Terms of service

These terms apply when a business (“you”) uses VanProof, provided by VanProof Limited (“we”, “us”). Your order form or sign-up sets out the price and number of vans. If anything in your order form conflicts with these terms, the order form wins.

1. The service

VanProof is a phone app and website for van checks, damage records and defect reporting. It includes guided photo checks, automatic AI damage checks, a defects board for managers and mechanics, repair records, evidence reports and optional alerts.

2. Accounts

• You decide who in your business can use VanProof and what role they have. You’re responsible for what your users do in it.
• Keep passwords private. Tell us straight away if you think an account has been misused.
• Each person must have their own account.

3. Using VanProof properly

Don’t use VanProof for anything unlawful, to monitor people in ways your staff haven’t been told about, to upload anything you don’t have the right to use, or to try to break, copy or overload the service.

4. Your information

You own the information you and your users put into VanProof. We use it only to provide the service to you. Our Data Processing Agreement forms part of these terms and explains how we handle personal information on your behalf as your processor. You’re responsible for telling your drivers how their information is used (we provide a template to help).

5. AI damage checks

The AI check highlights possible damage to help your team. It can miss damage and it can flag things that aren’t damage. Always look at the photos yourself before acting on a result — for example, before deciding anyone is responsible for damage or charging them for it.

6. Fees

• Fees are per van per month, as set out in your order, plus VAT.
• We invoice monthly in advance. Payment is due within 14 days.
• We’ll give you at least 30 days’ notice of any price change.

7. Availability and support

We work hard to keep VanProof running at all times and back up your information every day, but we can’t promise it will never be interrupted. The phone app saves checks on the phone and sends them when there’s signal. Support is available by email at [contact email].

8. Liability

• Nothing in these terms limits liability for death or personal injury caused by negligence, for fraud, or for anything else the law doesn’t allow us to limit.
• We’re not liable for indirect losses, or for loss of profit, revenue or business.
• Otherwise, our total liability in any 12 months is limited to the fees you paid us in those 12 months.
• VanProof doesn’t replace your legal duties as an operator — such as daily walkaround checks and keeping vehicles roadworthy.

9. Ending the service

VanProof is a rolling monthly service. Either of us can end it with 30 days’ written notice. We can suspend or end it straight away if you seriously break these terms or don’t pay. When it ends you can download your information, and we delete it within 30 days.

10. Changes to these terms

We may update these terms. We’ll tell you at least 30 days before important changes take effect.

11. Law

These terms are governed by the law of England and Wales, and the courts of England and Wales deal with any disputes.