Privacy Notice
Privacy Notice
Effective October 27, 2026
Short version: we collect what we need to run chain-of-custody services, we never sell it or use it for advertising, we use no tracking cookies, and you can ask to see, correct, or delete your information.
Who we are and what this covers
The SES Chain of Custody platform (the “Platform”) is operated by Senlac Environmental Solutions (“Senlac,” “SES,” “we”), based in Carrollton, Texas. This notice explains what personal information the Platform collects, why, who we share it with, and the choices and rights you have.
The Platform is a business tool for SES clients, SES personnel and contractors, and visitors to SES facilities. It is not intended for consumers or for children, and we do not knowingly collect personal information from anyone under 16.
Information we collect and why
We collect only what we need to run the Platform and deliver our services.
| Category | Examples | Source | Why we use it |
|---|---|---|---|
| Identifiers and contact details | Name, business email, phone number, job title, company or organization, username, and user ID. | You, your employer or organization, or SES administrators who set up your account. | Creating and managing accounts, contacting you about service, and identifying who performed or approved each action. |
| Account login credentials | Username with password (stored only as a one-way hash), two-factor authentication settings, recovery codes, security-question answers (hashed), kiosk PINs and badge codes (hashed). | You, when you set up or change your account. | Securing access to the platform and verifying your identity. |
| Business and service records | Service requests, work orders, pickup and delivery details, asset serial numbers, weights, photos, signatures, documents, certificates, invoices, and the chain-of-custody history tied to them. | You, your organization, and SES personnel performing the work. | Providing IT asset disposition, data destruction, recycling and related services, and proving what happened to material entrusted to SES. |
| Security, device, and audit information | IP address, approximate location derived from the network (city, region, country), browser and device details, login times, trusted-device records, and an audit log of actions taken in the platform. | Collected automatically when you use the platform. | Protecting accounts, detecting suspicious logins, preventing fraud, and keeping a tamper-evident record of custody and changes. |
| Visitor log information | Visitor name, company, optional phone and email, reason for visit, host, badge number, safety acknowledgment, and sign-in and sign-out times. | Visitors, at an SES visitor kiosk. | Facility security, safety, and knowing who is on site in an emergency. |
| Workforce information (SES employees and contractors only) | Role, work location, assignments, time-clock entries and breaks, pay type and rate, W-2 or 1099 classification and overtime exemption, overtime and break terms, special-job rates, payment records (amount, date, how paid and its reference) and pay holds with their reasons, leave requests, emergency contact, and HR documents uploaded by authorized administrators. SES Chain does not collect Social Security numbers, bank account details, tax forms, or medical records. | You and authorized SES administrators. | Scheduling, timekeeping, payroll, compliance, and workforce administration. |
| Precise location (sensitive) | GPS coordinates captured only when you tap a location button, for example at clock-in, clock-out, or a facility or job-site check-in. The platform does not track location continuously or in the background. | Your device, only with your browser's location permission. | Confirming you are at an approved work site and recording where custody events happened. |
Asset records in the Platform describe equipment (such as type, model, and serial number). The Platform does not store the data that was on the drives and devices SES processes.
Sensitive information
Account login credentials and precise location are treated as sensitive. We use them only to provide the Platform, secure it, verify identity, and meet legal and safety obligations. We do not use sensitive information to infer characteristics about you, and we do not sell or share it.
How long we keep information
We keep personal information only as long as needed for the purposes above or as long as the law requires, whichever is longer. These are our retention periods:
| Records | Kept for | Why |
|---|---|---|
| Time-clock entries (clock-in/out times, breaks, overtime, and the location captured at clock-in/out) | 4 years after the entry | Texas Workforce Commission payroll records rule; federal wage and hour law |
| Pay rates and pay profiles | 4 years after the rate stops applying | Texas Workforce Commission; federal wage and hour and IRS employment tax rules |
| Payroll records: each pay period's calculation, payments (amount, date, how it was paid and its reference), pay holds and their reasons, special-job rates, and overtime and break terms | 4 years after the pay date | Texas Workforce Commission payroll records rule; federal wage and hour (29 CFR 516) and IRS employment tax rules |
| Leave requests and leave balances | 4 years after the leave or leave year | Federal Family and Medical Leave Act and payroll rules |
| Employment profile (hire and separation dates, status, role, manager, emergency contact) | While employed, then 4 years after separation | Texas Workforce Commission (dates of service); federal employment records rules |
| HR documents uploaded by authorized SES administrators | While employed, then 4 years after separation (longer if a specific law requires it) | Federal and Texas employment records rules |
| Chain-of-custody, destruction, certificate, and audit records | For the life of the client relationship and as long as needed to prove custody and destruction | Client contracts and R2v3 certification record-keeping |
| Account agreement acceptances | As long as the account exists and for 4 years after it is closed | Proof of the agreement in case of a dispute |
| Visitor logs | 2 years | Facility security and safety |
| Login history, security events, and trusted-device records | As long as needed to protect accounts and investigate incidents, generally no more than 4 years | Platform security |
After a retention period ends, SES reviews the records at least once a year and permanently deletes those no longer needed so they cannot be read or reconstructed, unless a legal hold, investigation, or open dispute requires keeping them longer. Payroll, time, leave, and HR records are locked against deletion until their retention period has passed.
How we protect information
We use administrative, technical, and physical safeguards, including encrypted connections (HTTPS), hashed passwords and codes, two-factor authentication, role-based access, login throttling, and audit logging. No system is perfectly secure. If a breach affects your personal information, we will notify you and the authorities as required by law.
Your choices and rights
Anyone can ask us to:
- tell them what personal information we hold about them and give them a copy;
- correct inaccurate information; and
- delete information, except where we must keep it (for example, custody and destruction records, or employment records the law requires).
Email [email protected] with your request. We will confirm receipt, verify your identity (usually by matching details we already have, or through your account), and respond within 45 days. If we need more time we will tell you why. You may use an authorized agent; we will ask for proof that they are authorized. We will not treat you differently for using these rights.
If you are a client user, some requests may be handled together with your organization, because the records belong to your organization’s service relationship with SES.
Additional information for certain U.S. states
California residents (including employees, contractors, and business contacts) have the rights described above to know, delete, and correct personal information, the right not to be retaliated against, and the right to opt out of the sale or sharing of personal information and to limit the use of sensitive personal information. Because we do not sell or share personal information and use sensitive information only for permitted purposes, there is nothing to opt out of or limit. The categories collected in the last 12 months, their sources, purposes, and the recipients they are disclosed to are listed above.
Texas and other states with consumer privacy laws: you may make the requests above at any time. If we deny a request, you may appeal by replying to our response with the word “Appeal”; we will respond within 60 days. If you are unhappy with the result, you may contact your state attorney general.
Changes to this notice
We will update this notice when our practices change and post the new effective date at the top. For material changes, we will also tell signed-in users in the Platform or by email before the change takes effect.
Contact us
Questions or requests: [email protected], Senlac Environmental Solutions, Carrollton, Texas.