equipreturns.com

General support: ops@equipreturns.com