Privacy Policy

co-cre8 Systems Ltd is the controller for the personal information described in this policy. We are registered in England and Wales under company number 11928019. Our registered office is Suite 2, Aries House, Straight Bit, Flackwell Heath, High Wycombe, Buckinghamshire, HP10 9NB. You can reach us on 03330 165 088 or by writing to us at that address.

• Enquiry and quote information: the contact name, business name, email address, telephone number, site postcode or address, and the waste service details you tell us about when you request a price or get in touch.
• Client, contact, site and service records: the organisations, sites, contacts and services we hold so collections can be arranged, scheduled and reviewed.
• Supplier contact information: names and business contact details of people at the collection partners we work with.
• Account and authentication data: the email address associated with an invited account, sign-in and password reset events, and the session information needed to keep you signed in.
• Contract and acceptance records: quotes issued, links opened, acceptance details and the date and time an agreement was accepted.
• Operational, compliance and reporting records: collection and service activity, service issues and requests you raise, duty-of-care and compliance documents relating to suppliers, and the reporting data derived from that activity.
• Correspondence: emails and messages exchanged with us about enquiries, services or accounts, including any summaries or routing information generated to help our team respond.
• Technical and security logs: limited records generated by our hosting and platform providers, such as request and error logs, used to keep the service running and secure.

We do not seek special category data. Please do not send us sensitive personal information unless we have specifically asked for it.

• To respond to enquiries and produce quotes. Lawful basis: legitimate interests in responding to business enquiries, or steps taken at your request before entering a contract.
• To arrange, deliver and manage waste services, including scheduling, service changes and issue resolution. Lawful basis: performance of a contract, or our legitimate interests where the contract is with an organisation rather than you personally.
• To manage invited accounts, sign-in and access control. Lawful basis: performance of a contract and our legitimate interests in secure access.
• To keep records of quotes, acceptances and agreements. Lawful basis: performance of a contract and compliance with legal obligations.
• To meet waste duty-of-care, tax, accounting and other legal obligations. Lawful basis: legal obligation.
• To produce operational and sustainability reporting for clients. Lawful basis: performance of a contract and legitimate interests in service quality.
• To keep the platform secure, prevent misuse and diagnose faults. Lawful basis: legitimate interests in the security and integrity of our systems.

We share personal information only where it is needed to run the service:

• Collection partners and licensed carriers, so a collection can be arranged and completed at your site.
• Our technology providers, who host the platform and its database, authentication and file storage on our behalf under written terms.
• Professional advisers, insurers and auditors where reasonably required.
• Regulators, public authorities or other third parties where we are legally required to disclose information.

We do not sell personal information and we do not share it for advertising purposes.

The oper8 platform does not currently take card payments online and we do not store card numbers. If online payment functionality is introduced, payment card details will be handled by the regulated payment provider rather than stored by co-cre8 Systems Ltd, and this policy will be updated before that functionality goes live. Invoicing and bank payment details are handled through our normal accounts process.

Our platform and its data are hosted with providers who may process or store data outside the United Kingdom, including in the European Economic Area and, for some support functions, elsewhere. Where personal information is transferred outside the UK, we rely on an adequacy decision or on appropriate safeguards such as the UK International Data Transfer Agreement or the UK Addendum to the EU Standard Contractual Clauses. You can ask us for more detail using the contact details below.

We keep personal information only for as long as we need it for the purpose it was collected for. In practice:

• Enquiries and quotes that do not become services are kept for a limited period so we can follow up and understand demand, then deleted or reduced to non-identifying information.
• Client, site, service, contract and duty-of-care records are kept for the life of the relationship and then for the period required by tax, accounting and waste legislation.
• Account records are kept while the account is active and for a short period afterwards.
• Technical and security logs are kept for a short retention period set by our platform providers.

Under UK data protection law you have the right to ask for access to your personal information, to have inaccurate information corrected, to ask for erasure or restriction in some circumstances, to object to processing based on legitimate interests, to data portability where it applies, and to withdraw consent where we rely on it. To exercise any of these rights, contact us using the details below. We may need to verify your identity first.

If you are unhappy with how we have handled your information you can complain to the Information Commissioner's Office at ico.org.uk. We would appreciate the chance to resolve it with you first.

Access to the platform is invite-only and protected by individual accounts and passwords. Data is transmitted over encrypted connections, access to operational records is restricted to authorised users, and files such as compliance documents are held in restricted storage. No system can be guaranteed completely secure, so please keep your credentials confidential and tell us promptly if you think an account has been compromised. We do not make any certification claims in this policy.

oper8 is a business service. It is not directed at children and we do not knowingly collect information about anyone under 18. If you believe a child has provided us with personal information, contact us and we will delete it.

Our use of cookies and similar browser storage is described in our Cookie Policy.

We may update this policy as the platform develops. The date at the top shows when it was last changed. Where a change is significant, we will make that clear on the website or tell affected users directly.

Write to co-cre8 Systems Ltd, Suite 2, Aries House, Straight Bit, Flackwell Heath, High Wycombe, Buckinghamshire, HP10 9NB, or call 03330 165 088. Please mark data protection enquiries for the attention of the data protection contact.