1. Who we are
AxiWaste is the trading name of Axithorn Limited (registered in England and Wales, company number 15982267, registered office 1 Colleton Crescent, Exeter, Devon, EX2 4DG). It provides software to waste businesses: a weighbridge and office console, and the AxiWaste driver app for Android and iPhone. "We" and "us" in this policy mean Axithorn Limited, trading as AxiWaste. "Your employer" means the business that uses AxiWaste and gave you the app.
Questions about this policy: privacy@axiwaste.com.
2. Our part, and your employer's
When you use the driver app or the console for your employer's work, your employer decides what is collected and why: in data protection law it is the controller, and AxiWaste is its processor. We hold and use that information only to provide the service to your employer, under the data processing agreement we issue to it when it subscribes. Your employer's own privacy notice tells you its reasons (its lawful basis) and how long it keeps what.
For a few records of our own we are the controller: the record of which phones joined the service, the record of what our own staff did in it, and the support we give you or your employer. We use these because we have a legitimate interest in running, securing and supporting the service and in being able to show who accessed what. We keep support records for 2 years after a request is closed and our staff access records for 6 years. Phone records are kept as section 7 says. For these records you can ask us directly (section 8).
The settings and retention periods in this policy are AxiWaste's standard ones. Your employer can change some of them, and its own privacy notice says what applies to you.
3. What the driver app collects, and why
| What | When | Why |
|---|---|---|
| Your name, your role, the work you do and, if your employer adds them, your email and phone number | When your employer adds you | So you can sign in and be given your work |
| Your app PIN | When you choose it | To check it is you. We keep only a scrambled form of it (hashed and salted), never the PIN itself |
| The phone's model, its operating system and app versions, an identifier the app makes for the phone, and when it last called in | When the phone joins and each time it checks in | To keep the app working and up to date, and so your employer can see which phones are in use |
| A push address for the phone (a Firebase Cloud Messaging token) | When the phone checks in | So your employer can ask the phone, through us, to sync, send its logs, reset, or share its position more often (section 5). The instruction carries nothing else about you |
| Where the phone is | The app shares it only while your working day is started, and stops when you end your day; and only after your employer has assessed it and asked us to switch it on. Every 90 seconds by default (your employer may set 30 seconds to 10 minutes). Every 10 seconds for up to 10 minutes if you tap "I'm stuck" or the office asks | So the office can see where its vehicles are today, and plan. The office sees today's positions only |
| Positions attached to a job, a weighing, a photo, a report or the start and end of your day | When you record them | To show where the work was done |
| Photos and signatures you take, with the time and place, and the name the signer gives | When a job asks for one | Proof that the work was done, which your employer may need to show |
| What you record about the work: jobs done or not and why, weights, tips and notes | When you record them | Your employer's records of the work, some of which the law requires (section 7) |
| Reports to the office: what a report is about, your words, any photos, and where the phone was | When you send one | So the office can help you, or put something right |
| Your working day: when you start and end it, the vehicle and any change of vehicle, odometer readings if you give them, where the phone was at the start and end, and your notes | When you start and end your day | Your employer's record of working time |
| The app's own log lines (what it did and any errors, never what you typed, names, addresses or phone numbers) | As it works | To find and fix faults |
The app uses the camera to read join codes, on the phone itself, and to take the photos a job asks for. If you unlock the app with your fingerprint or your face (for example Face ID on an iPhone), your phone checks it itself. Neither the app nor AxiWaste ever receives your fingerprint or face data. You can turn the camera or location permission off at any time in your phone's settings; the app then cannot do the things that need it.
The app does not use advertising, does not track you for advertising, and has no analytics or crash-reporting service. If you have allowed your phone to share analytics with app developers, Apple or Google may send us crash reports and usage figures for the app. Apple says it shares these only in a form that does not identify you. You can turn this off in your phone's settings.
4. What the console holds
Your employer's console holds its customers, sites, jobs, weighbridge tickets, invoices, waste records and the people who work for it. That is your employer's data, which it controls.
- When an office user searches for an address, our service sends the street, town and postcode (never a house number, a name or a person) to OpenStreetMap's address search, and a postcode alone to postcodes.io, to find the point on a map.
- If your employer takes skip requests on its own website, a request (the name, email, phone number, address, notes and any photos you send) comes to its console. A request it never books is deleted after 90 days (section 7).
- At a weighbridge with a number plate camera, the plates the camera reads are kept for 30 days, then deleted automatically. This is off unless your employer asks for it and we switch it on.
- If a waste company invites you to its customer portal, it is the controller of what the portal holds about you, as your employer is above. The portal holds: your name, email address, phone number if given, and language; your password only in a scrambled form (hashed and salted), never the password itself; if you set up codes from an authenticator app, the secret the app shares with the service, which it needs to check a code; when you signed in and last used the portal (each sign-in is a random key the service keeps only in a scrambled form); how many sign-ins failed and any lock that followed; the accounts you act for and your role at each; who invited you, and when; and what you book or report, with your name. When you choose a password, the service sends the first five characters of a scrambled form of it (its SHA-1 hash) to Have I Been Pwned (section 5), to check it is not one already known from a breach. Never the password, your name or your email.
5. Who else receives information
We share only what each needs, for the purpose given. Zoho and Google process information for us under their data processing terms. Apple, Defra, OpenStreetMap, postcodes.io and Have I Been Pwned receive the limited information shown below and are responsible for it under their own terms or legal duties.
| Who | What they receive | Why |
|---|---|---|
| Zoho (Zoho Catalyst, where the service runs and your employer's records are kept; ZeptoMail, which sends emails) | Everything in sections 3 and 4 | To run the service. Your employer's records are kept in Zoho's EU data centre. Zoho staff in India may reach them for technical support. That access is protected by data transfer agreements that meet UK law. |
| Google: Firebase Cloud Messaging | The phone's push address, and the instruction (sync, send logs, reset, share position more often) | To deliver that instruction to the phone. Google may process this outside the UK. Those transfers are protected by the safeguards set out in Google's data processing terms. Google acts as a processor under those terms. On an iPhone, Firebase hands the instruction to Apple to deliver (next row) |
| Apple: Apple Push Notification service (iPhone only) | The phone's push address, and the instruction | To deliver the instruction to an iPhone. Apple provides this service under its own terms and privacy policy |
| Google Cloud (our route planner) | Map points of stops, vehicle registrations, and the jobs' sizes and times. Never a name or an address | To plan routes, and to draw a run along the roads |
| Defra's digital waste tracking service | Records of waste received: the business, its permit and site, when the waste arrived, the carrier and its registration, the vehicle registration, the waste's codes and weights. Not your name | Where the law requires the business to report it |
| Your employer's own accounting and CRM systems (for example Zoho CRM or Xero), if it connects them | Its customers, prices and invoices | On your employer's instruction |
| OpenStreetMap Foundation (map tiles and address search) | Your device's internet address and the area of map shown; for an address search, the street, town and postcode | To draw maps and find addresses. A public service that acts under its own privacy policy |
| postcodes.io | A postcode, nothing else | To place a postcode on the map. A public service: its own terms apply |
| Have I Been Pwned: Pwned Passwords (customer portal only) | The first five characters of the SHA-1 hash of a new portal password. Never the password, a name or an email | To refuse a password already known from a breach, as the ICO advises. A public service under its own terms |
| The maps app on your phone (for example Google Maps or Apple Maps), when you tap Navigate | The address or point you are driving to | To give you directions. That app's own policy applies |
We do not sell information to anyone.
6. Where it is kept
Your employer's records are kept in Zoho's EU data centre. Zoho's staff in India may reach them for technical support (section 5). Push instructions pass through Google's global network, and through Apple's for an iPhone. The route planner runs in Google Cloud's London data centre (its europe-west2 region). The phone keeps the work it has not yet sent, and deletes each photo once it has been safely stored.
Where information goes to a country the UK does not treat as adequate, it is protected by the safeguards in section 5.
7. How long it is kept
These are AxiWaste's standard periods. Your employer decides how long it keeps its records and may ask us to change some of these periods.
Copies held in backups are removed within 3 months after the information is deleted from live systems.
| What | How long | Deleted automatically? |
|---|---|---|
| Your account (name, contact details, PIN, work) | While your employer keeps you on. If you ask for it to be deleted, section 8 explains what happens | No: your employer's office deletes it |
| Positions sent from the phone | 90 days | Yes |
| Photos and signatures | 1 year | Yes |
| Your working days | 2 years | Yes |
| Reports to the office | 1 year | Yes |
| The app's log lines | 30 days on our side; 7 days on the phone | Yes |
| The phone's details and push address | While the phone is in use. The push address is removed when your employer withdraws the phone | No: deleted when your employer removes the phone |
| On a phone your employer has withdrawn | Unsent work is kept sealed for 14 days, then wiped | Yes, on the phone |
| Number plates read by a weighbridge camera, where it is switched on | 30 days | Yes |
| A request from your employer's website that it never books | 90 days | Yes, with any photos sent with it |
| Waste transfer notes | At least 2 years, or longer where the law or the waste company's permit requires (for example 6 years for a note made at its own weighbridge, or the longer periods for hazardous waste records) | Yes, at the end of the period set for your employer |
| Weighbridge tickets, invoices and the record of who did what | 6 years (VAT and permit records) | Yes |
| A customer portal account | While the waste company keeps you on | No: its office removes you |
| Customer portal sign-ins | Each ends after 30 days, or after 7 days unused; the record that it happened stays | No: kept with the account's records |
| Customer portal invitation and new-password links | Each works once: an invitation for 7 days, a new-password link for 60 minutes; the record of it stays | No: kept with the account's records |
| Missed collections reported in the portal | With the collection's own records | No: kept with the collection's records |
| Our support records | 2 years after the request is closed | No: we delete them when the period ends |
| Our own staff's access to your employer's records | 6 years | No: we delete them when the period ends |
8. Your rights
You can ask to see what is held about you, to have it corrected or deleted, to restrict or object to its use, and to have a copy to take elsewhere. Some of these rights apply only in certain circumstances. Because your employer controls the information, ask your employer first; we help it answer you, as our agreement with it requires. It must normally answer within one month, or within three months for a complex request if it tells you why within the first month.
For the records in section 2 that we control, ask us at privacy@axiwaste.com and we will answer on the same timescale. You can also object to our use of them where we rely on our legitimate interests. If you contact us about anything else, we will pass your request to your employer without delay.
Deleting your account from the app. In the app, choose Delete my account. This sends your request to your employer's office, which must normally respond within one month. The app tells you when your account has been deleted. Deleting ends your sign-in and removes your contact details and PIN, and your name from the account. Your employer may keep some records for longer where it has a legal reason to, such as waste transfer notes, weighbridge tickets, working-time records and the record of who did what. These keep your name as it was written until their period in section 7 ends. Positions, photos, reports and your working days are kept for the times in section 7.
If you are unhappy with how your information is used, tell your employer. It must acknowledge your complaint within 30 days and look into it without undue delay. You can also contact us at privacy@axiwaste.com, and we will help put it right where we can. For the records we control, we will acknowledge your complaint within 30 days and respond without undue delay. You can also complain to the Information Commission, known as the ICO (ico.org.uk).
Our service does not make decisions about you that have legal or similarly significant effects based solely on automated processing. Whether your employer does is a matter for its own privacy notice.
9. Keeping it safe
Connections between the app, the console and our service are encrypted in transit. Each employer's records are kept separate from every other employer's. What is reported to Defra also passes through one service of ours that works for every client. Your PIN is kept only in a scrambled form, and repeated wrong tries lock it for a time. A phone is joined with a code from your employer and then uses its own key, which your employer can withdraw at once if the phone is lost. Photos go straight into a private store for your employer. Only people your employer allows can see its records; AxiWaste's own access for support is recorded in your employer's records.
If you think information about you has been lost or misused, tell your employer and email privacy@axiwaste.com. We will tell your employer without undue delay.
10. Children
The app and the console are for people at work. They are not meant for children.
11. Changes
When this policy changes, the new version is published at the same address with its date, and the app links to it.
Version 1.0, 27 October 2026.
12. Contact
Axithorn Limited, trading as AxiWaste. Registered in England and Wales, company number 15982267. Registered office: 1 Colleton Crescent, Exeter, Devon, EX2 4DG. Email: privacy@axiwaste.com.
ICO registration number: ZB924348.