Vilmak Ltd ("Vilmak", "we", "us", "our") — a company registered in England and Wales, company number 17425133, registered office: Bowen Suite, The Globe Centre, 1 St. James Square, Accrington, BB5 0RE · Effective date: 28 September 2026
These Terms of Service ("Terms") govern access to and use of DWTN, the Digital Waste Transfer Note platform (the "Service"), provided by Vilmak Ltd to a business customer ("Tenant", "you") granted access to the Service. Unlike some other Vilmak products, DWTN is a single shared platform at dwtn.vilmak.co.uk used by many Tenants at once, each with their own isolated account — it is not provided on a dedicated per-Tenant subdomain. By creating an account, accessing, or using the Service, the Tenant agrees to be bound by these Terms. If you are entering into these Terms on behalf of a company, you confirm you have authority to bind that company.
Vilmak provides DWTN, a software platform for recording waste transfer notes — source and carrier details, receiving site information, waste item records including hazardous and persistent organic pollutant (POP) data, digital signatures, and location data — in support of the Tenant's obligations under the UK's waste duty of care and Digital Waste Tracking requirements. DWTN lets the Tenant create, store and export these records, including in a format aligned with the government's Digital Waste Tracking template.
DWTN submits waste transfer note records directly to the Environment Agency's Digital Waste Tracking service via its official API, as a registered software provider, once the Tenant has obtained and provided its own Digital Waste Tracking registration details (including the API code issued by the Environment Agency once it has accepted the Tenant as a registered waste receiver). The Tenant remains solely responsible for meeting its own waste duty of care and Digital Waste Tracking obligations, including obtaining and maintaining its own registration with the Environment Agency and for the accuracy of the records submitted through the Service. Vilmak may update, improve, or modify the Service from time to time, provided that such changes do not materially reduce the core functionality the Tenant relies on without reasonable notice.
The Tenant is responsible for all activity that occurs under its account and the accounts of its Authorised Users, including maintaining the confidentiality of login credentials. Driver accounts do not have self-service password reset by design — resetting a driver's password is done by a tenant administrator from within the Service. The Tenant must promptly notify Vilmak of any known or suspected unauthorised access. Vilmak is not responsible for losses arising from the Tenant's failure to safeguard its account credentials, including a failure to remove a driver's account access when that individual stops working for the Tenant.
The Tenant is responsible for:
The Tenant must not, and must ensure its Authorised Users do not: use the Service for any unlawful purpose; attempt to gain unauthorised access to the Service or its underlying infrastructure; attempt to reverse engineer, decompile, or extract the source code of the Service, except to the extent permitted by law; interfere with or disrupt the integrity or performance of the Service; use the Service to store or transmit unlawful, defamatory, or infringing material; or resell, sublicense, or provide access to the Service to any third party outside the Tenant's own organisation without Vilmak's prior written consent.
DWTN is currently offered free of charge for an initial trial period. Vilmak will communicate applicable pricing to the Tenant before any fees are charged, and no fees will be charged without the Tenant's agreement to a specific Order. If, at the end of a trial period, no paid plan has been agreed, Vilmak may pause the Tenant's account — Authorised Users will be unable to create new waste transfer notes — but previously recorded Tenant Data will be retained and remain accessible for export. Vilmak will give the Tenant reasonable notice before pausing an account. Once a paid Order is in place, fees are payable as set out in that Order and, unless otherwise agreed, are non-refundable except as required by law.
Vilmak and its licensors own all rights, title, and interest in the Service, including its software, design, and underlying technology. Nothing in these Terms transfers ownership of the Service to the Tenant. The Tenant retains all rights, title, and interest in Tenant Data. The Tenant grants Vilmak a licence to host, process, and display Tenant Data solely to provide the Service.
Vilmak will process personal data submitted to the Service in accordance with the Privacy Policy and the DPA. Where Vilmak processes personal data on the Tenant's behalf as a data processor, the terms of the DPA apply and are incorporated into these Terms by reference.
Each party will keep confidential any non-public information disclosed by the other party in connection with the Service, and will not use such information except to perform its obligations under these Terms, except where disclosure is required by law.
Vilmak will use reasonable endeavours to keep the Service available and to respond to support requests in a timely manner, but does not currently commit to a specific uptime guarantee or service level agreement. Planned maintenance will be carried out with reasonable notice where practicable.
During a free trial period, either party may terminate at any time by written notice. Once a paid Order is in place, these Terms apply for the term set out in that Order, or if none is specified, on a rolling monthly basis terminable by either party on 30 days' written notice. Either party may terminate immediately if the other party commits a material breach that is not remedied within 14 days of written notice, or becomes insolvent.
On termination, the Tenant's access to the Service will end. Vilmak will make Tenant Data available for export for a period of 30 days following termination, after which Vilmak will delete Tenant Data in accordance with the DPA, except to the extent retention is required by law — including, where applicable, the Tenant's own waste duty of care record-retention obligations, which remain the Tenant's responsibility to satisfy independently of the Service.
The Service is provided "as is" and "as available". To the maximum extent permitted by law, Vilmak disclaims all warranties, express or implied, including fitness for a particular purpose, except as expressly set out in these Terms. Nothing in these Terms excludes liability that cannot be excluded under applicable law.
To the maximum extent permitted by law, neither party will be liable for any indirect, special, or consequential loss. Vilmak's total liability arising out of or in connection with these Terms will not exceed the fees paid by the Tenant in the 12 months preceding the event giving rise to the claim (which, during a free trial, may be nil), except in respect of liability that cannot be limited by law (including death, personal injury caused by negligence, or fraud).
Each party will indemnify the other against third-party claims arising from that party's breach of these Terms, to the extent caused by its own negligence or wilful misconduct.
Vilmak may update these Terms from time to time. Material changes will be notified to the Tenant with reasonable advance notice. Continued use of the Service after changes take effect constitutes acceptance of the updated Terms.
These Terms are governed by the laws of England and Wales, and the parties submit to the exclusive jurisdiction of the courts of England and Wales.
These Terms, together with any applicable Order, the Privacy Policy, and the DPA, constitute the entire agreement between the parties regarding the Service. If any provision is found unenforceable, the remaining provisions continue in effect. Neither party may assign these Terms without the other's consent, except to a successor in connection with a merger, acquisition, or sale of substantially all assets.
Questions about these Terms can be sent to info@vilmak.co.uk.
© 2026 Vilmak Ltd (company number 17425133). DWTN — Digital Waste Transfer Note system.