CWR Micro privacy notice

This notice explains how Clear Waste Route Ltd handles information in the CWR Micro mobile app, its office website and its supporting services, and the rights you have under UK data protection law.

Last updated: 4 November 2026

Who is responsible

Clear Waste Route Ltd provides CWR Micro. We are a company registered in England and Wales (company number 17168009) with our registered office at 1 The Linhay, Talaton, Exeter, EX5 2RU. We are registered with the Information Commissioner's Office (ICO) as a data controller, registration number ZC174222.

For privacy questions or to use any of your rights, email contact@clearwasteroute.co.uk or write to us at the address above.

We are the controller for account, sign-in, subscription, support and security information. When a waste business uses CWR Micro to record its own customers, sites and jobs, that business decides what it records and is the controller of that information; we process it on the business's behalf. We are also the controller for the public "find a carrier" search, the listing agreement each owner gives, star ratings and early-access registrations. If you are a customer of a business that uses CWR Micro, please contact that business first.

Information CWR Micro handles

Account and business details, including mobile number, names, contact details, business address and waste-carrier information.
Customer, site, vehicle, job and waste-movement details entered by the business.
Signatures, photographs, supporting evidence, generated documents, invoices and account exports.
When someone signs through a link, we record the time, their device type and IP address as proof of signing.
If a driver turns on photo location in the app, we record where and when each job photo was taken, and show it on the waste note's signing record.
Subscription, store-purchase, refund and credit-ledger records used to provide paid access and credits.
If you buy a plan on cwrmicro.co.uk, Stripe takes the payment for Clear Waste Route. We keep the Stripe customer and subscription references, the plan, its status and paid period, the card's brand, last four digits and expiry date, and any failed payment, cancellation, refund or dispute. We never receive or keep the full card number or security code.
The waste carrier registration number a free trial was started with, so each registration gets one trial. We keep it after the account closes, so the same registration can't start another trial.
Security, audit and support information, including sign-in activity, app and API version information and rate-limiting records.
If you send feedback from the app, we receive your message. If you leave "Include my name, mobile number, business and app details" ticked, we also receive those details and your phone's make, model and system version, so we can reply and fix problems.
Details customers give when they book through a business's online booking link: name, mobile number, email, collection address, photos of the waste and the day they would like.
What a business chooses to show in the public "find a carrier" search on cwrmicro.co.uk: its name, town, how far it travels, the waste it takes, its waste carrier licence number and the opening hours on its booking link. The postcode it works from is used to work out distances and is not shown.
Free listings for carriers who don't use CWR Micro: business name, contact name, email, mobile, waste carrier licence number, the postcode they work from, how far they travel, the waste they take and a few words about the business. Only the business name they typed, town, distance, waste types and licence number are shown. Email and mobile are never shown.
Messages customers send through cwrmicro.co.uk to a carrier that can't take online bookings (a free listing, or a CWR Micro business without a current plan): their name, email or phone, postcode if given, and the message. We email these only to that carrier and delete our copy after 12 months. The carrier keeps theirs under their own privacy rules.
Star ratings customers leave about a collection from their private page, with any comment and the first name they give.
Postcodes typed into the "find a carrier" search, used only to find carriers near them.
CWR Micro shows the main office phone number and email address of waste sites, taken from CWR's research, so carriers can ring ahead. These are business lines, not details of named people.
Business contact details of waste companies (company name, business email and phone) from public listings, such as business websites and directories.
Early access: if you register for early access on cwrmicro.co.uk we keep your business name, name, email and business type.
A device token for phone alerts, if you allow alerts.
Crash reports: when the app stops on an error, or hits an error it didn't handle, it sends the error type, where in the app it happened, the screen and the app and phone versions. Crash reports do not include who was signed in or what was typed, and are deleted after 90 days.
Encrypted offline copies of selected business records and unsent evidence on the user's device.
If you take card payments, your customer pays through Stripe. We keep a record of each payment: the amount, how it was paid, its status, any refund, the job, who took it and when. We never receive or keep the full card number or security code.

Why the information is used and our lawful basis

To provide the service you signed up for (contract): creating your account, signing you in, running jobs, creating documents and invoices, taking plan payments through the app stores or, on the website, through Stripe, running the free trial, and supporting offline work.
To meet legal duties (legal obligation): keeping waste transfer, hazardous waste and accounting records for the periods the law sets, and responding to regulators.
To keep the service safe and working (legitimate interests): preventing fraud and misuse, protecting accounts, fixing crashes and answering support requests. We only do this where it does not override your rights.
Phone alerts (consent): only if you allow alerts on your phone. You can turn them off at any time in your phone's settings.
The "find a carrier" search (consent): a business is shown only after its owner ticks to agree, and can be taken off at any time from the listing page on the office website.
Free listings (consent): a carrier is shown only after ticking to agree, confirming their email and being checked by CWR, and can remove the listing at any time from the link in our emails. Sign-ups not confirmed within 7 days are deleted. We check licences on the public register to stop false listings (legitimate interests). We email news and offers only if the carrier ticked the separate box.
Early access (consent): to email you when CWR Micro is ready to download and, if you ticked the box, to send you other news about CWR Micro. You can unsubscribe at any time.
Telling waste companies about CWR Micro (legitimate interests): we email limited companies and LLPs using business contact details from public listings, such as business websites and directories. We don't send these emails to sole traders or partnerships unless they have agreed. You can ask us to stop at any time.
Star ratings (legitimate interests): showing customers' ratings helps people choose a carrier. Only customers who had a collection can leave one, and we take down ratings that are abusive, share someone's personal details or aren't about the job.

CWR Micro does not use this information for third-party advertising or behavioural tracking and does not sell personal information. We do not make decisions about you that have legal or similarly significant effects using automated processing alone. Where the app suggests a price from photos, the business decides the price.

Public register information

To check registrations and permits, CWR Micro reads the public registers of the Environment Agency, Natural Resources Wales, SEPA and NIEA. We keep details of permitted waste sites: the operator's name, site address and permit number. We also keep the register name and status of carriers who use CWR Micro or list themselves on Find a carrier. We use this to check a carrier's registration and a destination site's permit when a note is made, and to show checked carriers on Find a carrier. To ask us to check, correct or remove an entry, email microfeedback@clearwasteroute.co.uk.

Service providers

Information is shared only where needed to operate the service. Providers can include Microsoft Azure for hosting and storage, Twilio for sign-in and customer text messages, the configured email-delivery provider, Apple and Google for in-app purchases and phone alerts (Apple Push Notification service and Firebase Cloud Messaging), Stripe for plans bought on the website and, if a business connects its own Stripe account, its customers' card payments, Anthropic (the Claude AI) when a business switches on photo pricing, tip ticket reading or the waste-code helper, which receives only the photos, notes or load descriptions sent with that request, and enabled address or regulatory-register lookup services such as the Environment Agency's public registers. Each provider receives only the information needed for its role and is bound to protect it.

If a business owner links Xero or QuickBooks Online, we store the encrypted connection credentials so the business can use the accounts integration when it becomes available. Linking alone does not currently send invoices or customer details. The owner can disconnect the service at any time.

Transfers outside the UK

Some providers, such as Twilio, Apple, Google, Intuit and Anthropic, may process information outside the UK, including in the United States. When that happens we rely on UK adequacy regulations (including the UK Extension to the EU-US Data Privacy Framework) or on the ICO's International Data Transfer Agreement or Addendum, so the information keeps an equivalent level of protection. Contact us for more detail.

Retention and deletion

Submitting a closure request records it for manual review; it does not automatically close the account or delete information. CWR support checks the request comes from the account holder (and, to close a business, from its owner) before closing access and deleting or anonymising information that is no longer needed, unless it must be retained for legal, regulatory, accounting, security or fraud-prevention purposes.

Non-hazardous waste transfer notes and season-ticket schedules are retained for at least two years.
Hazardous-waste consignment records are retained for at least three years.
Accounting and tax records can be retained for at least six years from the end of the relevant financial year.
Purchase, refund, security and audit evidence can be retained while needed to resolve a transaction, protect the service or establish legal claims.
An online booking that is started but never sent is deleted, with its photos, after a day. A sent booking, with the customer's message, contact details and photos, is deleted after 12 months. If the business accepted it, the customer and job it made stay with the business's other records.
A phone's alert token is deleted when the app tells us the phone no longer wants alerts, when Apple or Google says the token no longer works, or after 90 days without the app being opened. Records of sent alerts are deleted after 7 days.
Early-access details are kept until we have emailed you that CWR Micro is ready to download. If you ticked the box for other news, we keep them until you unsubscribe. You can ask us to delete them at any time.
A star rating stays on the carrier's page while the carrier is listed. To have one you left taken down, email contact@clearwasteroute.co.uk.

Records that cannot yet be erased are restricted to the permitted purpose and removed when their applicable retention period ends.

Your rights

Under UK data protection law you have the right to:

ask for a copy of the information we hold about you;
ask us to correct information that is wrong or incomplete;
ask us to delete information, where we don't need to keep it by law;
ask us to limit how we use it, or object to uses based on legitimate interests;
receive information you gave us in a format you can take elsewhere;
withdraw consent at any time, such as by turning off phone alerts.

We will reply within one month. There is normally no charge. We may need to confirm who you are first.

If you are unhappy with how we have handled your information, please tell us first so we can put it right. You also have the right to complain to the Information Commissioner's Office at ico.org.uk/make-a-complaint or by phone on 0303 123 1113.

Your choices in the app

Business owners can download a data archive and request account closure from Settings > Privacy and data in the app. Drivers can request deletion of their own account from the same screen. Offline copies can be removed separately from that screen. Removing device data does not delete server records.

If you booked a collection through a business's online booking link, ask that business to correct or remove your details, or contact contact@clearwasteroute.co.uk.

See the account deletion page for the full request process. You can also contact CWR Micro support.

Children

CWR Micro is a business tool for adults and is not intended for anyone under 18.

Changes to this notice

We will update this notice when how we use information changes, and show the date of the latest version at the top.