Privacy

This privacy policy tells you what to expect us to do with your personal information.

Contact details
What information we collect, use, and why
Lawful bases and data protection rights
Where we get personal information from
How long we keep information
Who we share information with
Sharing information outside the UK
How to complain

Contact Details

Post

Penrhos Manor, Oak Drive, Colwyn Bay, Conwy, LL29 7YW, GB

Email

info@simpleshift.co.uk

What information we collect, use, and why

We collect or use the following information to provide and improve products and services for clients:

• Names and contact details
• Useage data (including information about how you interact with and use our website, products and services)
• Information relating to compliments or complaints

We collect or use the following personal information for the operation of client or customer accounts:

• Names and contact details
• Addresses
• Purchase or service history
• Account information, including registration details

We collect or use the following personal information for information updates or marketing purposes:

• Names and contact details

We collect or use the following personal information for dealing with queries, complaints or claims:

• Names and contact details
• Purchase or service history
• Customer or client accounts and records
• Correspondence

Lawful bases and data protection rights

Under UK data protection law, we must have a "lawful basis" for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO's website.

Which lawful basis we rely on may affect your data protection rights which are set out in brief below. You can find out more about your data protection rights and the exemptions which may apply on the ICO's website:

• Your right of access - You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for. Read more about the right of access.
• Your right to rectification - You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. Read more about the right to rectification.
• Your right to erasure - You have the right to ask us to delete your personal information. Read more about the right to erasure.
• Your right to restriction of processing - You have the right to ask us to limit how we can use your personal information. Read more about the right to restriction of processing.
• Your right to object to processing - You have the right to object to processing of your personal data. Read more about the right to object to processing.
• Your right to data portability - You have the right to ask what we transfer the personal information you gave us to another organisation, or to you. Read more about the right to data portability.
• Your right to withdraw consent - When we use consent as our lawful basis you have the right to withdraw your consent at any time. Read more about the right to withdraw consent.

If you make a request, we must respond to you without undue delay and in any event within one month.

To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.

Our lawful bases for the collection and use of your data

Our lawful bases for collecting or using personal information to provide and improve products and services for clients are:

• Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
• Legitimate interests - we're collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:

For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.

Our lawful bases for collecting or using personal information for the operation of client or customer accounts are:

• Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
• Contract - we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
• Legitimate interests - we're collecting or useing your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:

For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.

Our lawful bases for collecting or using personal information for information updates or marketing purposes are:

• Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
• Legitimate interests - we're collecting or using your information because it benefits you, our organisation or someone else, without causing undue risk of harm to anyone. All of your data protection rights apply, except the right to portability. Our legitimate interests are:

For mor einformation on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.

Our lawful bases for collecting or using person information for dealing with queries, complaints or claims are:

• Consent - we have permission form you after we gave you all the relvant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
• Legitimate interests - we're collecting or using your information because it benefits you, our organisation or someone else, without causing undue risk of harm to anyone. All of your data protection rights may apply, except for the right to portability. Our legitimate interests are:

For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.

Where we get personal information from

• Directly from you
• Publicly available sources

How long we keep information

We will kepp account information for as long as the account is active. Information for waste movements we will keep for at least 2 years, or as long as there is an active account associated with the movement. Emails and other correspondence we will keep indefinitely.

Who we share information with

Data processors

1Password
We use 1Password to securely store customer credentials for third party services such as SMTP (sending emails from your own domain) and DEFRA's Digital Waste Tracking service.

PostHog
We use PostHog for user analytics and surveys, as well as session replay. Data we send to them for processing is anonymized, and any sensitive information is obfuscated from session replay recordings.

Stripe
Stripe is our payment processor. Payment information is sent to them via our service for the purpose of billing and generating invoices.

FreeAgent
We use FreeAgent as our accounting software. Some customer billing information and invoices may be recorded here.

MXRoute
MXRoute is used to send emails from within our app. Any email contents sent by our customers using our app will be sent for processing.

GitLab
GitLab is used to store our codebase. Some account information like email addrsses may be used to enable feature flags on a per-account basis. We also use a hosted SigNoz instance for service monitoring and tracing which captures requests that may contain anonymized account information.

HostHatch
We use HostHatch as a virtual server provider and host for our web app and database. All incoming data for our services is hosted with them, including customer account information.

Sharing information outside of the UK

Where necessary, we may transfer personal information outside of the UK. When doing so, we comply with the UK GDPR, making sure appropriate safeguards are in place.

For further information or to obtain a copy of the appropriate safeguard for any of the transfers below, please contact us using the contact information provided above.

Organisation name: 1Password
Privacy Policy: Link
Category of recipient: Password/Credentials Manager
Country the personal information is sent to: Canada
How the transfer complies with UK data protection law: The country or sector has been assessed as providing adequate protection to data subjects (also known as Adequacy Regulations or UK data bridge)

Organisation name: PostHog
Privacy Policy: Link
Category of recipient: Development platform
Country the personal information is sent to: United States
How the transfer complies with UK data protection law: The country or sector has been assessed as providing adequate protection to data subjects (also known as Adequacy Regulations or UK data bridge)

Organisation name: Stripe
Privacy Policy: Link
Data Processing Agreement: Link
Category of recipient: Payment Provider
Country the personal information is sent to: United States
How the transfer complies with UK data protection law: The country or sector has been assessed as providing adequate protection to data subjects (also known as Adequacy Regulations or UK data bridge)

Organisation name: Fastmail
Privacy Policy: Link
Data Processing Agreement: Link
Category of recipient: Email Provider
Country the personal information is sent to: Australia
How the transfer complies with UK data protection law: We've completed a Transfer Risk Assessment and did not have any concerns about upholding user rights with Fastmail.

Organisation name: MXRoute
GDPR Policy: Link
Category of recipient: In-app Email provider
Country the personal information is sent to: United States
How the transfer complies with UK data protection law: The country or sector has been assessed as providing adequate protection to data subjects (also known as Adequacy Regulations or UK data bridge)

Organisation name: GitLab
Privacy Policy: Link
Category of recipient: Software Development Platform
Country the personal information is sent to: United States
How the transfer complies with UK data protection law: The country or sector has been assessed as providing adequate protection to data subjects (also known as Adequacy Regulations or UK data bridge)

How to complain

If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.

If you remain unhappy with how we've used your data after raising a complaint with us, you can also complain to the ICO.

The ICO's address:

Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Helpline number: 0303 123 1113

Website: https://ico.org.uk/make-a-complaint/

Last updated 3rd of June 2026