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Digital waste tracking (Scotland)

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This guidance is for operators in Scotland only. If you do not operate in Scotland, different guidance applies. 

Digital waste tracking is a UK-wide project which aims to digitise and streamline the way we track the movement of waste, from its origin, to where it ends up. The aim is to join up and eventually replace, multiple existing outdated paper-based systems.

Tracking waste movement on a secure online platform will help us tackle waste crime, support legitimate businesses and protect our environment. 

How digital waste tracking will be introduced in Scotland

The introduction of the new Digital Waste Regulations in Scotland will not immediately remove or change any of your existing duty of care or waste reporting requirements currently in place.

Digital waste tracking will be introduced in two phases in Scotland: 

Phase 1: who it applies to

Phase 1 will only apply to permitted facilities receiving controlled waste.

A place where you: 

  • carry out waste activity

  • operate under permit level

    and

  • receive controlled waste. 

Examples include:

  • waste transfer stations

  • waste transfer stations

  • scrap yards

  • landfills

  • energy from waste facilities

  • composting sites. 

There is one exception to this: permits granted to local authorities for Household Waste Recycling Centres and Transfer Stations where waste is bulked up and stored prior to transfer for disposal (for example to landfill), recycling, or treatment (for example at a materials facility).

  • Former waste licensing exempt sites, either simple or complex (now deemed authorisations under the Environmental Authorisations (Scotland) Regulations 2018).
  • New authorisations issued at registration level under the Environmental Authorisations (Scotland) Regulations 2018.

Phase 2

Phase 2, which will cover other parts of the waste movement chain, is currently under development. 

Prepare for phase 1

For operators in Scotland with sites included in phase 1, digital waste tracking is now open for voluntary use. You will first need to register to use the service (Defra's guidance on gov.uk). 

Using the digital waste tracking service

How to submit your data

Once you are registered, you can report your receipt of waste in two ways:

1. If you already use your own waste software systems, your software provider can use an application program interface (API) to automatically upload information from your system directly into the digital waste tracking system. You must ensure your waste software system allows you to meet your digital waste tracking reporting obligations (as set out in the 2026 regulations).

2. If you do not currently use your own waste software systems, you can:

  • buy new software to help you automatically submit your data

    or

  • use the ‘report receipt of waste spreadsheet' (gov.uk). This method of reporting will be kept under review, and may be phased out in the future.

What to submit

See our full list of the specified information you need to submit.

When to submit your data

You will need to submit your data within two working days, starting the day after you receive the waste at the permitted facility. 

This means that even if your facility operates 24/7, you do not need to submit your data on:

Correcting an error

If you realise later that you have made an error when you submitted your records, correct it as soon as you can. You must make the correction within one month of noticing the error.

Service charge fee

There is an upfront annual charge of £26. This covers 12 months of rolling access to the service, and will be payable from when the service becomes mandatory.

If the digital waste tracking service is not working

You will receive an outage notification from DEFRA if the system is down.

If there are reasons beyond your control that mean you cannot use the service: 

1. Email us as soon as you can. 

2. Make a written record of the specified information (paper based or electronic) within two working days, starting the day after receipt of the waste.

3. Retain the written records until the data is entered into the digital waste tracking system.

4. Enter the specified information into the digital waste tracking system within seven days, beginning the day after the outage is resolved.

If you cannot comply

If you cannot comply with digital waste tracking requirements, email digitalwastetracking@sepa.org.uk as soon as possible.

If you are a digitally excluded person

If you are a digitally excluded person, you are still required to meet digital waste tracking obligations, but you do not need to use the digital waste tracking service (or pay the service charge fee). 

An example of a digitally excluded person (this means natural person, such as a sole trader, and not legal persons such as limited companies) is if:

  • you are a practising member of a religious society or order whose beliefs are incompatible with using electronic communications or keeping electronic records.

  • it is not reasonably practicable for you to use electronic communications, or to keep electronic records for any reason (including age, disability or location).

You must have a unique digitally excluded number to be exempt from using the digital waste tracking service. Digitally excluded numbers will be recognised across the UK.

If you operate in Scotland and you meet the above criteria of being a digitally excluded person, you can apply for a digitally excluded number. To request an application form:

  • call our customer service team on 0300 099 6699

  • send us a request by post (SEPA, Angus Smith Building, Unit 6,, 4 Parklands Avenue, Holytown, Motherwell, ML1 4WQ).

Contact details

If you have any queries about how to use the digital waste tracking service, contact the Defra digital waste tracking helpline on 03000 203 781 (open Monday to Friday, 8am to 5pm and closed on bank holidays).

If you need any further help or information about how to comply with your digital waste tracking obligations in Scotland, contact us.

More information

For the latest from Defra, including information on upcoming workshops and webinars, you can: