Privacy Policy
Last updated: 01/11/2025
Who we are
Gilston Waste Management Ltd provides waste, cleaning and facilities services across the United Kingdom. In this policy “we”, “us” and “our” refer to Gilston Waste Management Ltd.
Legal entity: Gilston Waste Management Ltd
Registered office:
Unit 6B The Mews,
15A Liverpool Road,
Birkdale,
Southport,
Merseyside
PR8 4AS
Company number: 10373929
Data Protection contact: info@gilstonwastemanagement.co.uk
Scope
This policy covers all websites, portals and online forms operated by Gilston Waste Management Ltd, including customer and supplier portals, and any service that links to this notice.
The data we collect
We collect and process:
- Identity data such as name, job title and organisation
- Contact data such as email, phone and address
- Service data such as site locations, waste streams, access notes and schedules
- Billing data such as purchase orders, invoices and payment records
- Account data such as usernames, access roles and portal activity
- Technical data such as IP address, device type, browser, cookies and analytics events
- Communications such as enquiries, support tickets and call notes
- Compliance data such as signatures, permits, transfer notes and certificates
- Recruitment data such as CVs and right to work checks if you apply for a role
We collect data from you, your employer, our partners that deliver services, and from public sources used to verify identity or site details.
How we use your data
We use your data to:
- Provide quotes, take bookings and deliver services
- Manage accounts, billing and payments
- Plan routes, allocate teams and record completion
- Issue compliance records and certificates
- Provide customer support and handle complaints
- Operate and secure our websites and portals
- Meet legal and regulatory duties
- Improve our services through metrics and feedback
- Run recruitment and onboarding
Lawful bases
We rely on one or more of the following:
- Contract, to enter into or perform a contract with you or your organisation
- Legal obligation, to meet laws such as waste duty of care and tax rules
- Legitimate interests, to run and protect our business and to keep records
- Consent, for optional communications and where cookies require it
- Vital interests, only where life or safety is at risk
Marketing
We send service updates and operational messages as part of our contract. We send marketing only if you have given consent or where the law allows contact with business recipients. You can opt out at any time by using the unsubscribe link or by emailing info@gilstonwastemanagement.co.uk.
Cookies and analytics
Our sites use necessary cookies to make the site work and optional cookies for analytics and performance. You can control optional cookies through our banner or your browser settings. If you block cookies some features may not work.
Sharing your data
We share data with:
- Service partners that collect waste, deliver cleaning or maintenance and issue records
- Payment and finance providers
- IT and hosting providers that run our websites, portals and email
- Insurers, auditors and legal advisers
- Public bodies and regulators when the law requires it
We require all recipients to protect your data and to use it only for the agreed purpose.
International transfers
If we transfer data outside the United Kingdom, we use approved safeguards such as UK adequacy regulations or standard contractual clauses.
Data retention
We keep data only as long as needed for the purpose collected and to meet legal and accounting duties. Typical periods are:
- Contract and job records, including transfer notes and certificates, at least six years
- Financial records, at least six years
- Portal account data, for as long as the account is active and for a short period after closure
- Enquiries and support tickets, up to two years
- Recruitment records for unsuccessful applicants, up to six months unless you ask us to keep them longer
When retention ends, we delete or anonymise the data.
Security
We use technical and organisational measures to protect data. These include access controls, encryption in transit, secure configurations, logging, regular reviews and staff training. We also assess suppliers and require suitable controls in their systems.
Your rights
Under UK data protection law you have the right to:
- Access your personal data
- Correct inaccurate or incomplete data
- Erase data in certain cases
- Restrict processing in certain cases
- Object to processing based on legitimate interests or to direct marketing
- Data portability for information you gave us
- Withdraw consent at any time where we rely on consent
To exercise your rights contact info@gilstonwastemanagement.co.uk. We respond within one month.
You also have the right to complain to the Information Commissioner’s Office. See ico.org.uk or call 0303 123 1113.
Third party links
Our websites may link to other sites. Those sites have their own privacy policies. We are not responsible for their content or practices.
Changes to this policy
We update this policy when our practices change. We post the new version on this page and update the date at the top.
Contact us
Questions about this policy or your data
Email: info@gilstonwastemanagement.co.uk
Post:
Data Protection,
Gilston Waste Management Ltd,
Unit 6B The Mews,
15A Liverpool Road,
Birkdale,
Southport,
Merseyside
PR8 4AS