1. Who we are
Capital Waste Management Ltd (“CWM”, “we”, “us”) is a company registered in England and Wales, providing waste collection and clearance services across London. We are registered as an upper-tier waste carrier with the Environment Agency under licence CBDU630965.
For the purposes of UK data protection law (the UK GDPR and the Data Protection Act 2018), CWM is the data controller for the personal information described in this notice. You can reach us at enquiries@cwmltd.uk or on 0759 179 1293.
2. What we collect
We only collect personal data that you give us, or that we need to deliver the job you've asked for. Typically that means:
- Contact details — name, phone number, email address.
- Job details — collection address or postcode, access notes, the type of waste, preferred date.
- Photographs you send us by WhatsApp or email to help us quote.
- Payment details — handled by our payment processor; we don't store card numbers ourselves.
- Waste-transfer records — the receipt confirming what was collected, where it was taken, and on whose behalf. These are required by law.
- Correspondence — call notes, WhatsApp messages, emails you send us about a job.
We don't ask for, and we don't want, anything we don't need. We don't use website analytics or advertising trackers (see our cookies notice).
3. How we use it
We use your personal data only for the following purposes:
- To prepare a quote and respond to your enquiry.
- To arrange access, schedule the collection, and contact you on the day.
- To take payment and issue a VAT receipt where applicable.
- To produce and store the waste-transfer note required by the Environment Agency.
- To respond to complaints, follow-ups, or repeat-customer enquiries.
- To meet our own legal, tax and accounting obligations.
4. Our lawful bases
Under UK GDPR Article 6, we rely on the following bases:
- Contract — to quote a job, attend the collection, and process payment for the service you've booked.
- Legal obligation — to keep waste-transfer notes, tax records, and other records the law requires.
- Legitimate interests — to run a business: keep records of past jobs, respond to enquiries, handle disputes, and prevent fraud. We balance our interests against your rights; if you'd like the detail of how we did that, ask.
5. Who we share it with
We don't sell your data, and we don't share it for marketing. We do share limited information with:
- Our crew and dispatch — so they can find the address and quote the job.
- Licensed transfer stations and recycling sites — they appear on the waste-transfer note alongside CWM's details.
- Our payment processor — to take card payment securely. They are a separate controller for the payment data.
- HMRC and our accountants — for tax and statutory reporting.
- The Environment Agency — on request, and as part of waste-tracking audits.
- Insurers and legal advisers — only if a claim or dispute is being handled.
We may also share data if we're required to by law, a court order, or to protect someone's safety.
6. International transfers
Your data stays in the UK. The only routine exception is email and messaging — if you contact us through Gmail, WhatsApp, or similar, those providers operate internationally. Their own privacy notices apply to that traffic.
7. How long we keep it
We keep your data only as long as we need it:
- Quote enquiries that didn't proceed — up to 12 months.
- Completed-job records and waste-transfer notes — at least 2 years, as required by the Environment Agency for controlled waste, and up to 6 years to satisfy tax and accounting requirements.
- Accounting and tax records — 6 years from the end of the relevant tax year.
- Insurance and dispute files — for the duration of any claim plus the limitation period.
When retention periods end, we delete or anonymise the data.
8. Your rights
Under UK GDPR you have the right to:
- Ask us what data we hold about you (a subject access request).
- Have inaccurate data corrected.
- Ask us to delete data where we no longer have a lawful reason to keep it (note: legal-retention records can't always be deleted on request).
- Restrict or object to how we use your data, including a right to object to anything done on the basis of legitimate interests.
- Receive a copy of the data you gave us, in a portable format.
- Withdraw consent where we relied on it (we rarely rely on consent).
To exercise any of these rights, email enquiries@cwmltd.uk. We'll respond within one month.
9. Complaints
If you're unhappy with how we've handled your data, please tell us first so we have a chance to put it right. If we can't resolve it, you can complain to the Information Commissioner's Office (ICO), the UK regulator, at ico.org.uk or on 0303 123 1113.
10. Security
We protect your data with sensible safeguards: limited staff access on a need-to-know basis, encrypted devices and email accounts, payments via a regulated processor, and locked-away physical paperwork. No system is perfectly secure, but we treat your information the way we'd want ours treated.
11. Changes to this notice
If we change this notice we'll update the date at the top. If the change is material — affecting how we use existing data — we'll contact you directly where we can.
12. Contact us
Questions about this notice, or about a specific request:
- Email: enquiries@cwmltd.uk
- Phone: 0759 179 1293
- Post: Capital Waste Management Ltd, London, United Kingdom