1. Who we are
This website, recyclingsoftware.co.uk (including the Wilma Metals pages at /metals/), is operated by Wilma Automotive Solutions Ltd, trading as Recycling Software ("we", "us", "our"). We are a private limited company registered in England and Wales under company number 14327738, with our registered office at Unit 1 Central Park Avenue, Plymouth, PL4 6NW. We build Wilma, software for vehicle recyclers, scrap metal dealers and waste operators.
For the purposes of the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, we are the data controller for the personal data described in this policy. If you have any questions about it, email hello@recyclingsoftware.co.uk.
This policy covers this marketing website only. Customers who use the Wilma platform itself are covered by the data processing terms in their service agreement with us.
2. What we collect and why
We keep data collection to the minimum needed to run the site and respond to enquiries. Here is everything we collect, in plain terms.
Demo requests and enquiries
When you fill in a "Book a Demo" or contact form, we collect the details you give us: your name, company or yard name, email address, phone number, and any optional information about your operation (such as vehicles handled per month, which products you are interested in, or a free-text message).
- Why: to reply to you, arrange and run the demo you asked for, and follow up about Wilma.
- Lawful basis: taking steps at your request before entering into a contract, and our legitimate interest in responding to business enquiries.
- How it moves: your form submission is emailed to our team inbox using SMTP2GO, an email delivery service, and a short push notification (name, company, email and phone) is sent to our team's phones via ntfy.sh so we can respond quickly. We do not store form submissions in a separate database.
- Retention: we keep enquiry emails for as long as we are in conversation with you and for up to two years after our last contact, unless you become a customer, in which case they form part of our customer records.
Emails and calls
If you email or phone us directly, we keep a record of the correspondence so we can deal with your enquiry and refer back to it later. Lawful basis: legitimate interests. Retention as above.
Visitor notification
The first time you load a page in a browsing session, the site sends a single request to our server so that our team receives a notification that someone is looking at the site. For that request we process:
- Your IP address, which we use to stop repeat notifications from the same visitor within 30 minutes and to look up an approximate location (city, region and country). The look-up is performed by ipwho.is, a geolocation service, which receives your IP address for that purpose. Your IP address is held in our server's memory for up to 30 minutes and is not written to a database.
- The path of the page you opened (for example "/platform.html").
- The approximate location and page path are sent as a notification to our team via ntfy.sh. We do not send your IP address to ntfy.sh.
Lawful basis: our legitimate interest in knowing when and roughly where the site is being visited, so a small team can gauge interest and follow up on demo requests promptly. We do not use this to identify you or build a profile of you. If you would rather not trigger this, you can block requests to /api/visit in your browser or extension and the site will keep working normally.
Hosting and server logs
The site is hosted on Microsoft Azure Static Web Apps. Like any web host, Microsoft's infrastructure may record standard request data (IP address, requested URL, browser user agent, date and time) for security, performance and diagnostics. Where our own serverless functions log errors, those logs may include the details submitted in a failed request so we can fix the problem. Lawful basis: legitimate interests in running a secure and reliable site. Platform logs are retained for a short, rolling period.
Fonts and other third-party requests
Our pages load the Inter typeface from Google Fonts. When your browser fetches those files, Google receives your IP address and standard request headers. Google's privacy policy applies to that processing: policies.google.com/privacy.
Our homepage also fetches recently listed parts from partpro.co.uk, our own parts marketplace, to show live examples. Your browser makes that request directly, so partpro.co.uk (also operated by us) receives your IP address as part of a normal web request. No other content is embedded from third parties.
3. Cookies and similar technologies
We do not set any cookies on this site. There are no analytics tags, advertising pixels or tracking scripts.
We use one item of browser session storage (a flag named "visited") to remember that the visitor notification described above has already been sent during your current browsing session, so it is not sent again on every page. It contains no personal data and is deleted automatically when you close the tab or browser.
4. Who we share data with
We do not sell personal data or share it with anyone for their own marketing. We use a small number of service providers who process data on our behalf, only as needed to provide the service:
- Microsoft Azure (website and API hosting)
- SMTP2GO (delivering form submissions to our inbox by email)
- ntfy.sh (push notifications to our team)
- ipwho.is (approximate location look-up for the visitor notification)
- Google Fonts (web font delivery)
We may also disclose personal data where the law requires it, to protect our rights or safety, or as part of a sale or reorganisation of our business, in which case the new owner would be bound by this policy.
5. International transfers
Some of the providers above run infrastructure outside the United Kingdom. Where personal data leaves the UK we rely on UK adequacy regulations or, where those do not apply, appropriate safeguards such as the UK International Data Transfer Agreement or the UK Addendum to the EU Standard Contractual Clauses, together with the providers' own security commitments.
6. How we keep data secure
The site is served over HTTPS. Form data is validated and size-limited before it is processed, and outbound requests to our providers time out rather than hang. Our team accesses enquiries through password-protected, multi-factor-authenticated mailboxes. No system is completely secure, so we cannot guarantee absolute security, but we take reasonable technical and organisational measures appropriate to the small amount of data involved.
7. How long we keep data
- Enquiry and demo request emails: for the life of the conversation and up to two years after our last contact, or for the length of the customer relationship if you become a customer.
- Visitor notification IP addresses: up to 30 minutes, in server memory only.
- Visitor notifications sent to our team: these contain approximate location and page path only and are cleared from our devices within a short period.
- Hosting and error logs: a short, rolling period set by the hosting platform.
8. Your rights
Under UK GDPR you have the right to:
- Access the personal data we hold about you.
- Rectify data that is inaccurate or incomplete.
- Erase your data in certain circumstances.
- Restrict or object to our processing, including any processing based on legitimate interests.
- Data portability for data you provided to us that we process by automated means.
- Withdraw consent at any time where we rely on consent (we do not currently rely on consent for anything on this site).
To exercise any of these rights, email hello@recyclingsoftware.co.uk. We will respond within one month. We may need to confirm your identity before acting on a request.
If you are unhappy with how we have handled your data, you have the right to complain to the Information Commissioner's Office (ICO) at ico.org.uk/make-a-complaint or on 0303 123 1113. We would appreciate the chance to resolve your concern first, so please contact us before going to the ICO.
9. Marketing
We will only contact you about Wilma if you have asked us to (for example by requesting a demo) or, for business contacts, where we have a legitimate interest in following up an enquiry. Every marketing email we send includes a way to opt out, and you can tell us to stop at any time by replying or emailing hello@recyclingsoftware.co.uk.
10. Links to other websites
This site links to our other brands (scrapavehicle.co.uk, sellavehicle.co.uk and partpro.co.uk) and to third-party websites. Each of those sites has its own privacy policy, and we are not responsible for how they handle your data. Please read their policies when you visit them.
11. Children
This site is aimed at businesses in the recycling and waste sectors and is not directed at children. We do not knowingly collect personal data from anyone under 18. If you believe a child has provided us with personal data, contact us and we will delete it.
12. Changes to this policy
We will update this page if what we collect or how we use it changes, and we will change the "last updated" date at the top. Significant changes will be highlighted on this page.
13. Contact
Wilma Automotive Solutions Ltd (trading as Recycling Software)
Company number 14327738
Unit 1 Central Park Avenue, Plymouth, PL4 6NW
Email: hello@recyclingsoftware.co.uk