Request account deletion

You can request deletion of your WTNcloud account and the personal data we hold about you at any time. Requests are usually completed within 30 days. UK waste regulations require us to retain certain records (described below) for a minimum statutory period; those records are anonymised where possible and otherwise kept solely for compliance.

How to request deletion

Option 1 — From your account (preferred)

Sign in at dash.wtncloud.co.uk/dashboard/settings, scroll to Close account, and follow the prompts. Closing your account from the dashboard immediately disables sign-in and queues your data for deletion.

Option 2 — By email

If you cannot sign in (for example, your account was suspended or you have lost access to your email), send a deletion request to [email protected]. Include:

The email address on the account
Your company name (as it appears on your WTNs)
A statement that you are the account holder and want the account deleted

We may ask you to verify your identity before processing the request.

What is deleted

Account credentials — email, hashed password, two-factor settings, session tokens.
Profile and company data — display name, company information, branding, contact details.
Customer records — the customers (waste producers) you have entered into your account.
Photographs attached to Waste Transfer Notes, unless retention is required by the regulations described below.
Mobile app data on your device — sign out and delete the app to remove the local SQLite database, secure-store tokens, and cached files from your phone or tablet.
OAuth tokens for connected accounting integrations (QuickBooks, Xero) are revoked and removed.

What is retained, and why

Some categories of data must be retained even after account deletion because UK law requires it. Where retention is mandatory we keep the minimum data necessary, restrict who can access it, and delete it as soon as the legal retention period ends.

Waste Transfer Note records — retained for at least 2 years from the date of transfer, as required by the Waste (England and Wales) Regulations 2011 and the Environmental Permitting (England and Wales) Regulations 2016. Where possible your personal details are detached from the WTN record on account closure; the WTN itself (waste classification, EWC code, transfer date, locations) cannot be deleted before the statutory period ends.
Hazardous Waste Consignment Notes (HWCNs) — retained for at least 3 years under the Hazardous Waste (England and Wales) Regulations 2005.
Billing and invoicing records — retained for 7 years for UK accounting and tax purposes (HMRC requirement).
Suppression list entries — if you opted out of SMS or email, we keep a minimal record (hashed phone number / email) so we do not contact you again.
Anonymised technical logs — short-lived security/access logs may persist for up to 90 days and are automatically purged.

How long deletion takes

We complete deletion requests within 30 days. Most are processed within a few business days; the longer window covers identity verification, integrations cleanup, and propagation across backups.

Other rights

For requests that fall short of full deletion (rectification, export of your data, restriction of processing, or objection on legitimate-interest grounds), see your rights in the Privacy Policy. Contact [email protected] and we will respond within 30 days.

You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO).