ClearCycle policy

Privacy Policy

How ClearCycle handles buyer, vendor, Trade Deal Desk and marketplace data.

Last updated: 23 June 2026

1. Who this policy applies to

This Privacy Policy explains how ClearCycle Auctions (“ClearCycle”, “we”, “us” and “our”) handles personal data when you use our auction website, create an account, bid on lots, buy from ClearCycle or approved vendors, apply as a vendor, submit lots, use the Trade Deal Desk, join buyer alerts, contact us, or otherwise interact with our services.

ClearCycle may act as a marketplace/platform, seller, broker, auction service provider, managed sale provider or administrator depending on the service being used. Approved vendors may also provide event-specific information and may process buyer information where necessary to complete a sale, collection or delivery.

2. Information we collect

• Account details: name, email address, phone number, login details, billing details and account preferences.
• Buyer and order information: bids, won lots, invoices, payment status, buyer premium, collection or delivery details, messages, disputes and support history.
• Vendor information: contact details, business name, payout/payment details, vendor agreement acceptance, lot submissions, CSV uploads, event terms, settlement records and post-sale reports.
• Trade Deal Desk information: seller submissions, buyer mandates, categories of interest, offers, broker notes, commercial requirements and contact history.
• Communications: messages sent through forms, private messages, email replies, support requests and marketing preferences.
• Technical information: IP address, browser/device data, cookies, security logs, analytics data and website usage information.

3. How we use personal data

• To create and manage buyer, vendor and admin accounts.
• To run timed auction events, process bids, create invoices and manage buyer premium.
• To support collections, deliveries, payment instructions, buyer/vendor communication and post-sale reporting.
• To review vendor applications, approve lots, manage CSV uploads, operate settlements and handle relotting workflows.
• To operate the Trade Deal Desk, circulate relevant opportunities, collect offers and assist negotiations.
• To send service emails, payment reminders, event updates, support responses and, where permitted, marketing emails.
• To prevent fraud, abuse, non-payment, misuse of the platform, security incidents and unlawful activity.
• To comply with legal, tax, accounting, regulatory and dispute-handling obligations.

4. Legal bases

We process personal data where it is necessary for a contract or pre-contract steps, where we have a legitimate interest in operating and improving the marketplace, where we need to comply with legal obligations, or where you have given consent, for example for certain marketing or non-essential cookies.

5. Payments and financial information

Payment card and payment account processing is handled by payment providers and banking services rather than by storing full card details on the website. We may store order status, transaction references, payment confirmation, settlement information, payout details and accounting records needed to operate the service.

6. Sharing information

We only share personal data where needed to operate the service, comply with law or protect our rights. This may include WooCommerce, WordPress, hosting providers, payment providers, analytics providers, email/marketing platforms, couriers or collection partners, approved vendors, professional advisers, regulators, law enforcement, tax/accounting providers and IT support providers.

Where a buyer purchases from an approved vendor, relevant buyer/order/collection information may be shared with that vendor so the sale can be fulfilled. We do not sell our buyer or trade network data.

7. Marketing and subscriber updates

We may send auction updates, buyer alerts, vendor service updates and Trade Deal Desk opportunities where you have subscribed, requested information, have an existing customer relationship, or where another lawful basis applies. You can unsubscribe from marketing emails using the unsubscribe option in the email or by contacting us.

8. Cookies and analytics

The site uses cookies and similar technologies for essential functions such as login, basket/checkout, security and account operation. We may also use analytics, Jetpack/WooCommerce tools or marketing technologies. Non-essential cookies should only be used where appropriate consent has been obtained. A separate cookie notice/policy should explain the active cookies in more detail.

9. How long we keep information

We keep personal data only as long as needed for the purpose collected. Order, invoice, settlement, tax and accounting records may be kept for legally required periods. Vendor agreement, dispute, chargeback, relotting and account enforcement records may be kept where needed to protect ClearCycle, buyers, vendors or the marketplace.

10. Your rights

Depending on the circumstances, you may have rights to access, correct, delete, restrict or object to processing of your personal data, and to request portability. You may also withdraw consent where processing is based on consent. Some records cannot be deleted immediately where we must keep them for legal, accounting, fraud-prevention or dispute purposes.

11. Security

We use reasonable technical and organisational measures to protect personal data. No website or email system is completely secure, so users should keep passwords private, use strong credentials and contact us if they suspect account misuse.

12. Contact and complaints

Use the Contact page to raise privacy questions, request access to personal data, update account information or complain about how data has been handled. You also have the right to complain to the UK Information Commissioner’s Office if you are unhappy with our response.