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Privacy Policy

This privacy policy explains how WISE Ltd (“we”, “us”, “our”) collects, uses, and protects your personal data when you use the WISE Hub platform and associated modules.

Last updated: April 2026

1. Data Controller

WISE Ltd is the data controller for the personal data processed through the WISE platform. If you have questions about this policy or wish to exercise your data rights, contact us at:

  • Email: dpo@wasteenforcement.co.uk
  • Post: Data Protection Officer, WISE Ltd, registered address on file with Companies House

2. Lawful Basis for Processing

We process your personal data under the following lawful bases:

  • Contract performance (Article 6(1)(b) UK GDPR): Processing necessary to provide the WISE platform services under your organisation's contract with us.
  • Legitimate interests (Article 6(1)(f)): Security monitoring, fraud prevention, system performance analysis, and audit logging.
  • Legal obligation (Article 6(1)(c)): Retention of enforcement-related records as required by applicable legislation.

3. Data We Collect

Account data

Name, email address, role, job title, contract assignment, and vehicle details (where applicable for mileage claims).

Operational data

Mileage and expense claims, fleet records, workforce schedules, performance data, and support tickets including any attachments you upload.

Activity data

Login sessions, page views, user actions, IP addresses, and browser user agent strings. This data is used for security monitoring and platform usage analysis.

Audit data

A record of all data changes made through the platform, including who made the change, when, and what was changed. This supports regulatory compliance and accountability.

4. Third-Party Processors

We use the following third-party services to operate the platform:

  • Supabase (database, authentication, file storage) — EU region hosting
  • Vercel (web hosting and CDN) — EU edge network
  • Sentry (error monitoring) — error reports may include technical context but are configured to minimise personal data
  • Cloudflare (security and bot prevention) — processes IP addresses and browser fingerprints for security challenges

Each processor operates under a data processing agreement and processes data only on our instructions.

5. Data Retention

  • Activity data (sessions, page views, user actions): 12 months, then automatically deleted
  • Audit logs: 7 years (regulatory requirement for enforcement data)
  • Account data: Duration of employment plus 6 months after account deactivation
  • Support tickets: 3 years after ticket closure
  • Expense and mileage claims: 7 years (HMRC requirement)

6. Cookies

WISE Hub uses a single session cookie (wise-auth-token) which is strictly necessary for authentication and security. This cookie is:

  • Set with the Secure flag (HTTPS only)
  • Set with SameSite=Lax for CSRF protection
  • Scoped to the .wasteenforcement.co.uk domain

As this cookie is strictly necessary for the service to function, consent is not required under the Privacy and Electronic Communications Regulations (PECR). We do not use any tracking, analytics, or advertising cookies.

7. Your Rights

Under UK GDPR and the Data Protection Act 2018, you have the right to:

  • Access your personal data (Subject Access Request)
  • Rectify inaccurate or incomplete data
  • Erase your data (where legally permissible)
  • Restrict processing in certain circumstances
  • Data portability — receive your data in a structured, machine-readable format
  • Object to processing based on legitimate interests

To exercise any of these rights, contact dpo@wasteenforcement.co.uk. We will respond within one month as required by law.

8. Complaints

If you are unsatisfied with how we handle your data, you have the right to lodge a complaint with the Information Commissioner's Office (ICO):

9. Changes to This Policy

We may update this policy from time to time. Material changes will be communicated via the platform. The “last updated” date at the top of this page indicates when the policy was last revised.