Contents

1. About these terms
2. The Service
3. Accounts and security
4. Your data and your responsibility for it
5. Regulatory position
6. Fees, billing and cancellation
7. Availability and support
8. Acceptable use
9. Intellectual property
10. Data protection
11. Disclaimer of warranties
12. Limitation of liability
13. Indemnity
14. Suspension and termination
15. Changes to the Service or these terms
16. General

1. About these terms

These terms and conditions ("Terms") govern the use of the Waste Receipt Tracker software service (the "Service") provided by the operator of this website ("we", "us", "our"). By creating an account, completing checkout, or using the Service you ("you", the "Customer") agree to be bound by these Terms. If you are entering into these Terms on behalf of a company or other organisation, you confirm you have authority to bind that organisation, and "you" means that organisation.

If you do not agree to these Terms, do not use the Service.

2. The Service

The Service is a software tool that (a) records details of waste movements entered by your users, (b) transmits those details to the Department for Environment, Food & Rural Affairs ("DEFRA") Digital Waste Tracking Service via DEFRA's published API, and (c) provides reporting on the data you have entered.

The Service is a data entry and transmission tool only. It is not a waste broker, carrier, consultant, or regulatory advisor, and it does not classify waste, determine hazardous status, or verify the factual accuracy of anything you enter.

3. Accounts and security

3.1 You must provide accurate information at signup and keep it up to date.

3.2 Each user account is for one named individual. You are responsible for all activity under your accounts, for keeping passwords confidential, and for removing access promptly when staff leave. We strongly recommend enabling two-factor authentication for every user.

3.3 You must notify us promptly at the contact address on this website if you suspect unauthorised use of your accounts.

4. Your data and your responsibility for it

4.1 You are solely responsible for the accuracy, completeness and lawfulness of all data entered into the Service by you or your users, including without limitation waste descriptions, European Waste Catalogue (EWC) codes, hazardous property assessments, consignment note codes, carrier details, weights and quantities ("Customer Data").

4.2 The Service transmits Customer Data to DEFRA as entered by you. Any validation performed by the Service (including checks based on DEFRA's published business rules and reference data) is provided as a convenience only and does not amount to confirmation that Customer Data is accurate, complete or compliant.

4.3 You are responsible for reviewing submission results, including any validation warnings or errors returned by DEFRA and displayed in the Service, and for correcting and resubmitting records where required.

4.4 You are responsible for retaining any records you are legally required to keep. You should not treat the Service as your only copy of business-critical records.

5. Regulatory position

5.1 Compliance with waste legislation - including the obligation to report waste movements to DEFRA from October 2026, waste classification duties, duty of care obligations, permit conditions and consignment note requirements - rests entirely with you as the waste operator. Use of the Service does not transfer, reduce or discharge any of your regulatory obligations.

5.2 We are not affiliated with, endorsed by, or acting on behalf of DEFRA or any environmental regulator. Your registration with DEFRA, your API credentials and your API code are issued by DEFRA to you, and your relationship with DEFRA is direct.

5.3 We do not warrant that use of the Service will result in compliance with any law or regulation, and nothing in the Service or its documentation constitutes legal or regulatory advice.

6. Fees, billing and cancellation

6.1 Fees are as displayed at checkout for the plan and billing period (monthly or yearly) you select, and are exclusive of VAT unless stated otherwise. The price you pay for each billing period is recorded at the time of the transaction.

6.2 Subscriptions renew automatically at the end of each billing period until cancelled. Payments are processed by our third-party payment provider; we do not store your card details.

6.3 We may change plan prices by giving you at least 30 days' notice; changes take effect from your next renewal. Price changes never apply retrospectively to periods you have already paid for.

6.4 You may cancel at any time with effect from the end of the current billing period. Except where required by law, fees already paid are non-refundable, including for partly used periods.

6.5 If payment fails or is charged back we may suspend the Service until payment is made.

7. Availability and support

7.1 We aim to keep the Service available at all times but do not guarantee uninterrupted or error-free operation. The Service may be unavailable during maintenance, upgrades, or events beyond our reasonable control - including outages of the DEFRA API, hosting providers, or payment providers.

7.2 Where the DEFRA API is unavailable or rejects a submission, the Service will record the failure so you can retry. We are not responsible for the availability, performance, or decisions of DEFRA's systems.

7.3 Support is provided in line with your plan, during normal UK business hours.

8. Acceptable use

You must not: (a) use the Service for any unlawful purpose or to submit information you know to be false or misleading; (b) attempt to gain unauthorised access to the Service or its data; (c) resell or provide the Service to third parties without our written agreement; (d) interfere with the Service's operation or overload it; or (e) copy, modify, or reverse engineer the Service except as permitted by law.

9. Intellectual property

9.1 We (and our licensors) own all intellectual property in the Service. You receive a non-exclusive, non-transferable right to use the Service for your internal business purposes for the duration of your subscription.

9.2 You own Customer Data. You grant us a licence to host, process, transmit and back up Customer Data solely to provide the Service.

10. Data protection

10.1 Each party will comply with applicable UK data protection law in respect of personal data processed in connection with the Service (such as user names, email addresses and contact details of carriers).

10.2 We process such personal data only to provide and support the Service, and apply appropriate technical and organisational measures including encryption of stored credentials, hashed passwords and role-based access control.

11. Disclaimer of warranties

The Service is provided "as is" and "as available". To the maximum extent permitted by law, we exclude all conditions, warranties, representations and other terms which might otherwise be implied by statute, common law or the law of equity, including any implied warranties of merchantability, fitness for a particular purpose, accuracy, or non-infringement. We do not warrant that the Service will meet your requirements, that data transmission will be uninterrupted, or that reference data (including EWC code lists) is current, complete or error-free.

12. Limitation of liability

12.1 Nothing in these Terms excludes or limits liability that cannot be excluded or limited under the law of England and Wales, including liability for death or personal injury caused by negligence, or for fraud or fraudulent misrepresentation.

12.2 Subject to clause 12.1, we shall have no liability whatsoever for: (a) errors, omissions or inaccuracies in Customer Data, however arising, including data entry mistakes by your users; (b) any regulatory fine, penalty, enforcement action, prosecution, permit revocation or loss of licence imposed on you by DEFRA or any regulator; (c) rejected, delayed, duplicated or failed submissions to the DEFRA API; (d) reliance on validation results, reference data or reports produced by the Service; (e) loss of profits, revenue, business, goodwill, anticipated savings or data; or (f) any indirect, special or consequential loss - in each case even if we were advised of the possibility of such loss.

12.3 Subject to clauses 12.1 and 12.2, our total aggregate liability arising out of or in connection with the Service, whether in contract, tort (including negligence), breach of statutory duty or otherwise, shall not exceed the total fees paid by you for the Service in the twelve (12) months immediately preceding the event giving rise to the claim.

12.4 You acknowledge that the fees reflect this allocation of risk, and that you remain responsible for verifying the accuracy of everything submitted to DEFRA in your name.

13. Indemnity

You will indemnify us against all claims, fines, losses and costs (including reasonable legal fees) arising from: (a) Customer Data, including its inaccuracy or unlawfulness; (b) your breach of these Terms; or (c) your breach of any law or regulatory obligation, including waste legislation.

14. Suspension and termination

14.1 We may suspend or terminate your access immediately if you materially breach these Terms, fail to pay, or use the Service in a way that risks harm to the Service or others.

14.2 On termination your right to use the Service ends. We will make a CSV export of your data available on written request within 30 days of termination, after which we may delete Customer Data. Records already submitted to DEFRA remain in DEFRA's systems under DEFRA's control.

15. Changes to the Service or these terms

We may improve or modify the Service at any time. We may update these Terms by posting the revised version on this page with an updated date; material changes will be notified to the account email at least 30 days before they take effect. Continued use after that date constitutes acceptance.

16. General

16.1 These Terms are the entire agreement between the parties regarding the Service and supersede all prior discussions.

16.2 If any provision is found unenforceable, the remainder continues in force. A failure to enforce a right is not a waiver of it.

16.3 You may not assign these Terms without our consent. We may assign them as part of a business transfer.

16.4 These Terms are governed by the law of England and Wales, and the courts of England and Wales have exclusive jurisdiction.