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Privacy Policy

ClosedLoop respects your privacy and is committed to protecting your personal information.

This Privacy Policy explains how we collect, use and protect personal information when you visit our website, contact us, request a quote, purchase a product, or use our waste and recycling services.

1. Who we are

ClosedLoop is a waste and recycling business based on the Isle of Wight.

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For the purposes of data protection law, ClosedLoop is the controller of the personal information we collect and use.

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Business name: ClosedLoop IOW Ltd
Email: hello@theclosedloop.co.uk
Phone: 01983 655093
Address: ClosedLoop IOW Ltd, Building 41, Newport Road, Cowes, Isle of Wight, PO31 8BX

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2. What personal information we collect

We may collect and use the following information:

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  • Your name

  • Business name

  • Email address

  • Telephone number

  • Business address or collection address

  • Billing and payment information

  • Details about your waste collection requirements

  • Messages or enquiries you send to us

  • Information about your current waste provider or contract, if you choose to provide it

  • Website usage information, such as pages visited, device type, browser type and general location data

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If you purchase products through our website, payment information may be processed securely by our payment provider. We do not intentionally store full card details ourselves.

3. How we collect your information

We may collect personal information when you:
 

  • Fill in a contact form or quote request form

  • Email, call or message us

  • Buy a product through our website

  • Become a customer

  • Ask us to review your waste collection requirements

  • Visit or interact with our website

  • Sign up for updates or marketing, where this option is available

4. How we use your information

We use personal information to:

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  • Respond to enquiries

  • Provide quotes

  • Arrange waste and recycling collections

  • Manage customer accounts

  • Process product orders

  • Issue invoices and payment records

  • Communicate with you about our services

  • Improve our website and customer experience

  • Keep business records

  • Meet legal, regulatory and accounting requirements

  • Send marketing communications where permitted or where you have opted in

5. Our lawful basis for using your information

We only use personal information where we have a lawful basis to do so. This may include:

 

Contract
Where we need to use your information to provide a quote, deliver a service, process an order, or manage our relationship with you as a customer.

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Legal obligation
Where we need to keep records or comply with legal, tax, accounting or waste management obligations.

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Legitimate interests
Where we use information to operate and improve our business, respond to enquiries, manage customer relationships, prevent fraud, and promote our services in a reasonable and proportionate way.

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Consent
Where we rely on your consent, such as for certain marketing communications or non-essential cookies. You can withdraw consent at any time.

6. Marketing

We may contact business customers or prospective business customers about services that may be relevant to them.

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You can ask us to stop sending marketing communications at any time by contacting us using the details in this Privacy Policy or by using any unsubscribe option provided.

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We will not sell your personal information to third parties.

7. Cookies and website analytics

Our website may use cookies and similar technologies to make the website work properly, improve performance, understand how visitors use the site, and support marketing or advertising activity.

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Some cookies are essential for the website to function. Others, such as analytics or marketing cookies, may require your consent.

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You can manage cookie preferences through the cookie banner or settings on our website, where available. You can also control cookies through your browser settings.

8. Sharing your information

We may share personal information with trusted third parties where necessary to operate our business, including:

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  • Website and hosting providers

  • Payment processors

  • Accounting and invoicing software providers

  • Email and communication providers

  • Waste transfer, recycling or disposal partners where needed

  • Professional advisers such as accountants or legal advisers

  • Regulators, authorities or law enforcement where required by law

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We only share the information needed for the relevant purpose.

9. How long we keep your information

We keep personal information only for as long as necessary.

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This may depend on the type of information and the reason we collected it. For example:

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  • Enquiry information may be kept for a reasonable period so we can respond and follow up.

  • Customer records may be kept while we provide services and for a period afterwards for legal, accounting and business record purposes.

  • Invoice and financial records may be kept for the period required by tax and accounting rules.

  • Marketing preferences may be kept so we know whether you have opted in or opted out.

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When information is no longer needed, we will delete it or anonymise it where appropriate.

10. How we protect your information

We take reasonable steps to protect personal information from loss, misuse, unauthorised access, disclosure, alteration or destruction.

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These steps may include using secure systems, limiting access to personal information, using reputable service providers, and keeping business records organised and protected.

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No website or online system can be guaranteed to be completely secure, but we take data protection seriously and aim to use appropriate safeguards.

11. International transfers

Some of the third-party systems we use, such as website, email, analytics, payment or software providers, may process personal information outside the UK.

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Where this happens, we expect appropriate safeguards to be in place to protect your information in line with applicable data protection laws.

12. Your rights

Depending on the circumstances, you may have the right to:

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  • Ask for access to your personal information

  • Ask us to correct inaccurate information

  • Ask us to delete your information

  • Ask us to restrict how we use your information

  • Object to certain uses of your information

  • Ask for your information to be transferred to another provider

  • Withdraw consent where we rely on consent

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To exercise these rights, please contact us using the details above.

13. Complaints

If you have any concerns about how we use your personal information, please contact us first so we can try to resolve the issue.

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You also have the right to complain to the Information Commissioner’s Office, the UK regulator for data protection matters.

14. Changes to this Privacy Policy

We may update this Privacy Policy from time to time as our website, services or legal requirements change.

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The latest version will be published on this page.

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