Privacy Policy
Last updated: 3 October 2026
This Privacy Policy explains what personal data TIPPA collects, why, and what rights you have over it. JPH Ltd is the data controller for the account and billing data described below. For personal data your organisation enters about its own carriers, brokers, and other contacts (see “Customer records” below), your organisation is the data controller and TIPPA acts as its data processor.
1. Data we collect
Account data: your name and email address, and — if you sign in with a password rather than Google or Apple — a securely hashed password. If you sign in with Google, we receive your name, email address, and profile picture from Google. If you sign in with Apple, we receive your name (the first time only) and either your email address or, if you choose to hide it, an address Apple forwards to you.
Organisation and membership data: your organisation’s name, its members, and each member’s role.
Customer records: details your organisation enters about carriers, brokers, and other business contacts — organisation name, registration number, address, contact email, phone number, and vehicle registrations.
Driver records: if your organisation adds you as a driver, the first name, last name, telephone number, email address, and sites it enters for you. Your organisation is the data controller for these details. To let you sign in without a password, we email you a one-time sign-in link (valid for 7 days) and, when you ask for one, a 6-digit sign-in code (valid for 10 minutes); we keep each only until it’s used or expires.
Waste transfer receipts: the waste transfer records your organisation creates, including site details, waste descriptions, carrier and broker details at the time of the transfer, and related documentation. These are compliance records, kept for the retention period described below.
Billing data: if your organisation subscribes, our payment provider Paddle (the merchant of record for our orders) processes your payment details, billing address, any VAT number, and the subscription. We do not receive or store your card details ourselves.
Technical and error data: we use Sentry to capture crash reports and error logs to help us fix bugs, which may include device information and the state of the app at the time of an error.
Address lookup: if you use the address lookup feature, the postcode or address text you type is sent to our address lookup provider (Ideal Postcodes) to return matching addresses.
2. How we use your data
- to provide and maintain your account, organisation, and the waste transfer records you create;
- to process payments and manage subscriptions for paid features;
- to send you account-related emails (verification, password reset, invitations, driver sign-in links and codes) and, where relevant, service updates;
- to diagnose and fix technical problems;
- to meet our own legal obligations, including retaining waste transfer records as required by UK waste duty of care regulations.
3. Who we share data with
We use the following processors to run TIPPA. Each only receives the data it needs to perform its role:
- MongoDB Atlas — database hosting for all account and application data;
- Vercel — hosting TIPPA and our website, storing photos and signatures, and counting visits to our website (see “Cookies and storage on your device” below);
- Resend — sending transactional emails (verification, invitations, password reset, driver sign-in links and codes), and forwarding messages sent through our website’s contact form to us;
- Google — sign-in with Google;
- Apple — Sign in with Apple;
- Paddle — payments, VAT, invoices and subscription management, as the merchant of record for our orders;
- Sentry — crash and error monitoring;
- Ideal Postcodes — UK address lookup;
- Microsoft Azure (AI Document Intelligence, UK South) — reading the text of a photo or scan of a waste transfer or consignment note you choose to import. The image isn’t kept: it’s read and discarded.
- Microsoft Azure (Azure OpenAI, UK South) — working out which detail is which on an imported note whose layout we don’t recognise. Only the note’s text is sent, never the image; it’s processed in the UK, isn’t kept by us, and isn’t used to train AI models.
We do not sell your personal data. We may disclose data if required by law, or to protect our rights or the safety of our users.
4. Legal basis for processing
We process account and organisation data to perform our contract with you (providing the TIPPA service). We process waste transfer receipts partly to perform that contract and partly to meet our legal obligation to support your organisation’s own duty of care record-keeping requirements. We process technical/error data on the basis of our legitimate interest in keeping TIPPA working reliably.
5. Data retention
We keep your account and organisation data for as long as your account or organisation is active. Waste transfer receipts are retained for at least the period required by UK waste duty of care record-keeping requirements, currently a minimum of two years — please refer to current Defra guidance for your own organisation’s specific obligations, which may require longer retention for certain waste types. Because of this, if an organisation is deleted, its waste transfer receipts are kept (marked as archived, no longer visible in the app) for this retention period rather than deleted immediately, while other data — sites, customer records, saved preferences — is deleted straight away. Receipts retained this way carry only the carrier/broker’s business details (organisation name and registration number), not other personal data belonging to the account that created them.
6. Your rights
Under UK GDPR, you have the right to access, correct, delete, or export a copy of your personal data, and to object to or restrict certain processing. You can:
- export your organisation’s data, or your own account data, from Settings;
- delete your account, or (if you are an administrator) your whole organisation and its data, from Settings — see the retention note above for waste transfer receipts, and Delete your account for the steps, including if you can’t sign in;
- contact us at privacy@tip-pa.co.uk for anything Settings doesn’t cover, or to raise a concern.
You also have the right to complain to the UK Information Commissioner’s Office (ico.org.uk) if you believe your data has been mishandled.
7. International transfers
Some of our processors (for example, Google, Apple, Sentry, and Paddle) may process data outside the UK, including in the United States. Where this happens, we rely on appropriate safeguards such as the UK’s International Data Transfer Addendum or equivalent standard contractual clauses.
8. Cookies and storage on your device
TIPPA uses only what it needs to work. We don’t use advertising or analytics cookies, and our website (tip-pa.co.uk) sets no cookies at all. It counts visits with Vercel Web Analytics, which uses no cookies, stores nothing on your device, and doesn’t keep your IP address or recognise you from one day to the next.
- a sign-in cookie, which keeps you signed in to the TIPPA web app;
- storage in your browser or on your phone for records you’ve viewed or made without a signal, so TIPPA keeps working offline and sends them when you’re back online, and for settings such as your chosen site. Signing out clears it;
- if an administrator buys or changes a plan, Paddle’s checkout may set its own cookies to take the payment and prevent fraud.
These are strictly necessary for the service you’ve asked for, so we don’t ask for consent to them. If you block them in your browser, you won’t be able to sign in to the web app.
9. Children
TIPPA is intended for business use and is not directed at children. We do not knowingly collect data from children.
10. Changes to this policy
We may update this Privacy Policy from time to time. We will let you know of material changes before they take effect.
11. Contact us
JPH Ltd, 2nd Floor, 1-5 Clerkenwell Road, London, EC1M 5PA (registered in England and Wales, company number 17497141). Email: privacy@tip-pa.co.uk.