Privacy notice

This privacy policy notice is served by Zero Tech Waste Ltd, a company registered in England with company number 16004465 of Unit 4a, Beenham Grange Business Park, Beenham, RG7 5PP, under the website: zerotechwaste.com

The purpose of this policy is to explain to you how we control, process, handle and protect your personal information through the business and while you browse or use this website. If you do not agree to the following policy you may wish to cease viewing / using this website, and or refrain from submitting your personal data to us.

We are registered with the ICO under the Data Protection Register with registration number ZB782110.

Policy key definitions:

• “I”, “our”, “us”, or “we” refer to the business, [Zero Tech Waste Ltd,].
• “you”, “the user” refer to the person(s) using this website.
• GDPR means the UK General Data Protection Regulation.
• PECR means Privacy & Electronic Communications Regulation.
• ICO means Information Commissioner’s Office.
• Cookies mean small files stored on a users computer or device.

This privacy policy notice embodies the following key principles of the GDPR (General Data Protection Regulation); (a) Lawfulness, fairness and transparency, (b) Purpose limitation, (c) Data minimisation, (d) Accuracy, (e) Storage limitation, (f) Integrity and confidence, (g) Accountability.

Processing of your personal data

How we may collect information from you

We collect personal data when you:

• Make an enquiry to us about working with us, or working for us by using the website (and willingly submit data via an enquiry form), orby sending an enquiry by email or phone.
• Work for or with us on a project.
• Provide services and or sales to us.
• Exchange business cards (and any comparable token) with one of our employees or directors.
• Speak with us at a networking event or conference.
• We may also gather personal data from third parties, such as your accountant, third parties dealing with you directly or other third party services that you may have used to connect with us (such as job postings, social media enquiries etc.)
• Visit our website. Some information is collected automatically when you browse, including through cookies and similar technologies — see “Information collected automatically” below.

Information collected automatically

When you visit our website, we may automatically collect:

• Advertising click identifiers — where you reach our site by clicking an advert, the advertising platform adds an identifier to the web address (for example Google’s GCLID, or Microsoft’s MSCLKID). We record this so we can tell which advertising led to an enquiry.
• Campaign parameters — where a link to our site has been tagged with campaign information (commonly called UTM parameters), we record it for the same purpose.
• The page you arrived on and the website you came from, where your browser provides it.
• Usage information — pages visited, how far you scroll, and interactions such as clicking a phone number, collected through Google Analytics.
• Live chat and visitor tracking — we use Zoho SalesIQ to offer live chat and to see how visitors are using the site in real time. It records the pages you view, how long you spend on them, where you arrived from, your approximate location derived from your IP address, and your device and browser type. If you start a chat, we keep a record of the conversation and any details you provide in it.

The advertising and campaign information above is stored in a first-party cookie on your device for up to 90 days, so that if you return to our site later we can still identify how you first found us. If you visit more than once from different sources — for example an email campaign and then an advert — we keep a short list of those visits, up to ten, along with the date of the first one. Where you go on to submit an enquiry form, this source information is attached to your enquiry record in our customer relationship management system so we can understand which of our marketing helps people find us. It contains no browsing history beyond how you reached our site, and we do not use it to build a profile of you. Google Analytics and Zoho SalesIQ set their own cookies, listed in our cookie notice.

This collection only takes place if you have accepted analytics cookies. If you decline, none of it is collected.

Our website host, security provider, form software and live chat provider process your IP address as a necessary part of delivering the website, protecting it from abuse, and providing live chat. We do not store your IP address against your enquiry record in our customer relationship management system.

How we use your personal data

Unless otherwise defined, we only process your personal data for accounts & records, advertising, marketing, PR or staff administration purposes. We may collect personal data about our clients & prospective clients, job applicants, our current and former employees, suppliers and collaborators. 

As a client or as a supplier to us we may collect:

• Name, contact information and any shared personal data
• Information relating to your query
• Financial information about your business
• Information and documents relating to the services to be provided, including communications with you, shared proposals, agreements and statements of work.
• Billing and payment information

As an employee, or former employee, we may hold the following information about you:

• Name, contact information, date of birth, emergency contact and any shared data
• National insurance number
• Information relating to your qualifications, experience and professional development
• Information and documents relating to your performance as an employee of Zero Tech Waste Ltd, including communications with you
• Photographic identification, including Passport and Driving Licence
• Financial information, such as bank details, pension scheme and salary details
• Information about your next of kin, including their provided contact information
• Provided medical information
• Information about any background checks we have completed, or security clearances you have achieved in the scope of your employment

Why we use your personal data

On the basis of a legitimate interest

We believe that we have a legitimate interest under the GDPR for the processing of your information where a shared interest exists between us, in order to: 

• keep you informed about our services, if you have opted-in to receive these communications
• meet our obligations relating to the confirmation of client identity
• invite you to relevant networking events
• process a job application
• fulfil our obligations as an employer
• provide benefits to you as an employee
• maintain the security of our office and IT infrastructure
• send you information which we believe may be of interest

Your personal data is not sold or rented, and is not shared with third parties for their own marketing purposes. Where we use third party services to operate our business or measure our advertising, limited data is shared with those providers as described in “Third parties we share data with” below.

We only store this information for as long as a legitimate interest exists.

We will continue to process your information until you withdraw consent or it is determined your consent no longer exists.

On the basis of a contract, or activities prior to entering into a contract

Whether you are a client or a supplier to us, we use the contract lawful basis under the GDPR for the processing of your information to:

• respond to enquiries that you make prior to any formal instruction, for example to provide you with details about our services, supplying a quote or estimate.
• fulfil our obligations in any contract, brief or other instruction you give to us.
• fulfil our obligations in relation to your supply of service to us.
• invoice you, and to track payments you make or payments made to you.

We shall continue to process your information until the contract between us ends or is terminated under any contract terms.

On the basis of consent, when you explicitly subscribe to our email mailing list

We use the consent lawful basis under the GDPR for the processing of your information when you explicitly consent to subscribe to our email mailing list. Your information is used to send you marketing messages within the scope outlined to you at the point of subscription. We may collect the following information from you;

• Your name
• Your company or employer
• Your email address
• Time & date you subscribed

If, as determined by us, the lawful basis upon which we process your personal information changes, we will notify you about the change and any new lawful basis to be used if required. We shall stop processing your personal information if the lawful basis used is no longer relevant.

Protecting your information

Any personal information processed is done so securely with protective measures in place to prevent data breach. This includes data saved to computers, mobile devices, phones, laptops or tablets. Protective measures include passwords, pass codes, biometric security measures (e.g. fingerprint & facial recognition) and firewall technology.

When you give us personal information, we take reasonable steps to manage that data securely. It is encrypted, and stored on secure cloud-based services which we use as a part of doing business. These include, but are not limited to: Xero, Dropbox, Google Workplace and Microsoft 365. 

We do not sell or rent your personal data or information to any third party or share your information with third parties for their marketing purposes. 

We will disclose your data or information if required by law, for example by a court order or for the prevention of fraud or other identified crime.

We may pass your information on to third party service providers, agents or subcontractors for the purposes of completing a task or providing services to you on our behalf.  However, we disclose only the personal data necessary to deliver the agreed service, with your consent to do so.

Third parties we share data with

• Brevo —Our email marketing platform partner is used to send out email newsletters to people who have opted in to receive them, hosted in the EU.
• Google (Google Ireland Ltd) — we use Google Analytics to understand how our website is used, and Google Ads to advertise our services. When you submit an enquiry, we send Google an encrypted (hashed) version of your email address and telephone number so Google can confirm that an advert led to an enquiry. Google does not receive these details in a readable form and we do not send Google the content of your enquiry.
• NitroPack — Part of our website hosting, used to improve page loading speed. Our pages are served through their infrastructure.
• WPEngine — Our website hosting provider. Form submissions are stored on the website before being passed to our CRM.
• Zoho — Enquiries are stored in our customer relationship management system, hosted in the EU.
• Zoho SalesIQ — provides the live chat facility on our website and the visitor analytics behind it. Where you have an existing enquiry with us, chat activity may be linked to your record in our customer relationship management system.

Some of these providers may process data outside the UK. Where that happens, transfers are made under the safeguards permitted by UK data protection law.

Updating your information

When we perform email marketing, you can unsubscribe or manage your personal information at any time through the online system, where you will find links to manage your subscription in any confirmation email or marketing message we have sent.

You can contact us with any questions and updates around your data that we hold about you by sending an email to privacy@zerotechwaste.com; by calling us on 0800 494 7778 or by sending a letter to: Data Protection Officer, Zero Tech Waste Ltd. Unit 4a, Beenham Grange Business Park, Beenham, RG7 5PP.

Your individual rights

Under the GDPR your rights are as follows. You can read more about your rights in details here;

• the right to be informed;
• the right of access;
• the right to rectification;
• the right to erasure;
• the right to restrict processing;
• the right to data portability;
• the right to object; and
• the right not to be subject to automated decision-making including profiling.

You also have the right to complain to the ICO [www.ico.org.uk] if you feel there is a problem with the way we are handling your data. We handle subject access requests in accordance with the GDPR.

Internet cookies

We use cookies on this website to provide you with a better user experience. We do this by placing a small text file on your device / computer hard drive to track how you use the website, to record or log whether you have seen particular messages that we display, to keep you logged into the website where applicable, to display relevant adverts or content, referred you to a third party website.

Some cookies are required to enjoy and use the full functionality of this website.

We use a cookie control system which allows you to accept the use of cookies, and control which cookies are saved to your device / computer. Some cookies will be saved for specific time periods, where others may last indefinitely. Your web browser should provide you with the controls to manage and delete cookies from your device, please see your web browser options.

See our cookie notice for more information

Data security and protection

We ensure the security of any personal information we hold by using secure data storage technologies and precise procedures in how we store, access and manage that information. Our methods meet the GDPR compliance requirement.

Fair & transparent privacy explained

We have provided some further explanations about user privacy and the way we use this website to help promote a transparent and honest user privacy methodology.

User Rights & Opt-Out Options

Users can:

• Adjust their ad preferences via Google Ads Settings.
• Withdraw consent at any time by managing cookie settings.
• Request data access, modification, or deletion.

For any inquiries, please contact us at privacy@zerotechwaste.com

Resources & further information

• Google Privacy Policy
• Overview of the GDPR – General Data Protection Regulation
• Data Protection Act 2018
• Privacy and Electronic Communications Regulations 2003
• The Guide to the PECR 2003