Terms of Service

Last updated: 1 October 2026

These terms govern your use of DutyOS. By creating an account you agree to them. They form a contract between you and DutyOS Ltd, a company registered in England and Wales, company number 08895470, registered office 8 Cresswell Road, Swanscombe, Kent, DA10 0FD.

1. What DutyOS is, and is not

DutyOS is a record-keeping tool. It helps you create, store and retrieve waste transfer notes, consignment notes and related compliance records.

If you use DutyOS to send waste receipts to DEFRA, our page Our DEFRA test results, and what you are responsible for sets out our own test results, the gaps we know of in DutyOS, and what remains your responsibility as the operator of a permitted site.

2. Your account

• You must be 18 or over and authorised to act for the business you register.
• You are responsible for keeping credentials secure and for everything done under your account. We recommend enabling two-factor authentication.
• You are responsible for the team members and drivers you invite, and for removing access when someone leaves.
• Tell us promptly if you believe your account has been accessed without authority.

3. Subscription and payment

DutyOS is sold on a subscription, billed monthly or, for carrier plans, yearly. Current plans and prices are shown in the app before you subscribe. Payment is taken by Stripe; we never see or store your full card details.

• Subscriptions renew automatically at the end of each billing period, a month or a year, until cancelled.
• All fees are shown without VAT, which is added at 20%. Invoices are provided electronically, and by subscribing you agree to receive them that way.
• You can cancel at any time from your account settings. Cancellation takes effect at the end of the period you have paid for (the month, or the year on a yearly plan) and we do not refund part periods.
• We may change prices with at least 30 days’ notice by email. If you do not accept a change, cancel before it takes effect.
• If payment fails we may suspend access after notifying you. Your data is retained during suspension.

4. Acceptable use

You must not:

• enter data you have no right to enter, or falsify a compliance record;
• attempt to access another account’s data, probe the platform’s security, or circumvent access controls;
• resell or provide the service to third parties without our written agreement;
• scrape, bulk-export or reverse engineer the platform except as permitted by law;
• upload malware or anything unlawful.

We may suspend accounts that breach this section, with notice where practical.

5. Your data

You keep ownership of the records you create. You grant us only the licence needed to host, process, back up and display them so we can run the service.

For the personal data you enter about your own customers and staff, you are the controller and we are your processor. Our Privacy Policy explains how this works. We process such data only on your documented instructions.

On termination, export your records before you close the account. On closure we delete or anonymise your data at once, except records the law requires us to keep, which stay for their statutory period. We keep only a short record that each waste receipt was sent, or tried to be sent, to DEFRA, for 6 years. Remember that duty-of-care records must be kept for 2 years, and hazardous waste consignment notes for 3 years, regardless of whether you still subscribe. Export before you leave.

6. Availability

We work to keep DutyOS available but do not guarantee uninterrupted service. We may carry out maintenance, ideally outside normal working hours. We are not liable for downtime caused by third-party infrastructure, your connectivity, or events outside our reasonable control.

Because compliance records are legally significant, we strongly recommend you export and retain your own copies periodically rather than relying solely on the platform.

7. Liability

Nothing in these terms excludes liability for death or personal injury caused by negligence, for fraud, or for anything else that cannot lawfully be excluded.

Subject to that:

• We are not liable for regulatory penalties, enforcement action, or losses arising from records you entered inaccurately or incompletely.
• We are not liable for indirect or consequential loss, loss of profit, business, goodwill or anticipated savings.
• Our total liability in any 12-month period is limited to the fees you paid us in that period.

These limits reflect the price of the service. If you need broader cover, arrange appropriate insurance.

8. Ending the agreement

You may cancel at any time. We may terminate on 30 days’ notice, or immediately if you materially breach these terms, use the platform unlawfully, or fail to pay after reminders. If we terminate without cause we will refund any unused prepaid period.

9. Changes to these terms

We may update these terms. For material changes we will give at least 30 days’ notice by email or in-app. Continuing to use DutyOS after that means you accept them.

10. Governing law

These terms are governed by the law of England and Wales, and the courts of England and Wales have exclusive jurisdiction. If any provision is found unenforceable, the rest continues to apply.

11. Contact

Email support@dutyos.co.uk, or write to us at the registered office above.