Privacy Policy

1. Who We Are

Surplus Stock Xchange Limited, trading as SSX, operates the SSX website, mobile applications and marketplace services.

For UK data protection law, Surplus Stock Xchange Limited is normally the controller of personal information processed to operate SSX.

Company number: 17083771
Registered office: The Broadway, Grand Central Road NG18 2RL
Privacy contact: help@surplusstockxchange.com

2. Information We Collect

We may collect:

• Name, email address, telephone number and account credentials;
• Profile photograph and display name;
• Account type and marketplace role;
• Company name, company type, registration number and VAT number;
• tax reference, trade categories and trade body registration details;
• Address, city, postcode and delivery or collection information;
• Social-login identifiers and basic profile information from Apple, Google or Facebook;
• Listings, descriptions, product photographs and private identifiable-marking photographs;
• Purchases, sales, prices, VAT, fees, refunds, payouts and invoice information;
• Payment-provider account and verification status;
• Messages, offers, forum content, reports and Support conversations;
• Dispute information, photographs, documents and other evidence;
• Saved products, saved searches and recently viewed items;
• Device, browser, operating system, IP address, app version and security logs;
• Approximate location or postcode where supplied;
• Address-search requests sent to our address provider;
• Marketing and notification preferences; and
• Information supplied when exercising privacy rights or making a complaint.

We do not normally receive or store complete payment-card details. Those details are handled by the payment provider.

3. How We Obtain Information

We receive information:

• Directly from you;
• From buyers, sellers and other users involved in a transaction or report;
• From Apple, Google or Facebook when you choose social login;
• From Mollie and other payment or verification providers;
• From delivery, address and communications providers;
• From public registers such as Companies House where verification is necessary;
• Automatically from your device and use of SSX; and
• From regulators, fraud-prevention services or law-enforcement bodies where appropriate.

4. Why We Use Personal Information

We use personal information to:

• Create, secure and administer accounts;
• Display profiles and listings;
• Enable buying, selling, payment, delivery and collection;
• Process marketplace fees, refunds and seller payouts;
• Provide invoices and transaction records;
• Operate messages, saved searches and the Technical Forum;
• Provide customer support;
• Investigate returns, disputes, fraud, unsafe items and policy breaches;
• Moderate listings and user content;
• Comply with tax, accounting, product-safety and legal obligations;
• Verify sellers and payment accounts;
• Protect SSX, its users and the public;
• Improve performance, accessibility and usability;
• Send service and transaction notifications;
• Send marketing where permitted; and
• Establish, exercise or defend legal claims.

5. Our Lawful Bases

Depending on the purpose, we rely on:

• Contract: where processing is necessary to provide your account, marketplace transaction, payment, message or Support service.
• Legal obligation: where we must keep financial records, report seller information, respond to authorities or comply with applicable law.
• Legitimate interests: where necessary to prevent fraud, secure and improve SSX, moderate content, investigate disputes and operate a safe marketplace, provided those interests are not overridden by your rights.
• Consent: for optional marketing, non-essential cookies and device permissions where consent is the appropriate basis.
• Legal claims: where information is required to establish, exercise or defend a claim.

You may withdraw consent at any time. This will not affect processing already carried out lawfully.

6. Information Visible to Other People

Listings, public seller information and Technical Forum content may be visible publicly.

Depending on your account and transaction, public information may include your display name, company name, account type, location area, trade categories, trade registration details, listings and forum posts.

After an order, SSX may share the information reasonably needed for fulfilment between buyer and seller, such as names, delivery address, collection information and contact details.

Private identifiable-marking photographs are not normally displayed to buyers. They may be accessed by authorised SSX staff for moderation, support, returns, fraud or disputes.

Messages are visible to their participants and may be accessed by authorised SSX staff where necessary to investigate a report, dispute, safety issue or legal requirement.

7. Digital Platform Tax Reporting

SSX may be required to collect, verify and report seller identity, address, tax identification, transaction, fee and payout information to HM Revenue and Customs or another tax authority.

Where reporting is required, SSX may ask sellers for additional information and may restrict selling or payouts until required information has been supplied.

SSX may provide sellers with a copy of information reported about them where required by law.

8. Providers and Organisations We Share Information with

We may share information with:

• Supabase for authentication, database and storage services;
• Vercel and other hosting or infrastructure providers;
• Mollie and other payment, verification and payout providers;
• Resend and other email or communications providers;
• Ideal Postcodes and other address services;
• AfterShip, couriers and shipping providers where shipping services are used;
• Apple, Google and Facebook where social login is selected;
• Expo, Apple and Google in connection with the mobile applications;
• buyers and sellers involved in a transaction;
• professional advisers, accountants, auditors and insurers;
• regulators, tax authorities, courts and law-enforcement bodies;
• product manufacturers or authorities where a recall or safety incident occurs; and
• a purchaser, investor or successor if SSX undergoes a business reorganisation or sale.

Providers may only use information in accordance with their contractual and legal responsibilities.

Buyers and sellers may act as separate controllers of information they receive for their transaction.

9. International Transfers

Some providers may process personal information outside the United Kingdom.

Where a restricted international transfer occurs, SSX will use an applicable adequacy arrangement, contractual safeguard or other lawful transfer mechanism.

Further information about relevant safeguards may be requested from help@surplusstockxchange.com

10. Retention

We keep personal information only for as long as reasonably necessary.

Our proposed retention periods are:

• Active account information: while the account remains open;
• Closed account information: deleted or anonymised within 90 days unless it must be retained for another purpose;
• Orders, payments, fees, payouts, refunds, invoices and tax records: normally six years after the relevant financial period or longer where legally required;
• Listings: while active and for up to three years after removal for fraud, moderation and dispute purposes;
• Unsold identifiable-marking photographs: deleted within 90 days after the listing is permanently deleted;
• Sold-item identifiable-marking photographs: retained for 12 months after order completion, or longer where a dispute or legal claim exists;
• Messages and Support conversations: normally up to three years after the last relevant activity;
• Dispute records and evidence: normally six years after final resolution;
• Security and technical logs: normally up to 12 months;
• Saved searches and recently viewed information: until removed or after an appropriate inactivity period; and
• Backups: removed through the normal backup cycle, normally within 90 days.

We may retain information for longer where required by law, a regulator, fraud prevention, safety, tax reporting or legal proceedings.

11. Cookies and Device Storage

SSX uses cookies and similar device storage for authentication, security, shopping baskets, preferences, drafts and other functions necessary to provide the service.

We will provide clear information and obtain consent before using non-essential analytics, advertising or tracking technologies where consent is required.

You can manage non-essential preferences through your preferences

Disabling essential cookies or storage may prevent parts of SSX from working.

12. Security

SSX uses technical and organisational safeguards intended to protect personal information, including access controls, private storage areas and encrypted network connections.

No online service can guarantee absolute security. You should use a strong, unique password and notify SSX promptly if you believe your account has been compromised.

13. Automated Processing

SSX may use automated rules to reserve stock, rank search results, identify suspicious activity and decide whether a listing requires moderation.

Where a decision has a significant effect on you, you may contact Support to request an explanation or human review.

SSX does not currently use personal information for solely automated decisions that produce legal or similarly significant effects without an appropriate safeguard.

14. Your Rights

Depending on the circumstances, you may have the right to:

• Be informed about processing;
• Obtain a copy of your personal information;
• Correct inaccurate information;
• Request deletion;
• Restrict processing;
• Object to certain processing;
• Receive certain information in a portable format;
• Withdraw consent; and
• Request review of qualifying automated decisions.

Some rights are subject to legal exemptions. For example, SSX may need to retain transaction information for tax, fraud or legal claims.

To exercise a right, contact help@surplusstockxchange.com. We may need to verify your identity.

15. Marketing

Service messages about accounts, orders, payments, safety and security are not marketing and may be necessary to provide SSX.

We will send optional electronic marketing only where permitted. You may unsubscribe using the link in the message or your notification settings.

16. Children

SSX is intended for people aged 18 and over.

We do not knowingly allow children to create marketplace accounts. If you believe a child has provided personal information, contact help@surplusstockxchange.com

17. Complaints

Please contact help@surplusstockxchange.com first so that we can investigate.

You may also complain to the Information Commissioner’s Office:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Telephone: 0303 123 1113
Website: ico.org.uk

18. Changes to This Policy

We may update this Privacy Policy to reflect legal, provider or platform changes.

We will publish the new version and effective date. We will notify users of material changes where appropriate.