Privacy Policy
Effective date: 28 August 2026
This policy explains how Profitwize collects and uses personal data when you enquire about, take out or use our commercial waste services, and when you use this website.
1. Who we are
Profitwize Waste is a trading name of the Profitwize Partnership, registered in England and Wales, with a business address at Suite 1-3 Westminster Buildings, Theatre Square, Nottingham, Nottinghamshire, NG1 6LG. We are the data controller for the personal data described in this policy. We are registered with the Information Commissioner’s Office under registration number ZC199096.
For any privacy question, or to exercise any of the rights in section 8, contact david@profitwize.co.uk or 07915 377214.
2. What we collect
- Contact and role details: name, job title, business email address, telephone and mobile numbers.
- Organisation details: trading and registered name, company or charity number, VAT number, site addresses and billing address.
- Service and account information: current and previous waste provider, account numbers, bin sizes and numbers, waste streams, collection frequency, copies of waste bills and contracts, and the location of your bins (including what3words references where you give them to us).
- Financial information: bank details for Direct Debit, payment and billing history, and the results of any credit check we carry out.
- Correspondence: emails, WhatsApp and SMS messages, letters, notes of calls and site visits, and photographs of bins or access points where these are supplied.
- Website data: IP address, browser and device type, pages visited and the information you submit through our forms. See section 10 on cookies.
We do not seek special category data (such as health data) and ask you not to send it to us.
3. Where we get it
Most of the information comes directly from you, by phone, email, WhatsApp, our website forms or at a site visit. We also receive information:
- from your existing waste provider, where you have signed a Letter of Authority allowing us to request your bills, contract and account data;
- from the waste carrier servicing your site, for example collection records, weights and contamination reports;
- from publicly available sources such as Companies House, the Charity Commission and the Environment Agency public registers; and
- from credit reference agencies, where we carry out a credit check before setting up an account.
4. Why we use it, and our lawful basis
| Purpose | Lawful basis |
|---|---|
| Responding to your enquiry and preparing a quotation | Steps taken at your request before entering a contract; our legitimate interests in running our business |
| Requesting your data from your existing provider under a Letter of Authority | Steps taken at your request before entering a contract |
| Setting up, delivering and administering your waste service, including bins, collections, service changes and billing | Performance of our contract with you; our legitimate interests where the contract is with your organisation rather than with you personally |
| Credit checks and fraud prevention | Our legitimate interests in managing credit risk |
| Producing and retaining duty of care and waste transfer documentation | Compliance with our and your legal obligations under waste legislation |
| Handling complaints, disputes and claims | Our legitimate interests in defending and resolving claims; legal obligation |
| Accounting, tax and record-keeping | Legal obligation |
| Marketing our services to organisations, including follow-up on quotations and renewal reminders | Our legitimate interests in promoting our services; consent where the law requires it |
Where we rely on legitimate interests, we have considered whether those interests are overridden by your rights, and we have concluded that they are not. You can object at any time, see section 8.
5. Marketing
We may contact you about waste services and renewals by email, phone or WhatsApp where you have asked us for a quote or are a customer, and we will always give you a way to opt out. Every marketing email includes an unsubscribe link, and you can tell us to stop at any time by replying or by emailing david@profitwize.co.uk. We do not sell your data to third parties for their own marketing.
6. Who we share it with
- Licensed waste carriers and disposal contractors: the details needed to set up and run your collections.
- Your existing or previous waste provider: where you have authorised us to obtain account information.
- Service providers acting on our behalf: IT, hosting, email, CRM, telephony, accounting and payment processors, all bound to process data only on our instructions.
- Credit reference and fraud prevention agencies, where a credit check is carried out.
- Professional advisers: accountants, insurers and lawyers, where needed.
- Regulators and public authorities: including the Environment Agency, local authorities and HMRC, where we are required or permitted to disclose.
- A buyer or successor, if our business or part of it is sold or reorganised.
7. Where your data is held, and for how long
Your data is held in the United Kingdom or the European Economic Area. Where a service provider processes data outside the UK, we rely on UK adequacy regulations or the International Data Transfer Agreement or Addendum, so that your data has an equivalent level of protection.
| Record | Retention |
|---|---|
| Enquiries and quotations that do not become contracts | 24 months from last contact, then deleted |
| Customer account and contract records | 6 years from the end of the contract |
| Billing, accounting and tax records | 6 years from the end of the relevant financial year |
| Waste transfer notes and duty of care records | At least 2 years (3 years for hazardous waste consignment notes), as required by waste legislation |
| Marketing preferences and suppression records | Kept for as long as needed to honour your opt-out |
8. Your rights
You have the right to ask us for a copy of the personal data we hold about you, to have inaccurate data corrected, to have data erased where there is no good reason for us to keep it, to restrict or object to our processing (including objecting to direct marketing at any time), to receive certain data in a portable form, and to withdraw any consent you have given. We do not make decisions about you by automated means alone.
To exercise any of these rights, email david@profitwize.co.uk. We will respond within one month. There is normally no charge.
If you are unhappy with how we have handled your data, please tell us first so we can put it right. You can also complain to the Information Commissioner’s Office at ico.org.uk, by calling 0303 123 1113, or by writing to Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF.
9. Keeping your data secure
We use access controls, encryption in transit, password protection and reputable, contractually bound service providers, and we limit access to those who need it. No transmission over the internet is completely secure, so we cannot guarantee the security of data sent to us over the internet. If a personal data breach occurs that is likely to result in a risk to your rights, we will report it to the ICO within 72 hours and tell you where the law requires it.
10. Cookies
This website uses cookies and similar technologies. Strictly necessary cookies keep the site working and do not need your consent. Any analytics, advertising or tracking cookies are only set with your consent, given through the cookie banner, and you can change or withdraw that consent at any time through the banner or your browser settings. Blocking cookies may affect how parts of the site work.
11. Other websites
This site may link to other websites. We are not responsible for their content or their privacy practices, and we encourage you to read their own privacy notices.
12. Changes to this policy
We may update this policy from time to time. The current version is always the one published on this page, with its effective date shown at the top. Where a change is significant, we will tell customers directly.