Privacy Policy

Effective Date: 21 August 2026

Next Review: 21 August 2027, or earlier if required by law or following a material change to the company’s data-processing activities.

Data Controller	TR Tankers Ltd
Registered office	3 Crop Lane, Ashford, Kent, TN25 7LJ
Company registration	17135938
VAT number	522912116
Waste Carrier Registration	CBDU652724
ICO registration	ZC214469
Privacy contact	David.oates@trtankers.co.uk \| 07985 683230

This policy is intended for publication on the TR Tankers Ltd website and explains how personal information is collected, used, stored, protected and disclosed under UK GDPR, the Data Protection Act 2018 and PECR.

1. Who We Are and Who Controls Your Data

TR Tankers Ltd (“TR Tankers”, “we”, “us” or “our”) is the data controller for personal information processed for our own business purposes. We have not appointed a statutory Data Protection Officer. The company director is responsible for overseeing data-protection and privacy matters.

2. Personal Information We Collect

Name, address, email address and telephone/mobile number.
Service and billing addresses, booking details, property/site information and access instructions.
Quotation and enquiry information, including photographs and free-text descriptions.
Payment and financial information needed for payment, invoicing and Direct Debit administration.
Emails, SMS, WhatsApp, Facebook Messenger, Instagram direct messages and other business communications.
Website, device, browser, IP and security information.
Cookies and similar technology information, subject to the Cookie Policy and PECR.
Vehicle GPS/location information for operational, security, attendance, insurance, legal and compliance purposes.
Photographs of tanks, drainage systems, defects, damage, site condition and completed work.
Information needed for accounting, waste documentation, environmental compliance, insurance, complaints and legal matters.

3. How We Collect Information

We collect information through website booking/enquiry forms, telephone calls, email, text messages, messaging applications, social media, in-person interactions and service delivery. We may also receive information from customers, landlords, letting agents, estate agents, property managers, commercial customers, contractors, local authorities, public bodies, insurers and other relevant organisations.

We may obtain relevant information from publicly available sources, including Companies House, public registers, regulatory or environmental registers, property-related public information and business directories, where lawful and relevant.

4. How We Use Personal Information

Take and manage bookings and quotations.
Provide septic tank, cesspit, drainage, jetting and related services.
Contact customers about bookings, attendance and service requirements.
Send booking confirmations, references, service details, terms, privacy information and payment information where applicable.
Provide waste transfer and related documentation.
Invoice, process payments and administer Direct Debits.
Maintain customer, job, service, waste and accounting records.
Handle complaints, insurance matters, disputes and legal claims.
Maintain website, IT, vehicle and system security.
Use vehicle/location information for vehicle security, attendance verification, incidents, disputes, insurance and compliance.
Meet tax, accounting, waste, environmental and other legal/regulatory obligations.
Prevent fraud, misuse and unlawful activity.
Improve services and website operation where lawful.

TR Tankers does not currently conduct direct marketing by email, SMS, telephone or similar channels as a processing purpose under this policy.

5. Lawful Bases

Depending on the purpose, we rely on contract or steps before contract, legal obligation, legitimate interests, consent and, only where genuinely necessary, vital interests. Legitimate interests may include service administration, security, vehicle protection, debt recovery, insurance, complaints, legal claims and appropriate service improvement.

6. Special-Category and Criminal-Offence Information

We do not intentionally collect special-category data as part of normal services. Sensitive information may occasionally be supplied for access, health or safety reasons and will only be used where necessary and where an appropriate lawful basis and UK GDPR condition apply. We do not routinely collect criminal-offence information but may process it where necessary and lawful for fraud prevention, legal claims, regulatory compliance or another permitted purpose.

7. Children

Our services are arranged by adults and we do not intentionally target or routinely collect children’s personal information. Incidental information about a child will be handled securely and only used where necessary and lawful. Unnecessary children’s information will be deleted where there is no lawful reason to retain it.

8. Photographs, Testimonials and Reviews

Photographs may be taken for quotations, service records, condition evidence, defects, damage, insurance, complaints, disputes and legal purposes. We will avoid intentionally photographing identifiable people where they are not relevant to the job.

Identifiable customer/property photographs and testimonials used for marketing will require separate consent where consent is the lawful basis. Consent will not be bundled into acceptance of this Privacy Policy or Terms of Service, and refusing it will not affect access to our services.

Customers may independently publish reviews on third-party platforms. TR Tankers may ask separate permission to reproduce a review or testimonial on its own website, social media or marketing materials.

9. Payments, Hosting and Providers

IONOS hosts the website and provides website security. Stripe may process applicable online/card payments and GoCardless may process Direct Debit payments. Our accountant/bookkeeper and relevant IT, website, software, waste, insurance and professional providers may process information where necessary.

We will use appropriate contractual/data-processing arrangements with processors where required. We will review providers’ security, subprocessor and international-transfer arrangements before using them and will apply appropriate UK GDPR safeguards to international transfers.

10. Security

We use reasonable technical and organisational measures appropriate to the size and nature of the business, including password protection, multi-factor authentication where available, endpoint protection, updates, backups, access controls, secure disposal, confidentiality requirements, physical security, encryption where appropriate and HTTPS/SSL through IONOS.

No internet transmission or electronic storage system can be guaranteed to be completely secure. We maintain a personal-data breach procedure and will notify the ICO and affected individuals where UK GDPR requires notification.

11. Retention

We do not keep personal information indefinitely. Information is retained for as long as reasonably necessary for the purpose collected and for applicable legal, tax, accounting, waste, environmental, insurance, contractual or dispute-related requirements.

Quotation/enquiry information where no booking follows is retained for a reasonable period and then securely deleted or anonymised where no lawful retention reason remains.
Invoices, payment and accounting records are retained for applicable tax/accounting periods.
Waste transfer and environmental records are retained for periods required by applicable legislation.
Photographs and GPS information are retained only for as long as reasonably required for their stated purposes.
Information required for legal claims or disputes may be retained until the matter and relevant retention period have concluded.

12. Your Rights

Right to be informed.
Right of access.
Right to rectification.
Right to erasure in certain circumstances.
Right to restriction in certain circumstances.
Right to data portability in certain circumstances.
Right to object to certain processing, including legitimate-interest processing.
Rights relating to automated decision-making and profiling where applicable.
Right to withdraw consent where consent is the lawful basis.

These rights are not absolute. Information may need to be retained to comply with legal obligations, maintain tax or waste records, establish or defend legal claims or exercise another lawful exemption.

13. Making a Data Request

Contact David.oates@trtankers.co.uk or write to TR Tankers Ltd, 3 Crop Lane, Ashford, Kent, TN25 7LJ. We may request reasonable identity verification. We normally respond within one month, subject to statutory extensions for complex or multiple requests.

An authorised third party may act for an individual where appropriate authority is provided. We will verify authority before disclosing personal information.

14. Deletion and Restriction

We will delete or anonymise information where there is no lawful reason to retain it. We may refuse or limit erasure where a legal obligation, legal claim or other lawful exemption requires retention. Where appropriate, processing will be restricted to the purpose requiring retention.

15. Complaints

Please contact TR Tankers first at David.oates@trtankers.co.uk. You may also complain directly to the Information Commissioner’s Office (ICO), the UK’s supervisory authority for data protection: https://ico.org.uk/.

16. Automated Decision-Making

TR Tankers does not currently use automated decision-making or profiling that produces legal or similarly significant effects on individuals.

17. Data Protection Governance

TR Tankers will maintain data-protection procedures appropriate to the business, review access permissions, record incidents and actions, maintain relevant processing records, and review privacy implications before introducing significant new technology or processing.

Where required, we will carry out Data Protection Impact Assessments and apply data protection by design and default.

18. Third-Party Links

Third-party websites and services have their own privacy practices. Customers should review their privacy notices before providing information. Where third-party services are embedded in our website, their processing will be addressed in relevant privacy/cookie information where applicable.

19. Changes

We may update this policy from time to time. Material changes will be highlighted where appropriate. Where a change requires consent or additional notice under UK GDPR or PECR, we will provide the required notice or obtain consent. Previous versions may be retained for compliance.