Privacy Policy | Clear Waste Route UK

1. Who We Are

Clear Waste Route Ltd (Company No. 17168009), registered in England and Wales, is the data controller for personal data collected through this website (clearwasteroute.co.uk) and, where applicable, the Clear Waste Route platform. This policy explains how we collect, use, store, and protect your personal data.

2. Scope of This Policy

This Privacy Policy applies in two contexts:

Website visitors — anyone browsing clearwasteroute.co.uk
Platform users and Early Access participants — organisations and individuals who have registered to access or trial the Clear Waste Route platform

Where Clear Waste Route processes personal data on behalf of a Customer organisation (for example, the personal data of a Customer's employees or end-users within the platform), we act as a data processor. In that context, the Customer is the data controller and our processing is governed by a Data Processing Agreement ("DPA"). Please see our GDPR Statement and Section 9 below.

3. Personal Data We Collect

3a. Website Visitors

We collect personal data only when you voluntarily submit it through forms on this website. This may include:

Full name and job title
Business name and company size
Email address and phone number
Details of your waste operation (where provided)
Message content you submit via enquiry or demo request forms
Anonymous website usage data via Google Analytics (IP address, pages visited, referral source, browser type, session duration)

3b. Platform Users and Early Access Participants

In addition to the above, when you access the Clear Waste Route platform, we may collect:

Account credentials (username, encrypted password)
Role and permissions within your organisation
Activity logs (logins, actions taken, timestamps) for security and audit purposes
Device and browser information for support and compatibility purposes
Communications with our support team

4. How We Use Your Data

We use your personal data for the following purposes:

To respond to your enquiry or demo request
To communicate with you about the Clear Waste Route platform, including Early Access updates, product news, and relevant features
To create and manage your platform account
To provide technical support and troubleshoot issues
To understand how visitors use our website and improve our service
To send service-related notifications (account updates, security alerts, maintenance notices)
To comply with applicable legal obligations

Marketing communications: We may send you information about the Clear Waste Route platform and relevant product updates. You can opt out at any time by replying to any email or contacting us at contact@clearwasteroute.co.uk.

We do not sell, rent, or share your personal data with third parties for their own marketing purposes.

5. Lawful Basis for Processing

We rely on the following lawful bases under UK GDPR:

Legitimate interests (Article 6(1)(f)) — responding to business enquiries, communicating about our platform, and improving our service. Our legitimate interests do not override your rights.
Contract performance (Article 6(1)(b)) — creating and managing platform accounts, providing services under Early Access agreements.
Legal obligation (Article 6(1)(c)) — where processing is required to comply with law.
Consent (Article 6(1)(a)) — for analytics cookies. You may withdraw consent at any time by adjusting your browser settings without affecting any other processing.

6. Data Processors and Sub-Processors

We use trusted third-party services to help us operate our website and platform. These act as our data processors and process data only on our instructions:

Web3Forms (web3forms.com) — form submission delivery. Enquiry data is transmitted to our inbox and is not retained by Web3Forms beyond transmission.
Google LLC (Google Analytics 4) — website analytics. Anonymous usage data may be processed on servers outside the UK. Google participates in the UK-US data bridge framework.
Microsoft Azure — cloud infrastructure and hosting for the Clear Waste Route platform. Data is hosted in UK/EU Azure regions.

We review third-party processors regularly and will update this list as our service evolves. A full list of sub-processors used in the platform is available on request.

7. When We Act as a Data Processor

When Customer organisations use the Clear Waste Route platform to manage their own operational data (including data about their employees, drivers, customers, or site contacts), Clear Waste Route Ltd acts as a data processor on their behalf. In this capacity:

We process data only as instructed by the Customer (data controller)
We maintain appropriate technical and organisational security measures
We do not use Customer data for any purpose other than delivering the platform services
We will assist Customers in responding to data subject rights requests within the platform
We will notify Customers of any personal data breach affecting their data without undue delay

A Data Processing Agreement (DPA) is available for Enterprise customers and Early Access participants. Contact contact@clearwasteroute.co.uk to request one.

8. Cookies

This website uses cookies for analytics and platform session management. For full details, see our Cookie Policy. You can manage your cookie preferences through your browser settings at any time.

9. Data Retention

Website enquiry data — retained for up to 2 years from submission, or until you request deletion
Platform account data — retained for the duration of your subscription plus a 30-day post-termination export window, after which data is securely deleted
Activity and audit logs — retained for up to 12 months for security and compliance purposes
Google Analytics data — retained for 14 months (Google default setting)
Legal or contractual records — retained as required by applicable law

10. Security

We implement appropriate technical and organisational measures to protect personal data against unauthorised access, loss, alteration, or disclosure. These include:

Encryption of data in transit (TLS) and at rest
Role-based access controls within the platform
Regular security reviews and vulnerability assessments
Secure cloud infrastructure (Microsoft Azure, UK/EU regions)
Staff awareness of data protection obligations

No method of electronic transmission or storage is 100% secure. We will notify affected individuals and, where required, the ICO within 72 hours of becoming aware of a personal data breach.

11. International Data Transfers

Where personal data is transferred outside the UK, we ensure appropriate safeguards are in place. Google Analytics may process data in the United States under the UK-US data bridge. Microsoft Azure processes data within UK/EU regions by default. Other transfers are covered by Standard Contractual Clauses (SCCs) or equivalent mechanisms as required by UK GDPR.

12. Your Rights Under UK GDPR

You have the following rights in relation to personal data we hold about you:

Right of access — request a copy of the personal data we hold about you (Subject Access Request)
Right to rectification — request correction of inaccurate or incomplete data
Right to erasure — request deletion of your data where no overriding lawful basis applies
Right to restriction — request we limit processing of your data in certain circumstances
Right to object — object to processing based on legitimate interests
Right to data portability — receive your data in a structured, machine-readable format where processing is based on consent or contract
Right to withdraw consent — where processing is based on consent (e.g. analytics cookies), you may withdraw at any time

To exercise any of these rights, email contact@clearwasteroute.co.uk with "Data Rights Request" in the subject line. We will respond within 30 days. We may ask you to verify your identity before processing your request.

If you are a User of the Clear Waste Route platform and wish to exercise rights over data held within the platform, please contact your organisation's account administrator in the first instance, as they are the data controller for that data.

13. Complaints

If you believe we have not handled your personal data correctly, we ask that you contact us first at contact@clearwasteroute.co.uk so we can try to resolve your concern directly.

You also have the right to lodge a complaint with the Information Commissioner's Office (ICO). Clear Waste Route Ltd is registered with the ICO under registration number ZC174222.

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

14. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our services, technology, or legal requirements. The "last updated" date at the top of this page will reflect any changes. For material changes, we will notify active platform users by email. We encourage all visitors to review this page periodically.