Terms of Service

These Terms of Service (“Terms”) govern your access to and use of the WTNcloud platform and tools (“Service”) provided by WTNcloud (“we”, “us”, or “our”). By creating an account, using any of our tools, or otherwise accessing the Service, you agree to these Terms. If you do not agree, do not use the Service.

1. Service Description

WTNcloud is a cloud-based software-as-a-service (SaaS) platform designed for UK registered commercial waste carriers. It enables users to create, store, sign, and manage Waste Transfer Notes (WTNs) in compliance with the Environmental Protection Act 1990, the Controlled Waste (Registration of Carriers and Seizure of Vehicles) Regulations 1991, and the Waste (England and Wales) Regulations 2011. Features include offline-first WTN capture, electronic signatures, photo attachments, PDF generation, and email delivery.

We also offer a Free WTN Generator tool that allows anyone to create a single Waste Transfer Note without creating an account. The Free WTN Generator is subject to the additional terms set out in Section 15 below.

2. Eligibility and Acceptable Use

To create a paid account, you must:

• Be a UK-registered commercial waste carrier holding a valid waste carrier registration with the Environment Agency (or equivalent body in Scotland, Wales, or Northern Ireland).
• Be at least 18 years old and have authority to enter into a binding contract on behalf of your business.
• Use the Service only for lawful purposes in connection with your waste carrier operations.

The Free WTN Generator tool (see Section 15) is available to any individual or business involved in waste transfer activities. You must be at least 18 years old to use it and must provide a valid email address for verification.

You must not:

• Resell, sublicense, or provide access to the Service to third parties who are not members of your organisation.
• Use the Service to generate WTNs for collections you did not carry out or for which you are not registered as the waste carrier.
• Attempt to reverse-engineer, decompile, or otherwise extract the source code of the Service.
• Introduce malware, spam, or other harmful content into the Service.

3. Accounts

You are responsible for maintaining the confidentiality of your login credentials and for all activity that occurs under your account. You must notify us immediately at [email protected] if you suspect unauthorised access to your account.

4. Free WTNs

New accounts receive 20 free Waste Transfer Notes with no time limit. No payment details are required to get started. Once your free WTNs are used, you can top up your Pay As You Go balance or subscribe to a plan to continue creating WTNs.

5. Subscriptions and Billing

5.1 Subscription Plans

The Service is offered on a subscription basis. Details of current plans and pricing are available on the pricing page. Plans are available on monthly or annual billing cycles.

5.2 Billing and Renewal

Subscriptions renew automatically at the end of each billing cycle unless cancelled before the renewal date. You will be charged using the payment method on file via Stripe. Prices are quoted exclusive of VAT; VAT will be added at the applicable rate for UK businesses.

5.3 Cancellation

You may cancel your subscription at any time via your account settings. Cancellation takes effect at the end of the current billing cycle; you will retain access until that date.

5.4 Refunds

Subscription fees are non-refundable except where required by applicable law, including the Consumer Rights Act 2015 where it applies. If you believe you are entitled to a refund, please contact us at [email protected].

5.5 Price Changes

We reserve the right to change subscription prices. We will give you at least 30 days’ notice of any price increase before it takes effect on your account.

6. Your Responsibilities

You are solely responsible for:

• Accuracy of WTN data — ensuring that all information entered into the Service (waste type, EWC codes, quantity, addresses, signatures, etc.) is accurate, complete, and compliant with UK waste regulations. WTNcloud generates documents based on the data you provide; we cannot verify the accuracy of that data.
• Maintaining your registration — keeping your waste carrier registration and any associated environmental permits current and valid with the Environment Agency or the relevant regulatory body.
• Regulatory compliance — ensuring your waste management activities comply with all applicable Environment Agency regulations, Duty of Care obligations, and other relevant legislation. WTNcloud is a tool to assist with record-keeping; it does not guarantee regulatory compliance.
• Obtaining consent — obtaining any necessary consent from waste producers or other individuals whose personal data you enter into the Service.

7. Data Ownership

You retain full ownership of all WTN records, customer data, and other content you create or upload to the Service (“Your Data”). You grant WTNcloud a limited licence to store, process, and display Your Data solely for the purpose of providing the Service to you.

You can export Your Data at any time via the dashboard. We will not use Your Data for any purpose other than operating and improving the Service.

8. Service Availability

We aim to provide a reliable service but do not guarantee uninterrupted availability. WTNcloud operates on an “offline-first” basis, meaning WTNs can be created and stored locally on your device when internet connectivity is unavailable and synchronised when connectivity is restored.

We will endeavour to provide advance notice of planned maintenance. We are not liable for loss or damage arising from downtime, including any inability to access the online platform during an outage.

9. Intellectual Property

The Service, including its software, design, branding, and documentation, is the intellectual property of WTNcloud. Nothing in these Terms transfers any intellectual property rights to you, other than the limited licence to use the Service as described herein.

10. Termination

Either party may terminate the agreement at any time. You may close your account via the dashboard settings. We may suspend or terminate your account if you breach these Terms, fail to pay, or if we are required to do so by law.

On termination, your access to the Service will cease. Your data will be handled in accordance with our Privacy Policy, including applicable legal retention obligations for WTN records. You may request an export of Your Data before or within 30 days of termination.

11. Limitation of Liability

To the fullest extent permitted by law:

• WTNcloud provides the Service “as is” and makes no warranties, express or implied, regarding fitness for a particular purpose or compliance with specific regulatory outcomes.
• We are not liable for any regulatory fines, penalties, or enforcement action arising from inaccurate WTN data entered by you or your employees.
• We are not liable for any indirect, consequential, or special loss arising from your use of the Service.
• Our total aggregate liability to you in any 12-month period shall not exceed the total subscription fees paid by you to us in that same period.

Nothing in these Terms limits or excludes liability for death or personal injury caused by our negligence, fraud or fraudulent misrepresentation, or any other liability that cannot be limited by law.

12. Indemnity

You agree to indemnify and hold harmless WTNcloud and its officers, directors, and employees from and against any claims, losses, or expenses (including reasonable legal fees) arising out of your use of the Service, your breach of these Terms, or your violation of applicable law.

13. Changes to These Terms

We may update these Terms from time to time. We will notify you of material changes by email or via an in-app notice at least 14 days before the changes take effect. Continued use of the Service after the effective date constitutes acceptance of the revised Terms.

14. Governing Law and Disputes

These Terms are governed by the laws of England and Wales. Any dispute arising from or in connection with these Terms shall be subject to the exclusive jurisdiction of the courts of England and Wales.

15. SMS Notifications

15.1 Consent

By enabling any SMS notification toggle in your account settings, you consent to WTNcloud sending SMS messages to your customers on your behalf. You represent and warrant that you have obtained appropriate consent from each customer before their phone number is used for SMS delivery.

15.2 Message Types

SMS messages sent through WTNcloud are limited to:

• Signing requests — notifying customers that a Waste Transfer Note requires their signature
• Signing reminders — follow-up reminders at 1, 3, and 7 days if a WTN remains unsigned
• Completion confirmations — confirming that a WTN has been fully signed by both parties

15.3 Your Responsibilities

You are responsible for ensuring that customer phone numbers stored in WTNcloud are accurate and that you have a lawful basis for contacting those customers by SMS. WTNcloud is not liable for messages sent to incorrect numbers or without proper customer consent. You must comply with all applicable laws and regulations regarding electronic communications, including the Privacy and Electronic Communications Regulations 2003 (PECR).

15.4 Opt-Out and Suppression

Customers may opt out of receiving SMS by contacting you directly, replying STOP to any message, or by emailing [email protected]. Opted-out phone numbers are added to a suppression list and will not receive further messages. You can disable SMS notifications at any time by turning off all SMS toggles in Settings.

15.5 Delivery

SMS messages are sent via WTNcloud's self-hosted gateway. Delivery is on a best-effort basis and is subject to mobile network availability. WTNcloud does not guarantee delivery of any SMS message and is not liable for messages that are delayed, lost, or undelivered. Standard network message rates may apply to recipients.

16. Free WTN Generator Tool

The following additional terms apply to use of the Free WTN Generator:

16.1 How It Works

The Free WTN Generator allows you to fill in waste transfer details and receive a pre-formatted WTN as a PDF. You must provide a valid email address and verify it before the PDF is generated and sent to you.

16.2 No Signatures

WTNs generated by the free tool do not include electronic signatures. The generated PDF is intended as a pre-populated template. Both the transferor and transferee must print and sign the document by hand (or use WTNcloud’s paid service for digital signatures) for the WTN to be legally valid under the Waste (England and Wales) Regulations 2011.

16.3 Accuracy and Compliance

You are solely responsible for the accuracy and completeness of all information entered into the Free WTN Generator. WTNcloud does not verify the data you provide. The generated WTN is only as accurate as the information you supply. We do not guarantee that any WTN generated via the free tool meets your specific regulatory obligations.

16.4 Data Use

By using the Free WTN Generator, you acknowledge that your email address and submitted data will be stored by WTNcloud in accordance with our Privacy Policy. We may use your email address to contact you about WTNcloud’s paid services. You can opt out of such communications at any time.

16.5 Limitations

• The Free WTN Generator is provided “as is” with no warranty of availability, accuracy, or fitness for purpose.
• We reserve the right to modify, limit, or discontinue the Free WTN Generator at any time without notice.
• The free tool is intended for occasional use. We may apply rate limits or require account creation for frequent users.

16. Contact

If you have questions about these Terms, please contact: