Privacy Notice
Environmental Waste Management Limited (EWM) is committed to good practice, professionalism, and integrity in our business. We protect the privacy of our clients and treat all dealings with us in the strictest confidence, whether through our website, on the telephone or through one of our branches.
Clients who submit their details via this site are assured that we only gather information necessary to provide a waste management service and to understand the profile of our customers to monitor and improve our service.
This privacy notice provides a framework of understanding about the personal data that are collected by EWM ("hereinafter called the Data Controller"), as required by law including the provisions of the European Union's General Data Protection Regulation (GDPR).
Data Controller
The Data Controller is Environmental Waste Management Limited with the registered office in Unit 13A, 1st Floor Estates Office, Hayleys Manor, Uplands Road, Thornwood, Epping, Essex, CM16 6PQ, (Company Registration Number 12384280).
The personal data collected will be controlled and processed by the Data Controller. Additionally, personal data may be processed or jointly controlled by affiliates of the Data Controller.
This privacy notice does not apply to our head office and country-based staff employees, who are individuals employed by EWM and who work directly for EWM.
The privacy notice describes the types of personal data or personal information we collect, how we use the information, how we process and protect the information we collect, for how long we store it, with whom we share it, to whom we transfer it and the rights that individuals can exercise regarding our use of their personal data. We also describe how you can contact us about our privacy practices and to exercise your rights.
Privacy Notice
• Information We Collect
• How We Use the Information We Collect
• The fair and lawful basis we are processing your personal data
• How We Process and Protect Personal Information
• How long We Store the Information We Collect
• Information We Share
• Your Rights and Choices
• Updates to Our Privacy Notice
• How to Contact Us
Information We Collect
When you interact with us or we interact with you in relation to our products and services, you may provide us with or we may obtain personal information about you, such as the following:
• Contact details: information that allows us to contact you directly such as your name, email address, telephone number, addresses, emergency contact details, family members and details of availability.
• Purchase details and requirements: details of the products or services you have asked us to provide to you, details relating to other instructions and decisions made by you in relation to our products or services;
• Financial information: bank accounts, credit/debit card details, payment and receipt details, refund or credit details and details of payment transactions with you;
• Records of your interactions with us: such as any enquiries or complaints you make, telephone conversations, letters and other correspondence (including e-mail and SMS).
• Responses to any feedback forms or surveys: we keep records of any responses you give us that may be received directly from you or via sites including but not limited to Google, Facebook;
• Your marketing preferences: so that we know whether and how we should contact you.
• CTV images: recorded by our CCTV systems.
How We Use the Information We Collect
The Controller collects and uses the data gathered for the following purposes (as permitted under local law):
• Administration and maintenance of employee records and the activities required for the support and management of our current and former workers, including:
o Recruitment, Selection & Termination,
o DBS checks,
o Pay, Allowances, Pensions, Deductions and Benefits,
o Working Arrangements and Leave,
o Managing Performance and Conduct,
o Managing Attendance and Employee Support,
o Managing Change, and
o Appraisals, Supervisions and Training.
• To enable us to provide our services or products to you or the organisation you work for.
• Make payments to and receive payments from you or the organisation you work for.
• Marketing to our services and products which may be of potential interest to you or the organisation you work for.
• To manage our relationship with you and any organisation you work for and operate and manage our business and internal reporting.
• To deal with enquiries, complaints and other communications from you or the organisation you work for and dealing with legal disputes involving you or the organisation you work for.
• For the purposes of staff training.
• To perform credit checks.
• To conduct data analytics studies and customer surveys to better understand our customer.
• For the purpose of any legal or regulatory requirements.
All processing will be carried out based on adequate legal grounds which may fall into a number of categories, including:
• explicit consent from the data subject, where required by applicable law e.g. when you tick a box to receive email newsletters
• to ensure that we comply with a statutory or contractual requirement (e.g. our client may require your personal data), and/or a requirement necessary to enter into a contract. You are obliged to provide this data and if you do not, we will be unable to provide you with our services e.g. providing you with job opportunities or processing your personal data to ensure that your wages and taxes are paid.
• it is essential and necessary for the legitimate interest of the Data Controller
• Where we are required to disclose your personal data in accordance with legislation for example in relation to the prevention and detection of crime, counter terrorism, safeguarding, legal proceedings or to protect interests of you or another.
For some of your personal information you will have a legal, contractual or other requirement or obligation for you to provide us with your personal information. If you do not provide us with the requested personal information, we may not be able to properly perform our contract with you or comply with legal obligations.
The fair and lawful basis we are processing your personal data.
• Processing is necessary in order to meet our duties as an employer.
• Processing necessary for the performance of a contract to which the data subject is party or in order to take steps at the request of the data subject prior to entering into a contract.
• the data subject has given consent to the processing of his or her personal data for one or more specific purposes.
• The processing of the data is necessary for a legitimate interest of the company.
o where the process enables us to enhance, modify, personalise, or otherwise improve our services/communications for the benefit of our clients.
o to identify and prevent fraud.
Whenever we process data for these purposes, we will ensure that we keep your rights in high regard and take account of these rights. You have the right to object to such processing. Please bear in mind that if you exercise your right to object this may affect our ability to carry out and deliver services to you for your benefit.
How We Process and Protect Personal Information
We process the personal data we collect for the purposes defined in this notice and for a period only as long as is necessary for the purposes we collected it. Different laws may also require us to keep different data for different periods of time.
We maintain administrative, technical, and physical safeguards designed to protect the personal data you provide against accidental, unlawful or unauthorized destruction, loss, alteration, access, disclosure or use. In order to ensure the appropriate security and confidentiality of the personal data, we apply to the following security measures:
• Encryption of data in transit.
• Strong user authentication controls.
• Hardened network infrastructure.
• Network monitoring solutions.
How long we Store the Data We Collect
We will keep your personal data for the time period necessary to achieve the purposes described in this Privacy Notice, taking into account applicable statute of limitation periods and records retention requirements under applicable law. Subject to applicable law, we will retain your personal data as required by the company to meet our business and compliance obligations, for example, to comply with our tax and accounting obligations.
We store in our systems the personal data we collect in a way that allows the identification of the data subjects for no longer than it is necessary in light of the purposes for which the data was collected, or for which that data is further processed.
We determine this specific period of time by taking into account:
• The necessity to keep stored the personal data collected in order to offer services established with the user.
• In order to safeguard a legitimate interest of the Data Controller as described in the purposes.
• The existence of specific legal obligations that make the processing and related storage necessary for specific period of times.
Information We Share
We do not disclose personal data that we collect about you, except as described in this privacy notice or in separate notices provided in connection with particular activities. In addition, we may disclose personal data about you.
• Contractual requirements, such as: o HM Revenue and Customs.
o Pension Schemes.
o 3rd party consultancy.
o Healthcare, social and welfare professionals, and organisations.
o The Disclosure and Barring Ser vice.
o Central Government Departments.
o Financial organisations.
o Educators and Examining bodies.
o Professional Bodies.
o Law enforcement agencies and bodies.
o Courts and Tribunals.
o Legal representatives.
o Ombudsman and Regulatory bodies.
o Service providers.
o Debt collection and tracing agencies.
o Trade Unions.
o Licensing authorities. With your explicit consent:
o Credit Reference Agencies.
o Mortgage Providers, Housing Associations and landlords.
• If we are required to do so by law or legal process.
• To law enforcement authorities or other government officials based on a lawful disclosure request.
• When we believe disclosure is necessary or appropriate to prevent physical harm or financial loss, or in connection with an investigation of suspected or actual fraudulent or illegal activity.
• We also reserve the right to transfer personal data we have about you in the event we sell or transfer all or a portion of our business or assets (including in the event of a reorganization, dissolution or liquidation).
Your Rights as Data Subject
When permitted by applicable law, a data subject can exercise under Articles 15 to 22 of the GDPR the following specific rights:
1. Right of access: A data subject has the right to access their personal data concerning which in order
to verify that their personal data is processed in accordance to the law.
2. Right to rectification: A data subject has the right to request the rectification of any inaccurate or incomplete data held about them, in order to protect the accuracy of such information and to adapt it to the data processing.
3. Right to erasure: A data subject has the right to request that the Data Controller erases information about them and to no longer process that data.
4. Right to restriction of processing: A data subject has the right to request that the Data Controller restricts the processing of their data.
5. Right to data portability: The data subject has the right to request the data portability meaning that the data subject can receive the originally provided personal data in a structured and commonly used format or that the data subject can request the transfer of the data to another Data Controller.
6. Right to object: The data subject who provide a Data Controller with personal data has the right to object, at any time to the data processing on a number of grounds as set out under GDPR without needing to justify their decision.
7. Right not to be subject of automated individual decision-making: The data subject has the right not to be subject to a decision based solely on automated processing, including profiling, if such profiling produces a legal effect concerning the data subject or similarly significantly affects them.
8. Right to lodge a complaint with a supervisory authority: Every data subject has the right to lodge a complaint with a supervisory authority, in particular in the EU Member State of their habitual residence, place of work or place of the alleged infringement if the data subject considers that the processing of personal data relating to them infringes GDPR.
You may instruct us to provide you with any personal information we hold about you (Subject Access Request); provision of such information will be subject to:
• Your request not being found to be unfounded or excessive, in which case a charge may apply; and
• The supp ly of appropriate evidence of your identity (for this purpose, we will usually accept a photocopy of your passport certified by a solicitor or bank plus an original copy of a utility bill showing your current address).
Whenever the processing is based on the consent, as under art.7 of the GDPR, the data subject may withdraw their consent at any time . There may be circumstances where we will still need to process your data for legal or official reasons. We will inform you if this is the case. Where this is the case, we will restrict the data to only what is necessary for the purpose of meeting those specific requirements.
If you believe that any of your data that we process is incorrect or incomplete, please contact us and we will take reasonable steps to check its accuracy and correct it where necessary.
If you require more information about the processing of your personal data, please refer to the How to Contact Us section below.
Updates to Our Privacy Notice
This privacy notice may be updated periodically to reflect changes in our privacy practices and legal update s. For significant changes, we will notify you by posting a prominent notice on our Sites indicating at the top of each Notice when it was most recently updated.
How To Contact Us
If you have any questions or comments about this privacy notice, or if you would like to exercise your rights, please write to:
The Compliance Manager
Unit 13A, 1st Floor Estates Office, Hayleys Manor,
Uplands Road, Thornwood, Epping,
Essex, CM16 6PQ
Email: compliance@ewmltd.co.uk
Telephone: 0800 038 5180
This website is owned and operated by Environmental Waste Management Limited
You can contact us:
• By post, using the postal address given above;
• By telephone, on the contact number published on our website; or
• By email, using the email address published on our website.
Information Commissioner's Office, Registration number: ZA844344
Approval of this policy
This policy was approved by the board of directors on the 30th March 2023 and will be reviewed annually thereafter.
Wayne Holdaway
Managing Director
Next review date: 30th March 2024