1. Who we are
ODESSALUX LTD is the controller of the personal information described in this notice. We are a private limited company registered in England and Wales under company number 14661091. Our registered office is 99 Bishops Road, Peterborough, Cambridgeshire, PE1 5AS.
Privacy enquiries and data protection complaints can be sent to hello@odessalux.co.uk. Please put “Privacy” or “Data Protection Complaint” in the subject line.
2. Information we collect
Depending on how you deal with us, we may collect:
- identity and contact details, such as your name, email address, telephone number and postal address;
- service details, including collection and delivery postcodes, preferred dates, item descriptions, measurements, photographs, access instructions and parking information;
- customer and transaction information, including quotations, booking confirmations, invoices, payment status and correspondence;
- business information, such as company name, job title, site contact details and purchase-order information;
- compliance records, including waste descriptions, transfer records and information needed to meet legal or regulatory duties;
- complaint and rights-request information;
- technical information normally transmitted when you use a website, such as IP address, browser type, device type, referring page, page requested and date/time; and
- privacy preferences stored in your browser.
Please do not send unnecessary sensitive information. Do not submit medical details, identity documents or information about hazardous materials through the general enquiry form unless we specifically request an appropriate and secure method.
3. How and why we use personal information
| Purpose | Typical information | Lawful basis |
|---|---|---|
| Responding to enquiries and preparing quotations | Contact, postcode, load, route, access and scheduling details | Steps at your request before entering a contract; legitimate interests in responding to business enquiries |
| Taking, managing and completing bookings | Contact, service, property/site, payment and operational details | Performance of a contract; legitimate interests where the customer is an organisation |
| Safety, compliance and record keeping | Waste description, collection/delivery records, correspondence and transaction details | Legal obligation; legitimate interests in demonstrating proper service delivery and protecting legal rights |
| Managing payments and accounts | Invoice, payment status, billing and transaction information | Performance of a contract; legal obligation; legitimate interests in debt management |
| Preventing misuse and securing the website | Technical logs, submitted fields and anti-spam signals | Legitimate interests in keeping services secure and available |
| Handling complaints and legal claims | Complaint, correspondence, evidence and outcome records | Legal obligation; legitimate interests in resolving disputes and establishing, exercising or defending legal claims |
| Optional direct marketing | Name and contact details | Consent where required, or legitimate interests where the law permits business-to-business contact; you may object at any time |
We do not use the website enquiry form to make decisions based solely on automated processing that produce legal or similarly significant effects.
4. Who we share information with
We may share information only where reasonably necessary with:
- website hosting, email, form-processing, cloud storage and IT support providers acting on our instructions;
- payment, accounting and professional advisers;
- drivers, operational partners, disposal or transfer facilities and subcontractors involved in providing an accepted service;
- insurers, legal advisers, courts, regulators, law-enforcement bodies or public authorities where necessary or required by law; and
- a buyer, investor or professional adviser involved in a genuine business reorganisation, subject to appropriate confidentiality safeguards.
We do not sell personal information.
5. International transfers
Some technology providers may process technical or support information outside the United Kingdom. Where UK data protection law requires safeguards, we seek to use an adequacy regulation, the UK International Data Transfer Agreement, the UK Addendum to approved standard contractual clauses, or another lawful safeguard. You may contact us for further information about the relevant safeguard.
External services such as Google Maps are not loaded until you choose to allow or load that content. Their own privacy terms apply when the service is loaded.
6. How long we keep information
We keep information only for as long as reasonably needed for the purpose collected, including legal, accounting and dispute-resolution requirements. Typical periods are:
- unconverted enquiries and quotations: normally up to 24 months after the last meaningful contact;
- contract, invoice and core transaction records: normally six years after the end of the relevant financial year or contract;
- waste transfer records: for the period required by applicable law, generally at least two years for non-hazardous waste transfer notes;
- website security logs: normally up to 12 months, unless needed for investigation;
- marketing preferences: until you withdraw consent or object, plus a minimal suppression record where needed to respect your choice; and
- complaints and rights requests: normally up to six years after closure where appropriate for accountability and legal claims.
We may keep information longer where a legal hold, active dispute, regulatory request or another lawful reason applies.
7. Your data protection rights
Depending on the circumstances, you may have the right to ask for access, correction, deletion, restriction, portability or objection to processing. Where we rely on consent, you may withdraw it at any time without affecting earlier lawful processing.
To exercise a right, email hello@odessalux.co.uk. We may ask for proportionate information to verify identity. We normally respond within one month, subject to lawful extensions for complex or multiple requests.
8. Data protection complaints
Please use our Data Protection Complaints Procedure so we can investigate. We will provide a clear way to complain, acknowledge the complaint within 30 days, investigate without undue delay, keep you appropriately informed and explain the outcome.
You also have the right to complain to the Information Commissioner’s Office (ICO), the UK supervisory authority. The ICO can be contacted through its official website or by telephone on 0303 123 1113. We ask that you give us an opportunity to address the issue first, but this does not affect your right to contact the ICO.
9. Security
We use proportionate organisational and technical measures intended to protect personal information against unauthorised access, loss, misuse or disclosure. No internet service can guarantee absolute security, so please avoid sending unnecessary confidential information through a standard web form.
10. Changes to this notice
We may update this notice when our services, providers or legal obligations change. The date at the top shows the latest revision. Material changes will be highlighted where appropriate.