National computer refurbishers' code of practice

The following code of practice is adhered to by refurbishers of computer and information and communications technology (ICT) equipment who are accredited by Computer Access NZ Trust (CANZ).

The purpose of CANZ

• To provide refurbished computers for schools and non-profit community groups/community programmes that might not otherwise be able to gain access to today's rapidly expanding ICT world.
   
• To help our communities deal with the growing challenge of disposing of outdated and unusable computer equipment responsibly and in the least environmentally damaging way available to us.

Benefits

The following benefits to refurbishers are obtained by adherence to this code:

• Right to receive ICT equipment donated through this programme.
   
• Publicity and promotion through the (CANZ) process.
   
• The right to use CANZ branding.
   
• The right to attend CANZ Trust meetings in an advisory capacity.

Undertakings

In order to benefit from this programme the refurbisher undertakes the following:

• To ensure that the information security of donors is protected at all times by adopting the following procedures: All hard drives are to be tested for usability and either (a) physically destroyed; or (b) totally erased using Unconditional Formatting, including deletion of partition and file tables. All identifying marks to be removed from all machines.
   
• To adhere to, and provide all donors with a copy of this document.
   
• To receipt, in a form acceptable to CANZ, or that of the donor, whichever is the more detailed, all equipment donated through this programme.
   
• To act at all times to bring credit and credibility to the CANZ refurbishing programme and refrain from actions which call into question its probity or reliability.
   
• To provide the purchaser with a written specification for each machine purchased and a valid copy of the operating system licence.
   
• To provide CANZ with details of all computers received and sold through this programme.
   
• To provide to CANZ, on request, audited accounts for the preceding year(s).
   
• To act at all times within the terms of business agreed for all transactions affecting the sale or purchase of ICT equipment under this programme.
   
• To take back, at no charge, all equipment sold to schools and community organisations which has reached ‘end of life’, and dispose of this equipment to environmental standards mandated by local or national authority, and where feasible, to exceed those standards.
   
• To respond within one working day to all offers of donations and to confirm collection of the donation to CANZ.
   
• To provide the purchaser with a written warranty on all machines as to parts and quality of work for a period not less than six months from the date of purchase.

Acceptable use policy

The purposes to which donated hardware may be put as part of the CANZ process are as follows:

• In the first instance, functioning machines which meet or exceed the CANZ standard are cleaned and tested, and data and software completely removed from hard drives. Machines are then refurbished to a set of nationally agreed baseline standards, fully licensed operating systems and other software installed and sold through the refurbishers’ normal channels.
   
• Schools and school-based programmes have first call on all machines.
   
• Not-for-profit organisations and community programmes have second call.
   
• Non-standard machines may also be sold to schools to meet clearly defined and understood needs.
   
• Other machines may be donated to schools for fundraising purposes or to those with special education needs which can be met by specific machines.
   
• Accredited refurbishers run their CANZ operations on a not-for-profit basis, but they do need to break-even. After satisfying obligations to schools and community organisations, the refurbishers may sell up to 20 per cent of machines on the open market, to help meet overhead costs.

Any machines which are not functional or below standard follow this process:

• Otherwise useable parts are stripped from the machine and reused in other machines.
   
• Some parts, such as floppy drives, which are not needed for the refurbishing process, are sold through other channels to help defray the refurbishing cost.
   
• All remaining parts are disposed of in an environmentally responsible manner, to standards mandated by local or national authority, and where feasible, in excess of those standards.

Sanctions

Accredited refurbishers accept the sanctions below, which may apply where a company has breached the above undertakings.

Please note, all commercial transactions are between the refurbisher and its suppliers or customers, and recourse in all cases is directly to the company or organisation concerned.

If, however, a refurbisher is held to be in breach of this code, either by a donor, or a purchaser, and a reasonable accommodation can not be reached within 30 days, the complaint will be heard by CANZ or its authorised agent.

Where a refurbisher is held to have breached any of the first four requirements, a complaint will be dealt with immediately by CANZ or its authorised agent.

Sanctions that may be applied for breach of this code:

• Withdrawal of promotion and publicity by CANZ on behalf of the refurbisher.
   
• Withdrawal of the right to use CANZ branding.
   
• Removal from the referral process for donations of surplus equipment.
   
• Advertisement in appropriate media that the refurbisher is no longer an accredited member of the CANZ programme.

All refurbishers must formally adopt this code of practice before accreditation will be granted or announced.

Return to CANZ home page