Privacy policy

1. Who we are

YardSmith is a planning and operations platform for waste operators. In this policy, “YardSmith”, “we” and “us” mean YardSmith Limited.

Company

YardSmith Limited

Registered address

Goddards Green Barn, Goddards Green Road, Benenden, Cranbrook, England, TN17 4AR

Company number

17508396

ICO registration number

ZC271734

Privacy contact

privacy@yardsmith.co.uk

2. Our two roles

Depending on whose data it is, we act in one of two roles.

We are the controller for

• visitors to this website, yardsmith.co.uk;
• prospects: people who try a demo, play the route challenge, talk to our website assistant, or whom we contact by phone or email about YardSmith, and the records we keep about them in our CRM;
• people who hold a YardSmith account, for the account itself and how they use the app.

As controller, we decide why and how that data is used, and this policy applies in full.

We are a processor for

the operational data our customers (waste operators) put into the YardSmith app. That includes their own customers’ contact details, sites, routes, jobs, calls and messages. We process that data only on the operator’s instructions, under our customer agreement and data processing agreement. The operator is the controller and its own privacy notice applies.

If you are a customer of a waste operator that uses YardSmith, please contact that operator about your data. If you contact us instead, we will pass your request on to them.

3. What we collect and why

For each kind of data we use as controller, here is why and our lawful basis.

Website visits

When you visit this website, our hosting provider records technical request data such as your IP address, browser and the pages requested. We use it to deliver and secure the site. Lawful basis: legitimate interests in running a secure website.

This website runs no analytics or advertising trackers. Its fonts are served from our own domain, so loading a page does not send your IP address to a font provider.

Website assistant, demos and the route challenge

If you talk to the “Speak to YardSmith” assistant, by text or voice, we process what you say to respond, including the audio while you are speaking, and we keep the conversation. If you choose to give your name, company, email address or phone number, we record them so we can follow up. Demo and route challenge activity is linked to the same conversation. Lawful basis: legitimate interests in answering your enquiry and showing you YardSmith, and taking steps at your request before a contract.

Sales outreach

We may contact people at waste-management businesses by phone or email about YardSmith. We keep business contact details, company information, notes and call or email outcomes in our CRM. Lawful basis: legitimate interests in promoting YardSmith to businesses that may benefit from it. We follow the electronic marketing rules in the Privacy and Electronic Communications Regulations, and you can ask us to stop contacting you at any time.

YardSmith accounts

If you have an account, we process your name, email address, sign-in details (including your Google account identifier if you sign in with Google), your role and organisation, and the actions you take in the app. Lawful basis: contract, to provide the service to you or your organisation, and legitimate interests in keeping it secure.

Product analytics and error tracking

The YardSmith app (not this website) sends product analytics and error reports to PostHog’s EU service, through our own address t.yardsmith.co.uk. Events carry internal user and organisation identifiers, which product action was taken and performance timings. They never include names, email addresses or page addresses, and error reports are redacted. The analytics client stores nothing on your device and session replay is switched off. Lawful basis: legitimate interests in understanding how the product is used and fixing problems.

Product feedback

If you send us feedback from the app, we store the feedback text in our internal tools so we can act on it. Lawful basis: legitimate interests in improving YardSmith.

We do not sell personal data, and we do not make decisions about you that have legal or similarly significant effects based solely on automated processing.

4. Who processes data for us

We use the following service providers. Each one processes personal data only to provide its service to us, under a contract that requires it to keep the data secure. Where a region is shown, it is where that provider processes the data.

Integrations our customers choose to connect

A waste operator can connect these services to its YardSmith account. They only receive data when the operator turns the integration on.

• Xero: accounting and invoicing (customer and invoice data)
• WasteLogics: waste-management system integration (customer and operational data)

5. International transfers

Some of our providers may process personal data outside the UK. When they do, we make sure the transfer is protected, for example because the destination has UK adequacy regulations, or because we have the UK International Data Transfer Agreement or the UK Addendum to the EU Standard Contractual Clauses in place. The table above names each provider’s region where we have confirmed it, and we will add the rest as they are confirmed. You can ask us for details of the safeguards we use.

6. How long we keep data

• Anonymous website assistant conversations are deleted automatically 30 days after they were last used.
• Prospect and CRM records are kept while we have a genuine business reason to stay in touch, and removed when you ask us to stop contacting you. We keep a minimal record that you opted out so that we do not contact you again.
• Account data is kept while the account is active and for a limited period afterwards, to deal with questions, disputes and legal obligations.
• Customers’ operational data is kept as set out in the customer agreement and data processing agreement with that operator.
• Server logs, analytics and error reports are kept only as long as they are useful for security, troubleshooting and improving the product.

7. Cookies and local storage

We only use storage that is strictly necessary for the service you ask for.

This website

This website sets no cookies. It keeps a few items in your browser’s local and session storage: display preferences such as the site’s accent colour, and a token that lets you resume a conversation with the website assistant or the route challenge where you left off.

The YardSmith app

The app uses cookies to keep you signed in, remember your language, remember interface choices such as whether the sidebar is open and which customer you last viewed, and give demo visitors access to their demo. The analytics client stores nothing on your device.

Because all of this is strictly necessary, we do not show a cookie consent banner. If we ever add non-essential cookies or trackers, we will ask for your consent first and update this policy.

8. Your rights and complaints

Under UK data protection law you have the right to:

• ask for a copy of your personal data;
• ask us to correct data that is wrong or incomplete;
• ask us to delete your data;
• ask us to restrict how we use your data;
• object to our use of your data based on legitimate interests;
• object to direct marketing at any time, which we will always respect;
• ask for data you gave us in a portable format;
• withdraw consent, where we rely on it.

To use any of these rights, or to complain about how we handle your data, contact us at privacy@yardsmith.co.uk. We will respond within one month.

You can also complain to the Information Commissioner’s Office (ICO), the UK data protection regulator, at ico.org.uk/make-a-complaint or on 0303 123 1113. We would appreciate the chance to put things right first.

9. Changes to this policy

We will update this policy when what we do with personal data changes, and change the date at the top. If a change significantly affects you, we will tell you before it takes effect.