Privacy Policy

Last updated: 6 December 2024

1. Introduction

DigitalWTN ("we", "our", or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, store, and protect your personal information when you visit our website and use our services.

We are based in the United Kingdom and comply with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

Current Status: DigitalWTN is currently in pre-launch development. We are collecting email addresses for our early access waitlist. When our platform launches, this policy will apply to the full service.

2. Information We Collect

2.1 Information You Provide (Waitlist Phase)

When you join our waitlist, we collect:

Email address: (Required) To notify you when we launch and send updates
Name: (Optional) For personalized communication
Company Name: (Optional) To understand our user base
Job Role/Title: (Optional) To tailor our updates to your needs
Submission timestamp: To track when you joined the waitlist
Page source: To understand which page you signed up from

2.2 Information Collected Automatically

When you visit our website, the following information may be automatically collected:

IP address: For security, fraud prevention, and analytics
Browser type and version: To ensure compatibility
Device information: To optimize the user experience
Pages visited and time spent: To improve our website
Referring website: To understand how you found us

2.3 Information When Platform Launches

Once our platform is live, we will collect additional information necessary to provide digital waste transfer note services:

Contact information (name, email, phone number)
Company details (business name, address, waste carrier license numbers)
Transaction data (waste transfer notes, consignment notes, digital signatures)
Location data (for waste movement tracking)
Account credentials (encrypted passwords)

3. How We Use Your Information

3.1 Current Waitlist Phase

We use your email address to:

Notify you when DigitalWTN launches
Send updates about development progress
Invite you to beta testing (if applicable)
Communicate important information about the service

3.2 When Platform Launches

We will use your data to:

Create and manage your account
Generate compliant waste transfer notes and consignment notes
Verify identities for digital signatures
Maintain audit trails as required by UK waste regulations
Provide customer support
Process payments (if applicable)
Comply with legal obligations under DEFRA regulations

4. Legal Basis for Processing

Under UK GDPR, we process your personal data based on:

Consent: When you join our waitlist, you consent to receiving updates
Contract performance: To provide waste tracking services (when launched)
Legal obligation: To comply with UK waste regulations and DEFRA requirements
Legitimate interests: To improve our services and prevent fraud

5. Third-Party Services

5.1 Formspree (Email Collection)

We use Formspree to collect and manage waitlist email submissions. When you submit your email:

Your email is sent to Formspree's servers (US-based)
Formspree processes the submission and forwards it to us
Formspree may retain submission data according to their privacy policy
View Formspree's privacy policy: formspree.io/legal/privacy-policy

5.2 Cloudflare (Hosting & Security)

Our website is hosted on Cloudflare Pages. Cloudflare provides:

Content delivery network (CDN) services
DDoS protection and security features
SSL/TLS encryption

Cloudflare may collect and process:

IP addresses
System configuration information
HTTP request data

Cloudflare may set cookies for security purposes (e.g., bot detection). View Cloudflare's privacy policy: cloudflare.com/privacypolicy

5.3 Google Fonts

We use Google Fonts to display custom typography. When you visit our site:

Your browser connects to Google's servers to download fonts
Google may collect your IP address and browser information
This connection is necessary for proper website display
View Google's privacy policy: policies.google.com/privacy

6. Cookies and Tracking

Current Status: We do not currently use cookies for analytics or advertising. The only cookies that may be set are:

Cloudflare security cookies: Essential for website security and DDoS protection (e.g., __cf_bm)

These are strictly necessary cookies and do not require consent under UK GDPR.

When our platform launches, we may implement:

Session cookies (for logged-in users)
Analytics cookies (with your consent)

We will update this policy and implement a cookie consent banner before adding any non-essential cookies.

7. International Data Transfers

Your data may be transferred outside the UK/EEA when using third-party services:

Formspree: US-based (relies on Standard Contractual Clauses)
Cloudflare: Global network (UK GDPR compliant, Data Processing Agreement in place)
Google Fonts: Google servers worldwide (UK GDPR compliant)

We ensure all international transfers comply with UK GDPR requirements through appropriate safeguards.

8. Data Retention

Waitlist emails: We retain your email address until:

You request deletion (see Your Rights below)
You unsubscribe from our mailing list
3 months after our platform launches (if you don't sign up)

Platform data (when launched): We will retain waste transfer records as required by UK law:

Waste Transfer Notes: Minimum 2 years (as required by UK regulations)
Hazardous Waste Consignment Notes: Minimum 3 years
Account data: Duration of your account plus 6 years for legal compliance

9. Data Security

We implement robust security measures to protect your data:

Encryption: All data transmitted via HTTPS/TLS encryption
Secure hosting: Cloudflare's enterprise-grade infrastructure
Access controls: Limited access to personal data (when platform launches)
Regular security reviews: Ongoing monitoring and updates

While we take all reasonable precautions, no internet transmission is 100% secure. We cannot guarantee absolute security but will notify you of any data breaches as required by law.

10. Your Rights Under UK GDPR

You have the following rights regarding your personal data:

Right to access: Request a copy of the personal data we hold about you
Right to rectification: Request correction of inaccurate data
Right to erasure ("right to be forgotten"): Request deletion of your data
Right to restrict processing: Request we limit how we use your data
Right to data portability: Receive your data in a machine-readable format
Right to object: Object to processing based on legitimate interests
Right to withdraw consent: Unsubscribe from our waitlist at any time

To exercise any of these rights, email us at: hello@digitalwtn.co.uk

We will respond to your request within 30 days.

11. Children's Privacy

Our services are not intended for individuals under 18 years of age. We do not knowingly collect personal information from children. If you believe we have collected data from a child, please contact us immediately.

12. Changes to This Policy

We may update this Privacy Policy from time to time to reflect:

Changes in our services (e.g., when we launch the platform)
Changes in data protection laws
Changes in our data practices

When we make significant changes, we will:

Update the "Last updated" date at the top of this policy
Notify waitlist members via email (if material changes affect you)
Post a notice on our website

We encourage you to review this policy periodically.

13. Complaints

If you have concerns about how we handle your personal data, you have the right to lodge a complaint with the UK supervisory authority:

Information Commissioner's Office (ICO)
Website: ico.org.uk
Telephone: 0303 123 1113

14. Contact Us

If you have any questions about this Privacy Policy or how we handle your data, please contact us:

Email: hello@digitalwtn.co.uk
Address: London, United Kingdom