Terms and Conditions

1. Agreement, company details and intended users

These Terms and Conditions ("Terms") govern use of Rubbish Portal ("Portal", "Service") by organisations and their authorised users. The provider is Rubbish Ideas Ltd, a company registered in England and Wales under number 11452752, with registered office at 11 Richmond Terrace, Clifton, Bristol, BS8 1AB, United Kingdom ("Rubbish Ideas", "we", "us"). We trade as Rubbish Portal and operate https://www.rubbishportal.com. Contact support@rubbishportal.com.

An organisation subscribing to, registering for or otherwise agreeing to use the Service is the Customer. A person using its account is a User. A User accepting these Terms on behalf of the Customer represents that they have authority to bind that organisation; otherwise they may use the Portal only under an account properly authorised by it. The Customer must ensure its Users comply with these Terms. We may ask for confirmation of authority where appropriate.

The Portal is intended for professional and organisational use, including venues, festivals, organisers, suppliers, distributors, waste managers and their partners. Users must be at least 18 years old. We do not market the Service as a personal consumer product. If consumer protection law nevertheless applies to a transaction, mandatory statutory rights prevail over inconsistent provisions of these Terms.

The agreement includes these Terms, the order form or accepted checkout/plan details (if any), any applicable written service schedule, an agreed Data Processing Addendum ("DPA"), and policies expressly incorporated by reference. The Privacy Policy is a notice, not a substitute for a lawful basis or a data-processing contract. In a conflict, the DPA prevails for the subject matter of personal-data processing; an individually agreed order form or service schedule prevails for its specific commercial terms; these Terms otherwise apply. We will not use a general website policy to override a signed agreement without the parties' agreement.

2. What the Service does

The Portal provides software for recording and managing operational and sustainability information. Features may include waste and material streams, collections, sorting and end-of-life records, products, reusable items, sales and stock, meals, utilities, transport, travel, accommodation, carbon calculations, dashboards, imports, collaboration and reports. Capabilities depend on the Customer's plan, permissions, configuration and availability of particular integrations.

Rubbish Bot and other optional or enabled AI-assisted functionality may help users interpret messages and documents, prepare drafts, enter or correct data, compare information and receive tailored sustainability recommendations. AI does not replace our application-level permission controls, source evidence, calculation methods or user approval requirements. Where a workflow supports a record change, the Customer or authorised User must review and expressly confirm the proposed operation using the provided interface. Neither an AI suggestion nor a confirmation message alone proves a record has been committed; the system's confirmed saved state is the relevant record.

We may update features and supported methods. Material reductions to paid functionality are handled under the change and termination provisions below. We do not promise that every user has access to every feature or that a particular integration will be available in every location or subscription tier.

3. Accounts, authority and security

The Customer is responsible for ensuring information used to register and administer accounts is accurate and for maintaining appropriate authorised users, organisational affiliations, invitations and roles. Individuals must not share sign-in codes, accounts or access credentials. If Google sign-in is offered, it is optional and is also subject to Google's terms. Users must keep the linked identity secure and report suspected account misuse promptly.

The Customer must promptly remove access for people who no longer have authority, keep contact and billing information current, and ensure Users access only information they are permitted to see. We may require identity or authority checks where reasonably necessary to protect the Customer or another organisation. We will apply our own authentication and authorisation controls; the Customer's responsibility does not excuse security failures attributable to us.

An account can be restricted to one organisation or configured to work with several organisations, venues and partners. Permissions and plan limits are applied by the Service. Using an authorised connection does not create a right to information outside the agreed relationship.

4. Customer Data, ownership and confidentiality

Customer Data means information, documents, images, records, instructions and other material submitted or made available by or for the Customer, including data entered by its Users, source documents, survey responses and customer-specific reports. As between the parties, the Customer or its relevant licensors retains ownership and intellectual property rights in Customer Data. The Customer does not assign ownership of its business information, contacts, confidential documents or sustainability records to Rubbish Ideas.

The Customer grants us and our authorised service providers a limited, non-exclusive licence to host, copy, display, transform, analyse, back up, transmit and otherwise process Customer Data only to provide, secure, support and maintain the Service; to follow authorised instructions and configured sharing; and to meet lawful obligations. This licence lasts only as needed for those purposes, subject to the DPA and lawful retention requirements. It is not a general licence to sell, publish, advertise with or commercially exploit identifiable Customer Data.

Each party will protect the other's non-public information that is confidential by nature or clearly designated confidential. A recipient may disclose it only to personnel, professional advisers and approved service providers who need it for the authorised purpose and are subject to appropriate obligations, or where legally required. Standard exceptions apply to information independently developed, received lawfully without restriction, or already public without breach. Where permitted, the recipient will give advance notice of a compulsory disclosure.

We may use genuinely aggregated or anonymised service statistics to operate, understand and improve the Portal, provided they do not identify an individual, reveal confidential Customer Data or permit a customer to be re-identified. Public industry benchmarking, external research sharing or publication using customer-specific data requires an appropriate contractual permission or another valid legal basis; pseudonymising records or stripping names alone does not make commercially sensitive datasets freely reusable. Neither our general analytics nor model evaluation gives us blanket permission to train public AI models on Customer Data.

The Customer is responsible for having the necessary rights, permissions and lawful basis to upload or share Customer Data, including information about employees, visitors and suppliers. It must not upload data it lacks authority to provide. It should take reasonable care with sensitive records and respect the rights of third parties. The Service may restrict unsuitable uploads or require further confirmation without acquiring ownership of them.

5. Collaboration, sharing and access by partner organisations

The Service is designed for collaboration among connected parties, such as organisers and venues or venues and waste-management providers. Information may become available to another organisation when the relevant connection, user role, approval or record-sharing functionality permits it. The Customer authorises the disclosures that its authorised Users make through those features. Permissions may differ for viewing, importing, editing, verifying, approving or downloading evidence.

Customers are responsible for checking that they have authority to disclose shared records and for reviewing active partner connections. We must enforce the permissions that the application represents. Disconnecting a partner does not automatically revoke information it previously downloaded or legitimately incorporated into its own records. We will not treat a named event or a similar company name as permission to access another organisation's data.

6. Accuracy, calculations, evidence and environmental claims

The Customer is responsible for the completeness, accuracy, lawful collection and timely updating of its source information. We aim to process authorised inputs consistently with the documented method and available evidence, but outputs may depend on factors, classifications, assumptions, estimates, missing records, dates, occupancy, units, data coverage and later corrections.

The Portal may distinguish recycling, recovery, reuse, disposal and other end-of-life outcomes. A collection record or an AI-inferred destination is not proof of final treatment. Treatment, verification or certificate status must be based on the actual evidence and applicable product rules. Drafts and forecasts must not be presented as achieved results. Where a calculation uses an emissions factor, benchmark or scientific method, its suitability depends on the reporting boundary and the relevant factor version and assumptions.

Customers may use authorised reports and exports for their legitimate business purposes, including sharing with their auditors, partners, customers or regulators, subject to the rights of other parties and any applicable third-party source licence. They remain responsible for reviewing public environmental claims, regulatory submissions, assurances and the context in which figures are communicated. The Portal is not an accreditation body, regulated auditor or automatic certification service. Separate professional consultancy or assurance, if purchased, is governed by the applicable written scope of work.

7. Rubbish Bot and AI-specific conditions

AI-generated messages, extracts, suggested material matches, recipes, classifications, recommendations, charts and other results ("AI Outputs") can be incorrect, incomplete, misleading or based on misunderstood units and source material. Users should inspect consequential outputs, especially quantitative figures, food or recipe quantities, compliance interpretations, carbon calculations and decisions affecting other people. Our software must still apply the agreed validation and permission controls; this clause is not a licence for us to disregard those controls.

Rubbish Bot may deliver tailored, informational sustainability guidance grounded in relevant Portal records and reviewed sources. This is a service capability, but it is not automatically independent professional assurance, a legal opinion, a guarantee of regulatory compliance or a substitute for a qualified professional on high-stakes decisions. We will distinguish calculated facts, source claims, estimates and hypothetical scenarios to the extent supported by the feature.

At the planned rollout, AI inference is intended to use Amazon Bedrock with Claude Haiku 5.5. Requests may include User messages, relevant conversation context, authorised account data and selected documents or images. Bedrock's EU geographic profile may process requests in AWS regions across the UK and EU. The Privacy Policy describes the relevant data flows, model/provider arrangements, historical direct-provider use and safeguards. A vendor or model can change after the applicable legal, security and customer-notification checks; a change that materially alters personal-data processing will not be implemented solely through a generic reservation of rights.

No User may submit material to an AI tool without appropriate rights; instruct the model to disclose another customer's data; bypass approvals; run malicious prompts through uploaded documents; or rely on a proposed operation as saved without confirmation. Some tasks can be completed through ordinary Portal controls, while others may depend on AI or a supported import. We will not promise a manual equivalent that does not exist.

8. Data protection, processing roles and subprocessors

The Privacy Policy explains how we process personal information for our own account administration and business operations. Where we process Customer Data as a processor, the parties' Data Processing Addendum applies and includes the required instructions, subprocessor conditions, security obligations, assistance, transfers, audits and data-return/deletion terms.

The Customer is ordinarily the controller of personal information it collects for its events, workforce, surveys and supplier records. It must meet applicable data protection laws, provide appropriate privacy information and manage the lawful basis for its uses and disclosures. We must follow documented processing instructions, provide the agreed safeguards and meet our separate obligations as a processor. A customer's approval to make a data entry is not equivalent to an individual's consent under data protection law.

Where a feature depends on a new processor, model, storage location or cross-border transfer, we will follow the DPA and applicable laws, including notice and objection procedures where agreed. Neither these Terms nor a click-through acceptance replaces a required international data-transfer instrument.

9. Acceptable use

The Customer and Users must use the Portal lawfully, with respect for others' data and the availability of the Service. In particular, they must not:

• Access or attempt to access another customer's account, records, files, conversations or APIs without authority, or bypass authentication, tenant scope or approval controls.
• Upload malware, executable payloads disguised as documents, exploit code intended to damage the service, or instructions designed to subvert AI or server safeguards.
• Use the Portal to harass, discriminate unlawfully, defraud, make knowingly misleading environmental declarations, falsify waste or transfer evidence, or breach privacy or intellectual-property rights.
• Scrape, excessively automate or overload the Service in a manner that undermines security or other customers' use, except through an interface or API expressly authorised by us and within agreed limits.
• Share accounts, credentials or access outside the authorised user and organisation model; interfere with security monitoring or attempt to reverse engineer protected components except where the law expressly permits.
• Resell the hosted software or impersonate Rubbish Ideas without permission. This does not prevent customers from using their authorised exports or reports in their normal commercial operations.

We may apply proportionate rate limits or suspend misuse. Where practical, we will explain the reason and provide a way to appeal a mistake. An automated safety flag will not itself establish that a customer breached the agreement.

10. Subscription plans, free accounts and payment

The Service may offer free and paid plans with differing features, seats, usage levels or organisational access. The scope of an active plan, its price, billing frequency, start and renewal date, applicable taxes and any special conditions are those shown at checkout or in an agreed order form. A free account does not create an entitlement to features reserved for paid plans, nor does a trial guarantee continuing access to a temporary capability.

Unless an order form states otherwise, paid subscriptions renew for successive periods matching the selected billing interval until cancelled. Payment is collected through our approved payment provider (currently Stripe). Charges are normally in GBP, with VAT or other taxes shown as required. The Customer authorises the stated recurring charges at checkout and is responsible for keeping billing details current. We will provide appropriate invoices or receipts and notify the Customer of material price or billing-term changes before they take effect.

The Customer may request cancellation through the account's supported cancellation mechanism, where available, or at support@rubbishportal.com. Unless an order form or mandatory law says otherwise, cancellation stops renewal and the existing paid entitlement continues to the end of the paid period; fees for the current period are not automatically refunded. Nothing in this clause removes a right to a refund where we are legally required to provide it or have expressly agreed one. Material changes to paid entitlements may give rise to the remedies described in these Terms or an order form.

We may suspend paid features for materially overdue invoices after reasonable notice and an opportunity to rectify, except where immediate action is needed to address fraud, misuse or security risk. The Customer remains entitled to any agreed data-export or legal rights while access is restricted.

Discounts, partner pricing and promotional codes are subject to their stated eligibility conditions and dates. We may investigate misuse and correct billing errors, but will not retrospectively charge a disputed amount merely on our own unreviewable assertion; the Customer can request evidence and raise a billing dispute.

11. Service delivery, maintenance and support

We will use reasonable skill and care in providing and maintaining the Service. We may carry out maintenance, security updates and improvements and use suppliers to deliver aspects of the Portal. Availability, response times, support hours and recovery commitments are governed by any agreed service-level agreement; no particular uptime percentage is promised by these general Terms.

We will use reasonable efforts to avoid unnecessary interruption and to notify customers of planned material downtime where practical. We are not responsible for events beyond our reasonable control, but will take proportionate steps to mitigate disruption. Temporary model outages may affect AI features without stopping ordinary record-management functions, where those remain technically available.

We may change or discontinue features for security, legal compliance or genuine product needs. For a material adverse change to a paid feature during a committed term, we will provide reasonable advance notice where practicable, consult any applicable order form and offer a reasonable remedy where required. We will not silently change a saved customer's information to reflect a new calculation method unless the feature and contractual terms permit the operation and its implications are explained.

12. Suspension and termination

A Customer may stop using a free account at any time, subject to the rules for its shared organisational records. A paid subscription may be cancelled as described above. Either party may terminate for a material breach that the other party fails to remedy within 30 days after written notice, unless the breach cannot reasonably be remedied. We may suspend access immediately when proportionately necessary to address a serious security incident, unlawful conduct or a substantial risk to other tenants, and will notify the Customer as soon as lawful and practicable.

On termination, the Customer's right to use the paid service ends as provided in the relevant plan. We will make customer-controlled data available for export or return in accordance with the agreed contract, available product functions and DPA, and delete or retain it as required by those arrangements and law. Termination of a single User does not authorise deletion of records held for other authorised users or connected organisations. If a specific export window or file format is agreed, it takes precedence; any additional promised window must be supported operationally.

We may preserve security, tax, billing, dispute and legally required records after account closure, subject to the Privacy Policy. Provisions intended to survive termination, such as confidentiality, accrued payment obligations, ownership, liability limitations and dispute resolution, continue as appropriate.

13. Intellectual property and permitted use of outputs

We and our licensors retain ownership of the Portal's software, interface, templates, designs, code, trademarks and underlying platform methods. During an active subscription we grant the Customer a limited, non-exclusive, non-transferable right to access and use the Service in accordance with its plan and these Terms. This does not grant source-code ownership or permission to sublicense the hosted Portal.

Customer Data remains the Customer's property. As between the parties, the Customer may use reports, exports and AI Outputs generated for it for its lawful business purposes, subject to pre-existing intellectual-property rights, third-party source licences, confidentiality, and the fact that similar AI-generated wording or ideas may be produced for others. We do not guarantee that an AI Output is unique, non-infringing or suitable for publication without review.

Suggestions and feedback voluntarily given specifically about how to improve the software may be used by us on a non-exclusive, royalty-free basis, provided this does not transfer ownership of Customer Data, confidential information or personal information or circumvent the Privacy Policy. We do not require users to assign all rights in everything they type into Rubbish Bot.

14. Warranties and responsibility for decisions

Each party warrants that it has authority to enter into this agreement and will comply with laws applicable to its performance. We will provide the Service with reasonable skill and care, subject to the limitations and dependencies disclosed in the agreement. We do not warrant that every output, estimate, AI suggestion or third-party document is accurate, complete, current or suitable for a particular statutory submission.

The Customer must review information it submits or approves and make its own decisions about regulatory reporting, public environmental claims, procurement, staffing, safety and financial commitments. Our responsibility to enforce appropriate permissions, perform promised services with reasonable care and meet legal duties is not removed by a requirement that the Customer review its reports or AI outputs.

Except for express commitments and rights that cannot lawfully be excluded, no additional guarantees are given about uninterrupted operation or the accuracy of third-party material. These limitations must be read reasonably and do not attempt to exclude non-excludable consumer or statutory rights.

15. Liability and indemnities

Neither party excludes or limits liability for death or personal injury caused by its negligence; fraud or fraudulent misrepresentation; or any other liability that cannot lawfully be excluded. Nothing in these Terms limits statutory data protection obligations or regulatory powers.

Subject to the preceding paragraph, neither party is liable to the other for indirect or consequential loss that was not reasonably foreseeable when the agreement was made, or for loss of anticipated profits or business opportunities, except to the extent the relevant loss is a direct and reasonably foreseeable consequence of a breach for which liability cannot lawfully be excluded.

Liability cap: each party's aggregate liability arising from the agreement in any rolling twelve-month period is limited to the greater of GBP 1,000 and the subscription fees paid or payable for the affected Service in the preceding twelve months. Liability for breach of the agreed confidentiality or data protection obligations is subject to a separate aggregate cap of twice that amount, except where the law forbids limitation. An agreed order form may specify different caps.

Each party will be responsible for direct losses reasonably caused by its breach of these Terms, subject to the agreed limitations and applicable law. The Customer will indemnify us against a third-party claim alleging that Customer Data it supplied or directed us to disclose infringes that third party's intellectual property rights or was provided without the required authority, except to the extent the claim results from our own breach or negligence. We will notify the Customer promptly, allow reasonable conduct of the defence and mitigate loss. This is not an unlimited indemnity for every use of the Service.

16. Changes to these Terms

We may update these Terms to reflect legal changes, security needs and genuine service developments. The published version will identify its effective date. For a material change adversely affecting a paid Customer, we will ordinarily provide at least 30 days' notice by an appropriate account or contact channel, unless a shorter period is reasonably required by law or to address a serious security issue. Customers may raise concerns or exercise available cancellation or contractual termination rights before the change takes effect. A change to terms is not a substitute for obtaining consent or another lawful basis where privacy law separately requires it.

We will retain the relevant accepted version and provide access to current legal terms. Individually signed terms are not replaced by a website update unless their agreed change mechanism permits it.

17. Complaints and dispute resolution

Please raise service, data or billing concerns at support@rubbishportal.com. The parties will first try to resolve a contractual dispute reasonably and in good faith, normally allowing at least 30 days after written notice before starting ordinary proceedings where this does not prejudice urgent rights. Either party may seek immediate protective or injunctive relief where appropriate.

These Terms are governed by the laws of England and Wales. Subject to mandatory protections that apply to a Customer, the courts of England and Wales have jurisdiction over contractual disputes. We do not impose mandatory arbitration through an unrelated overseas arbitration body. Data protection complaints and regulatory rights remain unaffected.

18. General provisions and contact

Neither party may transfer its material obligations without the other's consent, not to be unreasonably withheld, except to a successor in a legitimate merger, reorganisation or business sale that assumes the relevant obligations and protects Customer Data. An invalid provision will be limited or removed only to the extent required without invalidating the rest. A failure to enforce a provision once does not permanently waive it. No partnership, agency or employment relationship is created by use of the Portal. Formal notices may be sent to the account's registered business contact or to our support address, with evidence of receipt where necessary.

These Terms, an applicable order form, the agreed DPA and expressly incorporated policies form the agreement for the matters they cover. We may communicate electronically in connection with the service, but this does not waive statutory requirements that cannot lawfully be waived.

Provider: Rubbish Ideas Ltd (trading as Rubbish Portal)

Company number: 11452752

Registered office: 11 Richmond Terrace, Clifton, Bristol, BS8 1AB, United Kingdom

Support and legal enquiries: support@rubbishportal.com

Website: https://www.rubbishportal.com