Everwaste MRF
Privacy Policy
How we collect, use and protect personal information for Book & Tip, site visits, quotes and this website.
Contents
1. About this policy
This policy explains how we collect, use and protect personal information when you use Book & Tip, visit Clayton Hall MRF, ask us for a quote, contact us, or use this website.
1.1 Who we are. Everwaste MRF Ltd, a company registered in England and Wales (company no. 16737262), registered office 5 Mitchell Court, Castle Mound Way, CV23 0UY ("we", "us"), is the controller of the personal information described in this policy. We are registered with the Information Commissioner's Office (ICO), registration number ZC177086.
1.2 The site. Waste is received at Clayton Hall MRF, Clayton Hall Sand Quarry, Dawson Lane, Whittle-le-Woods, Chorley PR6 7DT, under environmental permit EPR/AP3897CJ held by Quercia Limited. Everwaste MRF Ltd and Quercia Limited are under common ownership. Where site and permit records are kept for Quercia Limited as permit holder, Quercia Limited is also responsible for them.
1.3 Business customers. Book & Tip is for businesses. Most of the information we hold is about businesses, but it includes personal information about the people who work for them, such as the person who books, the driver and the account holder. If you give us information about someone else, such as your driver, please make sure they know about this policy.
1.4 Contact us. For any question about this policy or your information, email [email protected] or write to Everwaste MRF Ltd, 5 Mitchell Court, Castle Mound Way, CV23 0UY. Please mark it "Data protection".
2. The information we collect
2.1 When you book a Book & Tip slot. Through our booking system we collect:
- your company name, company number and billing address;
- your waste carrier, broker or dealer registration number;
- the vehicle registration, and the skip size or vehicle type;
- a description of the load: waste type, EWC code, approximate tonnes, and origin postcode;
- the contact person's name, mobile number and email address;
- your acceptance of the waste declaration and our terms; and
- your booking date, slot, reference and booking history.
2.2 When you pay. The £20 deposit is taken through Square (Squareup Europe Ltd), our booking and payment provider. Card payments on the weighbridge are also taken through Square, on a Square card terminal. We receive confirmation of payment and limited card details, such as the card type and last four digits, but we don't see or store your full card number. If you pay by bank transfer, we receive the account name and payment reference.
2.3 When you visit the site. When you arrive and tip, we record:
- the vehicle registration, the driver's name, and the time you arrive and leave;
- your waste transfer note, including the producer and carrier details on it;
- weigh-in and weigh-out weights, and the tickets we issue;
- notes and photographs of the load, including any Non-conforming Waste; and
- details of any accident, incident or breach of the site rules.
2.4 CCTV. The site is covered by CCTV, including the gate, weighbridge and tipping areas. Cameras record images of people and vehicles, including number plates. Signs tell you where CCTV is in use.
2.5 Pre-paid accounts. If you open an account, we collect your business and carrier registration details, the account holder's name and contact details, your login details, and a record of your credit purchases, balance, bookings, weighbridge tickets and invoices.
2.6 Quotes and enquiries. When you use our Get a Quote or contact forms, email us or call us, we collect the information you give us, such as your name, company, email address, phone number, the type and volume of waste, how it will arrive, your site postcode, your start date and your message.
2.7 This website. When you visit this website we collect:
- technical information such as your IP address, browser type and the pages you visit, which our hosting and security software uses to keep the site secure;
- your cookie choices; and
- if you accept analytics cookies, information about how you use the site (see section 8).
2.8 From other sources. We check carrier registrations against the Environment Agency's public register of waste carriers, brokers and dealers. We may check company details on the Companies House register.
3. How we use your information
We only use personal information where the law allows it. For each purpose below, the lawful basis under UK data protection law is shown in brackets.
3.1 To take and manage bookings and accounts: confirming your slot, sending reminders and changes, handling cancellations and refunds, and running your account (performance of our contract with you or your business, or our legitimate interests in providing the service to your business).
3.2 To check you can use Book & Tip: checking your carrier registration and vehicle, and checking the load and transfer note at the gate (legal obligation under the waste duty of care and our environmental permit, and our legitimate interests in only accepting waste we are allowed to accept).
3.3 To keep the records the law requires: waste transfer notes, weighbridge records, site records under the permit, and reporting each load to the government's digital waste tracking service (legal obligation).
3.4 To take payment and keep accounts: deposits, balances, refunds, VAT invoices and accounting records (performance of our contract, and legal obligation under tax law).
3.5 To keep people and the site safe and secure: CCTV, site safety records, and investigating accidents and incidents (our legitimate interests in health and safety, preventing crime, and protecting people, vehicles and property; and legal obligation under health and safety law).
3.6 To deal with non-conforming waste, unpaid charges and breaches: recovering costs, refusing or blocking future bookings under our terms, and establishing or defending legal claims (our legitimate interests).
3.7 To report suspected illegal waste activity or crime to the Environment Agency, the police or other authorities (legal obligation, or our legitimate interests in preventing crime and protecting the environment).
3.8 To answer quotes and enquiries and, if you go ahead, to set up a service (steps taken at your request before entering a contract, or our legitimate interests in responding to business enquiries).
3.9 To run and improve this website: keeping it secure (our legitimate interests), and understanding how it's used through analytics (your consent, which you can withdraw at any time).
3.10 Service emails. We send emails and texts about your bookings, account and invoices. These are part of the service, so you can't opt out of them while you use it.
3.11 Marketing emails to businesses. We may send business customers and contacts occasional emails about our services, prices and site updates that are relevant to their business (our legitimate interests in promoting our services to businesses). How we do this depends on who you are:
- Companies, LLPs and other corporate bodies: we may email you at your work address about services relevant to your business.
- Sole traders and partnerships: we only send marketing emails if you've agreed to them, or if you're a customer or have asked us for a quote and we gave you the chance to opt out when you did.
- Private individuals: we don't send marketing emails to private individuals.
Every marketing email tells you who it's from and includes an unsubscribe link. You can opt out at any time, free of charge, by using that link or emailing [email protected]. We'll keep a note of your opt-out so we don't contact you again.
3.12 No automated decisions. We don't make decisions about you using only automated processing. If a carrier registration check fails, a member of our team can review it.
3.13 Our customer records. We keep your contact details, bookings, account, quotes and our correspondence with you in our customer relationship management (CRM) system. This lets us manage your bookings and account, answer your questions and keep an accurate record of our dealings with you (to perform our contract with you, and our legitimate interests in running our business).
4. Who we share it with
We don't sell your personal information. We share it only where we need to, with:
- Quercia Limited, the permit holder, for site and permit records;
- service providers who process it for us under contract: Square (Squareup Europe Ltd), for bookings and card payments, including the card terminal on the weighbridge; Microsoft, which hosts our website and email; our CRM provider, for our customer records; our form providers; our IT and security providers; and our accountants;
- regulators and government, including the Environment Agency, the digital waste tracking service, HMRC and the Health and Safety Executive, where the law requires it or they ask us to;
- the police or other authorities, to prevent or detect crime, or where the law requires it;
- licensed contractors who remove Non-conforming Waste, limited to what they need to remove and dispose of it lawfully;
- our professional advisers, insurers and debt recovery agents, where needed to manage our business, claims or unpaid charges; and
- a buyer or investor, if our business, or part of it, is sold or restructured.
5. Transfers outside the UK
Some of our service providers, such as Square, Microsoft and Google, may process information outside the UK. Where they do, we make sure it's protected, for example by using countries the UK recognises as providing adequate protection, or approved contract terms.
6. How long we keep it
We keep personal information only for as long as we need it, then delete it or make it anonymous.
- Waste transfer notes and waste records: 7 years. This is longer than the duty of care's 2-year minimum, and covers our permit and digital waste tracking requirements.
- Bookings, weighbridge tickets, invoices and payment records: 7 years, to meet tax and accounting law.
- Account records: for as long as your account is open, then 7 years.
- CCTV: 30 days, unless we need footage for longer to investigate an incident, a claim or a request from the police.
- Records of refused loads, unpaid charges and blocked customers: for as long as they're relevant to protecting the site and our business, and at least 7 years.
- Quote and contact enquiries that don't lead to a service: 12 months from our last contact with you.
- Website analytics data: 14 months, after which Google Analytics deletes it automatically.
- Marketing opt-outs: for as long as we send marketing, so we don't contact you again.
7. Keeping it secure
We use appropriate technical and organisational measures to protect personal information, including access controls, firewall and security software on our website, and limiting access to the staff and providers who need it. Card payments are handled by our payment providers, not stored by us. If a breach is likely to put your rights at risk, we'll tell you and the ICO as the law requires.
8. Cookies
8.1 What cookies are. Cookies are small files a website saves in your browser.
8.2 Necessary cookies. We use cookies the website needs to work and stay secure, including one that remembers your cookie choices. These don't need your consent.
8.3 Analytics cookies. With your consent, we use Google Analytics, through Google Site Kit, to understand how visitors use the site. These cookies are only set if you accept them in our cookie banner.
8.4 Maps. Our "Get directions" links open Google Maps on Google's own website, where Google's privacy policy applies. We don't embed Google Maps on our pages.
8.5 Changing your choices. You can change your cookie choices at any time through the "Cookie settings" link at the bottom of every page, or by clearing cookies in your browser. Our cookie policy lists the cookies we use and gives more detail.
9. Your rights
9.1 Your rights. You have the right to:
- ask for a copy of the personal information we hold about you;
- ask us to correct information that's wrong or incomplete;
- ask us to delete your information;
- ask us to restrict how we use it;
- object to us using it on the basis of our legitimate interests;
- object to direct marketing at any time, which we'll always stop;
- ask us to transfer information you gave us to you or another organisation; and
- withdraw your consent, where we rely on it, at any time.
Some rights depend on the lawful basis we use. For example, we can't delete waste records the law requires us to keep.
9.2 How to use them. Email [email protected]. We may need to confirm your identity. We'll reply within one month, and there's normally no charge.
9.3 Complaints. If you're unhappy with how we've handled your information, please tell us first so we can put it right. You can also complain to the Information Commissioner's Office at ico.org.uk or on 0303 123 1113.
9.4 Changes to this policy. We may update this policy. The latest version will always be on this page, with the date it was last updated.
Last updated: 30 September 2026