NAID AAA Certified and Serving the Carolinas Since 1998

Privacy Policy

Last updated: August 28, 2026

Records Reduction, Inc. is in the business of protecting sensitive information. This Privacy Policy explains how we collect, use, and safeguard information gathered through our website, and how we handle the records and materials our customers entrust to us for destruction, scanning, and storage.

By using this website or engaging our services, you agree to the practices described in this Privacy Policy.

Two Kinds of Information

It is important to understand the difference between the two categories of information covered by this policy:

Website information — the details you submit through our quote request forms, along with technical data your browser or device sends when you visit our site.
Customer records — the paper documents, hard drives, electronic media, photographs, film, and other materials you deliver to us or that we collect from you for shredding, destruction, scanning, or offsite storage.

Website information is handled as described in the sections below. Customer records are governed by our chain-of-custody and confidentiality commitments, described under Customer Records and Chain of Custody.

Interpretation and Definitions

Definitions

For the purposes of this Privacy Policy:

Company (referred to as either "the Company", "We", "Us" or "Our" in this Agreement) refers to Records Reduction, Inc., headquartered at 2032-F Independence Commerce Dr, Matthews, NC 28105.
Cookies are small files that are placed on your computer, mobile device, or any other device by a website, containing details of your browsing activity on that website among other uses.
Country refers to: United States.
Customer Records means the documents, media, and other materials submitted to Us for destruction, scanning, digitizing, or storage.
Device means any device that can access the Service, such as a computer, cellphone, or tablet.
Personal Data is any information that relates to an identified or identifiable individual.
Service refers to the Website and the shredding, destruction, scanning, digitizing, and storage services provided by the Company.
Service Provider means any natural or legal person who processes data on behalf of the Company, including third-party companies or individuals engaged to facilitate the Service, perform services related to the Service, or assist Us in analyzing how the Service is used.
Usage Data refers to data collected automatically, either generated by use of the Service or from the Service infrastructure itself (for example, the duration of a page visit).
Website refers to Records Reduction, Inc., accessible from https://recordsreduction.com/.
You means the individual accessing or using the Service, or the company or other legal entity on behalf of which such individual is accessing or using the Service.

Collecting and Using Your Personal Data

Types of Data Collected

Personal Data

When you request a quote, ask a question, or contact us about service, we may ask you to provide:

Your name
Your email address
Your phone number
Your company or organization name
The service address or pickup location
The service you are interested in and any details you choose to share about volume, materials, or timing
Usage Data

We ask for what we need to price and schedule the work accurately, and nothing more. We do not sell your personal information, and we do not share it with third parties for their own marketing purposes.

Usage Data

Usage Data is collected automatically when using the Service.

Usage Data may include information such as your device's Internet Protocol address (e.g. IP address), browser type, browser version, the pages of our Service you visit, the time and date of your visit, the time spent on those pages, unique device identifiers, and other diagnostic data.

When you access the Service through a mobile device, we may automatically collect the type of mobile device you use, your mobile device unique ID, the IP address of your mobile device, your mobile operating system, the type of mobile internet browser you use, and other diagnostic data.

Tracking Technologies and Cookies

We use cookies and similar tracking technologies to track activity on our Service and store certain information. Tracking technologies used include beacons, tags, and scripts to collect and track information and to improve and analyze our Service. The technologies we use may include:

Cookies or Browser Cookies. A cookie is a small file placed on your device. You can instruct your browser to refuse all cookies or to indicate when a cookie is being sent. However, if you do not accept cookies, some parts of our Service may not function properly.
Web Beacons. Certain sections of our Service and our emails may contain small electronic files known as web beacons (also referred to as clear gifs, pixel tags, and single-pixel gifs) that allow us to count users who have visited a page or opened an email, and to compile related statistics such as the popularity of a given section and the integrity of our systems.

Cookies can be "Persistent" or "Session" cookies. Persistent cookies remain on your device when you go offline, while session cookies are deleted as soon as you close your web browser.

We use both session and persistent cookies for the purposes set out below:

Necessary / Essential Cookies
Type: Session Cookies
Administered by: Us
Purpose: These cookies are essential to provide you with services available through the Website and to enable you to use some of its features, including submitting quote requests and preventing fraudulent form submissions.
Functionality Cookies
Type: Persistent Cookies
Administered by: Us
Purpose: These cookies allow us to remember choices you make when you use the Website so you do not have to re-enter your preferences on every visit.
Analytics Cookies
Type: Persistent Cookies
Administered by: Us and our Service Providers
Purpose: These cookies help us understand which pages and services visitors find most useful so we can improve the Website.

Use of Your Personal Data

The Company may use Personal Data for the following purposes:

To prepare and deliver your quote, including following up by phone or email to confirm volume, materials, and scheduling details.
To provide and maintain our Service, including scheduling routes, servicing containers, and coordinating pickups, drop-offs, and shred events.
For the performance of a contract: the development, compliance, and undertaking of any service agreement for the shredding, destruction, scanning, or storage services you have engaged.
To issue documentation: to prepare Certificates of Destruction, hard drive serial number records, inventory reports, and invoices.
To contact you: by email, telephone, SMS, or other equivalent forms of electronic communication regarding scheduled service, route changes, or account matters.
To provide you with information about services, seasonal purge and shred event opportunities, and pricing updates, unless you have opted not to receive such information.
To manage your requests: to attend to and manage your requests to us.
For business transfers: we may use your information to evaluate or conduct a merger, divestiture, restructuring, reorganization, dissolution, or other sale or transfer of some or all of our assets.
For other purposes: such as data analysis, identifying usage trends, and evaluating and improving our Service and your experience.

We may share your personal information in the following situations:

With Service Providers: we may share your information with Service Providers who host our website, deliver our email, analyze use of our Service, or assist with billing and scheduling.
With recycling and processing partners: shredded paper is baled and delivered to certified recycling facilities in an unreadable, unreconstructable state. No identifying information about you or your records accompanies it.
For legal reasons: where disclosure is required by law or requested by valid legal process, as described under Disclosure of Your Personal Data.
For business transfers: we may share or transfer your information in connection with, or during negotiations of, any merger, sale of Company assets, financing, or acquisition of all or a portion of our business.
With your consent: we may disclose your personal information for any other purpose with your consent.

Customer Records and Chain of Custody

The materials you hand over to us frequently contain the most sensitive information your business holds — patient charts, personnel files, financial records, client case files. We treat that material as confidential, and we do not read, copy, retain, or disclose its contents for any purpose other than performing the service you requested.

Our safeguards include:

NAID AAA Certification — the highest certification issued by the National Association of Information Destruction, which requires ongoing, unannounced audits of our facility, personnel, and processes.
Background-checked personnel — every employee who handles customer material has passed a background check.
Strict chain of custody — documented custody of your material from collection through final destruction or delivery.
Certificate of Destruction — issued after every shredding job, recording the date, location, and a summary of the materials destroyed.
Serial number records — the serial number of every hard drive we destroy is recorded, producing an auditable destruction record.
Secured facilities — our facilities are access-controlled, under video surveillance, and alarmed and monitored 24/7 by ICR of Concord, Inc.
Witnessed on-site destruction — with mobile service, your documents are destroyed at your location before the material leaves your property, and you are welcome to watch.
Locked containers — the security containers and consoles we place in your office meet HIPAA and FACTA requirements and remain locked until the material is destroyed.

HIPAA and Regulated Information

Records Reduction is HIPAA compliant across all document handling, destruction, and medical records scanning. When we handle protected health information on behalf of a covered entity, we do so as a business associate and will enter into a Business Associate Agreement on request. Our processes are also built to support customer obligations under FACTA, the Sarbanes-Oxley Act (SOX), and the Gramm-Leach-Bliley Act (GLB).

Scanning and Digitized Files

Digitized files produced from your documents, photographs, film, or media belong to you. We deliver them in open standard formats and, unless you have asked us to retain a copy for a defined period, we remove them from our systems once delivery is confirmed. We do not use your files or their contents for any purpose beyond completing your project.

Retention of Customer Records

Material submitted for destruction is destroyed on the schedule agreed with you. Material held in offsite storage is retained per your instructions and your retention schedule, and is securely destroyed at the end of its retention lifecycle. Original photographs, slides, and tapes submitted for digitizing are returned to you along with the digital files.

Retention of Your Personal Data

The Company will retain your Personal Data only for as long as necessary for the purposes set out in this Privacy Policy, including to service your account, honor your service agreement, and comply with our legal, tax, and certification recordkeeping obligations. Destruction records such as Certificates of Destruction are retained so they remain available to you as compliance documentation.

The Company will also retain Usage Data for internal analysis. Usage Data is generally retained for a shorter period, except where it is used to strengthen security or improve the functionality of our Service, or where we are legally obligated to retain it longer.

Transfer of Your Personal Data

Your information, including Personal Data, is processed at the Company's operating offices in North and South Carolina and in any other place where the parties involved in the processing are located. Your submission of such information represents your agreement to that processing.

The Company will take all steps reasonably necessary to ensure your data is treated securely and in accordance with this Privacy Policy.

Your Choices and Requests

You have the right to request access to, correction of, or deletion of the personal information you have provided to us. To make a request, contact us using the details at the end of this policy.

You may opt out of marketing email at any time using the unsubscribe link in any message, and out of text messages by replying STOP. Opting out of marketing does not stop transactional messages about scheduled service, route changes, or billing.

Please note that we may need to retain certain information where we have a legal obligation or lawful basis to do so — including destruction records we are required to keep under our certification obligations.

Disclosure of Your Personal Data

Business Transactions

If the Company is involved in a merger, acquisition, or asset sale, your Personal Data may be transferred. We will provide notice before your Personal Data is transferred and becomes subject to a different Privacy Policy.

Law Enforcement

Under certain circumstances, the Company may be required to disclose your Personal Data if required to do so by law or in response to valid requests by public authorities (e.g. a court or a government agency).

Other Legal Requirements

The Company may disclose your Personal Data in the good faith belief that such action is necessary to:

Comply with a legal obligation
Protect and defend the rights or property of the Company
Prevent or investigate possible wrongdoing in connection with the Service
Protect the personal safety of users of the Service or the public
Protect against legal liability

Security of Your Personal Data

The security of your Personal Data is important to us, but no method of transmission over the internet or method of electronic storage is 100% secure. While we strive to use commercially acceptable means to protect your Personal Data, we cannot guarantee its absolute security. Please do not send confidential documents, patient information, or account numbers through our website forms — call us instead and we will arrange a secure method.

Children's Privacy

Our Service does not address anyone under the age of 13. We do not knowingly collect personally identifiable information from anyone under the age of 13. If you are a parent or guardian and you are aware that your child has provided us with Personal Data, please contact us. If we become aware that we have collected Personal Data from anyone under the age of 13 without verification of parental consent, we take steps to remove that information from our servers.

Links to Other Websites

Our Service may contain links to other websites that are not operated by us. If you click a third-party link, you will be directed to that third party's site. We strongly advise you to review the privacy policy of every site you visit.

We have no control over and assume no responsibility for the content, privacy policies, or practices of any third-party sites or services — including the third-party drop-off partners listed on our website, which operate their own businesses under their own policies.

Changes to this Privacy Policy

We may update our Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page and updating the "Last updated" date at the top.

You are advised to review this Privacy Policy periodically. Changes to this Privacy Policy are effective when they are posted on this page.

Text Message Communications

By submitting our forms and signing up for texts, you consent to receive text messages from Records Reduction, Inc. at the number provided, including messages sent by autodialer. Consent is not a condition of purchase. Msg and data rates may apply. Msg frequency varies. You can unsubscribe any time by replying STOP or clicking the unsubscribe link (where available), and no further messages will be sent. Reply HELP for help. Information will not be shared with third parties for marketing or promotional purposes.

Contact Us

If you have any questions about this Privacy Policy, you can contact us:

By phone: (704) 351-0949
By email: info@recordsreduction.com
By fax: (704) 631-4539
By visiting our website: recordsreduction.com/contact-us
By visiting us in person: 2032-F Independence Commerce Dr, Matthews, NC 28105