Terms & Conditions

Introduction and Acceptance of Terms

Welcome to WASTRAQ. These Terms and Conditions ("Terms") constitute a legally binding agreement between you and WASTRAQ Ltd ("WASTRAQ", "we", "us", or "our"), governing your access to and use of the WASTRAQ intelligent waste management software platform, including our website at wastraq.com, mobile applications, APIs, and all related services (collectively, the "Services").

WASTRAQ is a smart waste management platform purpose-built for municipal corporations, waste supervisors, and commercial waste collection teams. It includes features such as real-time fleet tracking, AI-powered route optimisation, operational dashboards, customer management, automated billing, and Google Sheets integration.

These Terms apply to all users of the Services, including individuals who register an account, request a demo, access the platform as a supervisor or driver, or interact with WASTRAQ in any capacity. They are supplemented by our Privacy Policy and any applicable subscription or enterprise agreement.

Definitions

The following terms are used throughout this document and carry the meanings set out below. Understanding these definitions will help you read and interpret these Terms correctly.

"WASTRAQ" / "Platform"

The intelligent waste management software platform operated by WASTRAQ Ltd, including the web application, mobile apps, APIs, dashboards, and all associated tools and features described on our website.

"Services"

All products, features, functionality, tools, and support offered by WASTRAQ Ltd through the Platform, including route optimisation, fleet tracking, CRM, customer portal, analytics, and integrations.

"User"

Any individual or entity that accesses or uses the WASTRAQ platform, including administrators, supervisors, drivers, and any other personnel granted access by a registered organisation.

"Account"

A registered profile created by an organisation or individual to access and use the WASTRAQ platform, identified by credentials including a username and password.

"Organisation"

A company, municipal corporation, local authority, or other legal entity that subscribes to WASTRAQ on behalf of its employees, contractors, or affiliated personnel.

"Subscription"

A paid or trial agreement granting an Organisation or User access to specific WASTRAQ features and modules during a defined subscription period, as outlined in the applicable order or pricing agreement.

"Content"

All text, data, images, code, software, reports, or other material made available through the WASTRAQ platform, whether created by WASTRAQ, Users, or integrated third-party services.

"Customer Data"

Operational data, records, and information uploaded, entered, or generated within the platform by an Organisation and its Users, including route data, customer records, collection schedules, and vehicle information.

Use of Services

WASTRAQ grants you a limited, non-exclusive, non-transferable, and revocable licence to access and use the Services for your organisation's internal waste management operations during your active Subscription period, subject to these Terms and any applicable subscription agreement.

The WASTRAQ platform is intended for professional use by waste management operators, municipal corporations, supervisors, and collection teams. You agree to use the Services only for lawful purposes and in a manner consistent with the nature of the platform as a smart waste management solution.

You may not sublicense, resell, or commercially exploit the Services without the express prior written consent of WASTRAQ. Any use of the Services beyond the scope of your Subscription or these Terms requires a separate written agreement.

User Accounts and Responsibilities

To access the WASTRAQ platform, you or your organisation must register an Account by providing accurate, complete, and current information. You agree to keep this information up to date throughout your use of the Services.

Your responsibilities as an Account holder include:

• Account security: Maintaining the confidentiality of your login credentials and ensuring that no unauthorised person gains access to your Account. We recommend enabling two-factor authentication.
• Responsibility for activity: You are responsible for all actions taken under your Account, including actions taken by any person to whom you have granted access. Notify us immediately at security@wastraq.com if you suspect any unauthorised access.
• Accurate information: Providing truthful registration details, including your organisation name, contact information, and payment details. Accounts created with false information may be suspended or terminated.
• Compliance within your team: If you are an administrator managing multiple users within an organisation, you are responsible for ensuring that all users under your account comply with these Terms.
• Single-use credentials: Account credentials are personal to the individual user and must not be shared between multiple people unless your Subscription plan explicitly permits shared access roles.

Acceptable Use Policy

The WASTRAQ platform is designed to power intelligent, efficient waste management operations. We trust our users to act responsibly. The following outlines what is and is not permitted when using our Services.

You may use WASTRAQ to:

• Manage waste collection operations, routes, and scheduling for your organisation.
• Register and manage customer accounts, contracts, and service records.
• Process invoicing, billing cycles, and payment records within the platform.
• Track vehicles, drivers, and collection activities in real time.
• Generate and download operational reports and sustainability metrics.
• Integrate with authorised third-party tools via our API.

You must not use WASTRAQ to:

• Violate any applicable local, national, or international law or regulation, including data protection laws, export control laws, or anti-corruption laws.
• Upload, transmit, or distribute malicious code, viruses, ransomware, or any software designed to damage, disrupt, or gain unauthorised access to any system.
• Attempt to reverse engineer, decompile, disassemble, or otherwise derive the source code of the WASTRAQ platform or any component thereof.
• Scrape, crawl, or systematically extract data from the platform through automated means without our prior written authorisation.
• Access, tamper with, or use non-public areas of the platform, its servers, or the technical delivery systems of WASTRAQ's service providers.
• Impersonate any person or entity, misrepresent your affiliation with a person or organisation, or otherwise mislead others about the source of content you provide.
• Resell, sublicense, or commercially exploit the Services or any part of the platform without express written permission from WASTRAQ.
• Use the platform to process or store data that you do not have the lawful right to process, including data obtained without appropriate consent or authority.
• Engage in any activity that places excessive or disproportionate load on WASTRAQ infrastructure or that interferes with the platform's performance for other users.

Data Usage and Privacy Reference

Your use of WASTRAQ involves the collection and processing of personal and operational data. How we handle that data is governed in detail by our Privacy Policy, which forms part of these Terms and which you agree to by using our Services.

The key data principles that apply to your use of WASTRAQ are:

• Customer Data ownership: You retain ownership of all Customer Data that you or your users enter into the WASTRAQ platform. We process that data on your behalf and do not use it for our own commercial purposes.
• Data processing roles: For data you enter into the platform, your organisation acts as the data controller and WASTRAQ acts as the data processor, as defined under GDPR and equivalent regulations.
• Google integrations: Where WASTRAQ integrates with Google Workspace services such as Google Sheets or Google Forms for data storage and form submissions, those services are governed by Google's own terms and privacy policy in addition to ours.
• Data security: WASTRAQ implements industry-standard security measures including encryption at rest and in transit, role-based access control, and SOC 2 Type II certified infrastructure. Details are in our Privacy Policy.
• User rights: Individuals whose data is processed through WASTRAQ have rights under applicable data protection law. WASTRAQ will cooperate with your organisation to help you fulfil those rights.
• Lawful use of data: You are responsible for ensuring that you have a lawful basis for processing any personal data you enter into WASTRAQ, particularly where that data relates to your end customers or employees.

For full details on how we collect, use, retain, and protect data — including your rights and how to exercise them — please read our Privacy Policy.

Intellectual Property Rights

All intellectual property rights in the WASTRAQ platform, including its software, source code, algorithms, design, user interface, documentation, trademarks, logos, and brand identity — such as the TraqCore and RouteTraq product names — are and remain the exclusive property of WASTRAQ Ltd or its licensors.

Nothing in these Terms transfers any intellectual property rights to you. The limited licence granted in Section 3 to use the Services does not include the right to reproduce, copy, distribute, modify, create derivative works of, publicly display, or commercially exploit any part of the WASTRAQ platform or its content without our express written consent.

Your Content: You retain full ownership of Customer Data and any content you upload or generate within the platform. By submitting this content to WASTRAQ, you grant us a limited, worldwide, royalty-free licence to store, process, and transmit that content solely to provide and improve the Services to you. We do not claim ownership of your data.

Feedback: If you provide suggestions, ideas, or feedback about WASTRAQ ("Feedback"), you agree that WASTRAQ may use that Feedback freely and without obligation or compensation to you. We appreciate all input that helps us improve our smart waste management platform.

Service Availability and Modifications

WASTRAQ aims to provide a reliable, high-availability platform for your waste management operations. We target a service uptime of 99.9% per calendar month for core platform features, excluding scheduled maintenance windows and events beyond our reasonable control.

• Planned maintenance: We will provide reasonable advance notice of scheduled maintenance that may affect platform availability. Where possible, maintenance is performed during off-peak hours.
• Unplanned outages: In the event of an unexpected service interruption, our engineering team will work to restore normal service as quickly as possible. Updates will be communicated through our status page and, for significant incidents, by email.
• Feature modifications: WASTRAQ reserves the right to add, modify, or remove platform features and functionality at any time. We will provide reasonable notice of changes that materially affect your workflows, particularly for paid subscribers.
• API changes: We will provide at least 60 days' notice before making breaking changes to any public API that you rely upon, subject to urgent security requirements.
• Third-party dependencies: The platform depends on third-party services such as Google APIs and cloud infrastructure. WASTRAQ is not responsible for interruptions caused by the unavailability of third-party services outside our control.

Limitation of Liability

To the fullest extent permitted by applicable law, WASTRAQ's total aggregate liability to you for any claim arising out of or related to these Terms or the Services — whether in contract, tort (including negligence), breach of statutory duty, or otherwise — will not exceed the greater of:

• The total fees paid by you to WASTRAQ in the 12 months immediately preceding the event giving rise to the claim, or
• [Currency] [Amount], where no fees have been paid (for example, during a free trial period).

To the fullest extent permitted by applicable law, WASTRAQ will not be liable to you for any of the following types of loss, even if we have been advised of the possibility of such loss:

• Loss of profits, revenue, or anticipated savings
• Loss of business, contracts, or commercial opportunities
• Loss or corruption of data (save as caused by our wilful misconduct)
• Business interruption or operational downtime
• Indirect, incidental, special, punitive, or consequential losses
• Losses arising from your reliance on route data, analytics, or AI-generated outputs

You acknowledge that the fees charged for the Services reflect the allocation of risk set out in this section, and that WASTRAQ would not have entered into these Terms without these limitations.

Disclaimer of Warranties

WASTRAQ provides the Services on an "as is" and "as available" basis. While we work hard to deliver a reliable, high-quality platform, we make no representations or warranties — express, implied, or statutory — regarding the Services beyond those expressly stated in these Terms.

In particular, to the fullest extent permitted by applicable law, WASTRAQ does not warrant that:

• The Services will be uninterrupted, error-free, or free from security vulnerabilities at all times.
• Route optimisation suggestions, AI-generated outputs, or analytics will always be accurate, complete, or suitable for your specific operational requirements.
• The Services will meet any specific performance benchmarks not expressly set out in a separate SLA or enterprise agreement.
• Any defects, bugs, or errors in the platform will be corrected within a specific timeframe (though we will make reasonable efforts to resolve issues).
• Third-party integrations, including Google Sheets, mapping APIs, or payment processors, will perform without interruption or error.

Implied warranties of merchantability, fitness for a particular purpose, and non-infringement are disclaimed to the fullest extent permitted by law. Some jurisdictions do not allow certain warranty exclusions, so the above may not apply to you in full.

Termination of Use

Either party may terminate the use of the Services in accordance with the provisions below. Termination does not release either party from obligations that arose before the effective date of termination.

Termination by you:

• You may terminate your Account at any time by cancelling your Subscription through your account settings or by contacting support@wastraq.com.
• Termination takes effect at the end of your current Subscription period unless otherwise stated in your subscription agreement. Fees paid are non-refundable except as required by applicable law or as expressly stated in your agreement.
• Before terminating, you are responsible for exporting any Customer Data you wish to retain. We will assist with data export requests submitted before the termination date.

Termination by WASTRAQ:

• We may suspend or terminate your Account immediately, without prior notice, if you materially breach these Terms — including violations of the Acceptable Use Policy in Section 5.
• We may also terminate or suspend access with reasonable prior notice where your Subscription has not been renewed, fees remain unpaid after a grace period, or regulatory requirements necessitate it.
• Where suspension or termination is not due to your breach, we will provide at least 30 days' written notice and offer a reasonable opportunity to retrieve your Customer Data.

Effect of termination:

• All licences granted to you under these Terms will immediately cease.
• Your access to the platform and all Customer Data stored within it will end.
• Customer Data will be retained for up to 30 days post-termination to allow data export, after which it will be deleted in accordance with our Privacy Policy.
• Sections relating to intellectual property, limitation of liability, disclaimers, governing law, and any accrued payment obligations will survive termination.

Governing Law and Dispute Resolution

These Terms and any dispute or claim arising out of or in connection with them — whether contractual, non-contractual, or otherwise — shall be governed by and construed in accordance with the laws of [Your Jurisdiction, e.g. England and Wales], without regard to its conflict of laws principles.

The parties agree to submit to the exclusive jurisdiction of the courts of [Your Jurisdiction, e.g. England and Wales] to resolve any legal dispute that arises in connection with these Terms or the Services.

Before initiating formal legal proceedings, both parties agree to make reasonable efforts to resolve disputes informally. You may raise a dispute by contacting our legal team at legal@wastraq.com. We will acknowledge your dispute within 5 business days and work in good faith to reach a resolution within 30 days.

Changes to These Terms

WASTRAQ may update or revise these Terms from time to time to reflect changes in our Services, business practices, or applicable legal requirements. The most current version of these Terms will always be available at https://wastraq.com/terms-and-conditions.html.

When we make material changes to these Terms, we will provide notice by:

• Updating the "Last Updated" date at the top of this page and in the platform.
• Sending an email notification to the primary account administrator at least 14 days before any material change takes effect.
• Displaying a prominent in-app notification for active users explaining the nature of the changes.

Your continued access to or use of the WASTRAQ platform after the effective date of any updated Terms constitutes your acceptance of those changes. If you do not agree to the revised Terms, you should stop using the Services and terminate your Account before the changes take effect.

For minor or non-material changes — such as clarifications, typographical corrections, or updates to contact information — we reserve the right to make amendments without specific advance notice, though the updated page will reflect the revised date. Previous versions of these Terms are available on request by contacting legal@wastraq.com.

Contact Information

If you have any questions, concerns, or requests related to these Terms and Conditions, please reach out using the appropriate contact below. Our team aims to respond to all enquiries within 5 business days.

You can also reach us through our Contact page or by post at our registered address above. For urgent security concerns, please email security@wastraq.com directly.