WEEE Manager Ltd – Terms and Conditions

1. Definitions

1.1 In these Terms the following definitions apply:

2. Contract Term and Account Agreement

2.2 Acceptance of Terms

By clicking "Agree" during registration or by using the Platform you enter a legally binding 12 month contract with WEEE Manager Ltd.

2.3 Early Cancellation

You may request cancellation at any time. However, all remaining months of the 12 month term become due immediately as a single upfront payment. Your account will only be closed once this payment is received.

2.4 Renewal

Contracts renew automatically every 12 months unless cancelled at least 30 days prior to the renewal date.

2.5 Billing Cycle

Subscriptions are charged on a monthly basis unless an annual payment option has been selected.

3. Services Provided

3.1 Included Services (Hosted Plan)

The hosted plan includes:

• Fully managed cloud hosting
• System maintenance and updates
• Daily backups
• UK based support
• Unlimited waste notes
• Unlimited staff accounts
• Access to all standard features listed on the website

3.2 Self-Hosted Plan

For self-hosted customers, you receive:

• Source code access
• Installation support
• Access to all included add-ons
• Full control of your own hosting environment

Maintenance contracts for self-hosted customers are optional and billed separately.

4. Use of the Platform

4.1 General Use

You agree to use the Platform in a lawful manner. You must not:

• Attempt to bypass security or authentication
• Copy, resell, or duplicate the service without written permission
• Upload harmful, abusive, or illegal content

4.2 Data Accuracy

You are responsible for ensuring the accuracy of any waste notes, records, tracking data, client details, or documentation you create.

4.3 Regulatory Compliance

The Platform supports digital waste tracking compliance. You are responsible for ensuring that your business meets all legal requirements including those under:

• The UK Digital Waste Tracking Mandate
• Waste Framework Directive
• WEEE Regulations
• Duty of Care Laws

5. Payment Terms

5.1 Pricing

Pricing is listed on the website and may change from time to time. Existing customers will receive 30 days notice before price changes take effect.

5.2 Late Payments

If payments fail, we may:

• Suspend your account
• Limit feature access
• Charge reasonable recovery fees

5.3 Interest on Late Payments

We reserve the right to charge interest under the Late Payment of Commercial Debts (Interest) Act 1998.

6. Cancellation and Termination

6.1 Customer Requested Cancellation

You may cancel at any time. All remaining contract fees for the 12 month term become due immediately.

6.2 Termination by WEEE Manager Ltd

We may terminate your account without refund if:

• You breach these Terms
• You misuse the platform
• Payment is more than 30 days overdue
• Illegal activity is detected

6.3 Data Export Upon Termination

You may request a copy of your data within 30 days of account closure. After this period, data may be permanently deleted.

7. Support and Maintenance

7.1 Support Availability

Support is provided via email or phone during normal UK business hours.

7.2 Updates and Improvements

Hosted users will automatically receive updates, improvements, and security patches.

7.3 Scheduled Maintenance

We may perform scheduled maintenance which may result in temporary downtime. We aim to provide advance notice wherever possible.

8. Data Protection and GDPR

8.1 GDPR Compliance

We process data in accordance with UK GDPR and the Data Protection Act 2018.

8.2 Data Storage

Hosted plan data is stored securely on UK or EU based servers.

8.3 Customer Responsibilities

You are the Data Controller of any waste data, client information, or business records stored in the system.

8.4 Third Party Integrations

If you use APIs or external integrations you acknowledge that your data may be processed by third parties.

8.5 Confidentiality

We treat all customer data as confidential.

9. Security

We use:

• End to end encryption
• Secure login systems
• Server level firewalls
• Daily backups
• Access controls

However, no system can guarantee complete protection. You agree to use strong passwords and maintain secure account access.

10. Liability

10.1 Limitation of Liability

To the maximum extent permitted by UK law, we are not liable for:

• Loss of profits
• Business interruption
• Data loss caused by you or third parties
• Compliance failures caused by incorrect data entry
• Any indirect or consequential losses

10.2 Maximum Aggregate Liability

Our total liability shall not exceed the total fees paid by you in the previous 12 months.

11. Intellectual Property

All software, branding, logos, documentation, and system architecture remain the property of WEEE Manager Ltd.

You must not copy, replicate, or reverse engineer the software.

12. Uptime and Service Availability

We aim to maintain 99% uptime. However, availability may vary due to:

• Maintenance
• Updates
• Third party hosting issues
• Network outages

No financial compensation is guaranteed.

13. Self-Hosted Responsibility

If you host the platform yourself, you are responsible for:

• Security
• Backups
• Uptime
• Server maintenance
• Compliance

We are not responsible for any failure caused by your infrastructure.

14. Third Party Content

We may link to third party articles, APIs, or services. We do not control or endorse these providers.

15. Changes to the Terms

We may update these Terms periodically. Continued use of the Platform means you accept the updated Terms.

16. Governing Law

These Terms are governed by the laws of England and Wales.

Any disputes shall be resolved exclusively in the courts of England and Wales.

17. Contact Information