Last updated: April 2026
Web Hero Limited ("we", "us") operates LoadSnap. This Privacy Policy explains how we collect, use, and protect your personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
1. Data Controller
Web Hero Limited
71-75 Shelton Street, Covent Garden, London, WC2H 9JQ
Email: info@loadsnap.co.uk
2. What Data We Collect
Account Data:
- Full name, email address, phone number
- Business name, company number, registered address
- Role within the organisation
Waste Data:
- Waste transfer records (EWC codes, descriptions, weights, dates)
- Collection and receiving site details
- Carrier and vehicle information
- Photos of waste, weighbridge tickets, receipts
Vehicle Data:
- Vehicle registration, make, model, fuel type
- MOT and tax expiry dates (from DVLA)
- MOT test history (from DVSA)
- Vehicle check records
Driver Data:
- Name, phone, email, emergency contact
- Driving licence number (encrypted at rest)
- Licence entitlements, endorsements, penalty points (from DVLA ADD API)
- CPC and tachograph card data
- Vehicle check records, odometer readings
- Location data during check-in (with consent)
- E-signatures for licence check consent
Operative Data:
- Name, phone, email
- Training records
- Receipt logging activity
Financial Data:
- Invoice details (amounts, dates, payment status)
- Stripe payment references (we do not store card numbers)
Usage Data:
- Login timestamps, page views, feature usage
- Device type, browser, operating system
- IP addresses
3. How We Use Your Data
- To provide the LoadSnap service
- To submit waste movement data to DEFRA on your behalf
- To verify vehicle status with DVLA
- To verify driving licences with DVLA (with driver consent)
- To check carrier/site compliance with the Environment Agency
- To send notifications (email, push, SMS)
- To process payments via Stripe
- To improve the platform and fix bugs
- To comply with legal obligations
4. Who We Share Data With
We share data ONLY with:
- DEFRA — waste movement submissions (legal requirement)
- DVLA — vehicle and licence checks (with consent)
- Environment Agency — compliance register lookups (public data)
- Stripe — payment processing
- Resend — transactional emails
- Supabase — database hosting (EU data centres)
- Vercel — application hosting
We do NOT sell your data. We do NOT share data with advertisers.
5. Data Retention
| Data Type | Retention Period |
|---|---|
| Waste records | 3 years minimum (legal requirement) |
| Driver licence data | Until consent withdrawn |
| Vehicle data | While account is active |
| Chat messages | 2 years |
| Invoices | 7 years (HMRC requirement) |
| Audit logs | 7 years |
| Account data | 3 years after account closure |
6. Your Rights (UK GDPR)
You have the right to:
- Access your personal data (Subject Access Request — Article 15)
- Rectify inaccurate data
- Erase your data — the "right to be forgotten" (Article 17), subject to legal retention requirements
- Restrict processing in certain circumstances
- Data portability — receive your data in a machine-readable format
- Object to processing based on legitimate interests
- Withdraw consent at any time (e.g. for driver licence checks)
Self-service tools
Most rights can be exercised directly inside LoadSnap without contacting us:
- Sign in to your portal and open the Account page. The Data & Privacy panel offers a one-click Download my data button (JSON bundle of every record we hold attributable to you) and a Delete my account button.
- "Delete my account" anonymises every personal-data field on records linked to you. Waste-transfer records you appear on remain in our database because the carrier you transacted with is statutorily obliged to retain them under the Duty of Care regulations — but your name, email, and phone number are removed and replaced with "Former customer" / "Former driver". The generated Waste Transfer Notes (PDFs) stay unchanged as they are statutory documents.
- Your login credentials are hard-deleted at the same time, so you can never be re-identified by signing back in.
To exercise any right we don't surface as a button (rectification, restriction, objection), email info@loadsnap.co.uk. We will respond within 30 days.
6a. Producer data we hold on behalf of carriers
If your details (name, contact email, phone) were added to LoadSnap by a waste carrier you have a relationship with, we hold that data as the carrier's processor for the purpose of operating the producer portal. The carrier is the primary data controller; we are the controller only for the portal account itself.
You can ask the carrier to remove your details, or use the self-service Delete my account button on your portal account page. If you don't have a login, email info@loadsnap.co.uk with the name of the carrier and we'll route the erasure request.
7. Data Security
- All data is encrypted in transit (TLS 1.3) and at rest (AES-256)
- Driving licence numbers are stored encrypted with application-level encryption
- Access to production data is restricted to authorised personnel
- Regular security audits and penetration testing
- Supabase (our database provider) is SOC 2 Type II certified
8. Cookies
LoadSnap uses:
- Essential cookies — for authentication and session management (required)
- Analytics cookies — for understanding usage patterns (can be disabled)
We do not use advertising or tracking cookies.
9. International Transfers
Your data is stored in EU data centres (Supabase: Frankfurt). Some processing occurs in the US (Vercel, Stripe) under Standard Contractual Clauses.
10. Children
LoadSnap is not intended for use by anyone under 18.
11. Changes
We will notify you of material changes to this policy via email or in-app notification.
12. Contact
All privacy and general queries: info@loadsnap.co.uk
Web Hero Limited
71-75 Shelton Street, Covent Garden, London, WC2H 9JQ