Not sure if your business is compliant with the UK’s new digital waste tracking rules? You’re not alone, but you’re in the right place.
As of April 2025, the way UK businesses report and manage waste has changed. The new system might sound technical, but it’s designed to make things simpler, not harder. And we’re here to guide you through it.
Whether you're handling compliance yourself or managing a team, you’ll find everything you need to stay on track and avoid fines.
Understanding the five Ws of digital waste tracking
Digital waste tracking is now live across the UK. From April 2025, businesses are legally required to log and report their waste digitally.
The aim? To make UK waste tracking clearer, faster and more consistent, with a single platform showing where waste comes from, where it goes, and who’s responsible at every step.
We’ll cover the five key questions:
- What digital waste tracking is
- When it became law
- Who introduced it
- Why it matters
- Where to sign up and get started
What is digital waste tracking?
The new system introduces mandatory waste reporting for most UK businesses. It acts as a digital waste transfer notes replacement, eliminating the need for paper records and improving traceability.
Think of it as a live, end-to-end timeline for your waste. Each step is recorded in one place, making it easier to see where your waste is going and who’s handling it. The goal is to improve traceability, reduce illegal activity, and make compliance easier for businesses.
There are a few exceptions. Waste from household recycling centres and certain low-risk materials isn’t included in the mandatory tracking, though this may change in future updates.
For most businesses, this means getting familiar with the new DEFRA waste system and creating a digital record for every waste movement. But don’t worry, First Mile can help you do it quickly and confidently.
When did digital waste tracking become mandatory in the UK?
The April 2025 waste law update marks a major shift in how businesses manage compliance, replacing outdated paper records with a streamlined digital process.
Originally, the UK government planned to launch the system in 2024, but the rollout was delayed to allow more time for testing and feedback. During that period, businesses could use the system voluntarily to get a head start.
As of April, it’s no longer optional. If your business produces, handles or manages waste, you must record your waste movements using the new digital platform.
This is part of wider changes to environmental legislation in 2025, aimed at improving how waste is reported and regulated across the country.
If you’re still unsure where you stand, or haven’t yet made the switch, don’t worry. You’re not alone, and we’re here to help. Get in touch with First Mile and we’ll guide you through every step.
Who decided to create mandatory digital waste tracking?
The move to digital waste tracking comes from the UK government’s 2018 Resources and Waste Strategy. This is a long-term plan to improve how we handle waste and resources.
The Department for Environment, Food and Rural Affairs (DEFRA) is leading the rollout. It’s supported by environmental regulators and has cross-party backing, which means it’s here to stay.
This isn't a short-term shift. It's part of a broader effort to modernise waste reporting, reduce crime, and make sustainability more achievable for businesses of all sizes.
Why is digital waste tracking being put in place?
Before April 2025, waste reporting in the UK was patchy and paper-heavy. Records were hard to trace, systems didn’t communicate with each other, and opportunities for waste crime were growing.
The Environment Agency estimates that around 18% of waste is ‘criminally managed’ in England each year, including fly-tipping, illegal exports and waste ending up in landfill, which causes long-term harm to the environment.
Digital waste tracking tackles these issues head-on by:
- Creating one clear, consistent system
- Making it harder to lose or falsify records
- Tracking waste from origin to destination
- Cutting out opportunities for illegal activity
For businesses, the benefits are just as clear:
- Simpler compliance – no more paper waste transfer notes
- Faster audits – with everything stored in one place
- Smarter decisions – using better waste data
- Stronger ESG reporting – aligned with sustainability goals
- Reduced risk – fewer chances for error or non-compliance
With this new Waste Data Service in the UK, businesses can finally see the full picture, helping you stay compliant while improving how you manage waste.
Where do I sign up for digital waste tracking?
Getting started with the UK’s new digital waste tracking system is simpler than you might think.
The platform, known as the Waste Data Service, is fully web-based. That means no software to download and no specialist equipment needed. You can access it from your phone, tablet or desktop.
There’s a flat annual fee of £20 for businesses to register.
Here’s how to get set up:
- Go to the DEFRA Waste Data Service and create an account
- Pay the £20 registration fee for your business
- Create a digital waste movement record for each waste transfer
- Track and assign a unique ID to each movement
- Confirm collection and receipt within two working days
You can log waste movements one at a time or in bulk, whichever works for your operations. The system is designed to be user-friendly, even if you’re new to waste reporting.
Need a hand getting started? First Mile’s RecycleID service helps you create compliant digital records, track collections, and stay audit-ready, without the stress.
What should businesses do now?
With digital waste tracking now mandatory, the key is to act quickly and confidently. Here’s how your business can stay compliant and avoid disruption:
Your compliance checklist:
- Register for the Waste Data Service
Set up your business profile and pay the annual £20 fee. - Map your waste flows
Identify all waste types your business generates and where they go. - Update your processes
Replace paper waste transfer notes with digital records for every movement. - Train your team
Make sure staff responsible for waste know how to use the system correctly. - Use support services if needed
First Mile offers RecycleID and other tools to simplify reporting and reduce admin. - Stay informed
Keep up with updates from DEFRA and check your responsibilities regularly.
Need help making the switch? First Mile’s business waste services make it easy to stay compliant while boosting your sustainability credentials.
Digital waste tracking starts here
Digital waste tracking is no longer a future requirement – it’s current UK law. Acting now will save you time, reduce risk, and help you build a more transparent, sustainable waste strategy.
Whether you’re fully set up or still figuring things out, First Mile is here to help. From expert advice to easy-to-use tools, we make compliance simple.
If you're unsure how to get started, or just want to make sure you're doing it right, get in touch with First Mile today.
FAQs
What is digital waste tracking in the UK?
Digital waste tracking is a legal system that logs how waste is moved across the UK. Businesses must now record each transfer digitally, making waste data more consistent and traceable. It replaces paper records and helps tackle waste crime by improving transparency and accountability at every stage.
When did digital waste tracking become mandatory?
The UK’s digital waste tracking system became mandatory in April 2025. It followed a voluntary trial in 2024 and is now required by law for most businesses. The aim is to modernise outdated reporting methods and support better waste management across the commercial, industrial and local authority sectors.
How do I register for the waste tracking portal?
You can register via the DEFRA Waste Data Service. It’s quick, web-based and costs £20 a year. After registering, you can log waste movements, assign digital IDs, and confirm collections and receipts – all in line with the new legal requirements for business waste compliance.
What are the benefits of digital waste tracking?
It simplifies compliance, reduces paperwork, and improves oversight. Businesses can track waste more accurately, support sustainability reporting, and prevent errors. The system also helps reduce illegal activity and enables smarter waste management, offering clear benefits for operations, audits and environmental responsibility.
What if my business hasn’t complied yet?
Don’t panic – but don’t delay. If you haven’t registered, you could face compliance risks. Start now to avoid fines and disruption. First Mile offers services like RecycleID to help you get set up quickly and stay on top of your waste tracking responsibilities.
