Terms of service
These terms apply to the VORMS service provided by the company named on your VORMS invoice (“we”, “us”) to the organisation that subscribes (“you”).
1. The service
VORMS is an online system for managing vehicles, drivers, bookings, vehicle checks, defects, maintenance and related records. We'll provide it with reasonable skill and care and aim to keep it available, but we don't guarantee uninterrupted access, including during planned maintenance.
2. Your account
You're responsible for who you invite to VORMS, the roles you give them, and keeping sign-in details secure. Tell us promptly if you suspect unauthorised access.
3. Your responsibilities for vehicles and drivers
VORMS helps you record and follow your own policies. You remain responsible for deciding who may drive, for vehicle roadworthiness, insurance, licensing and legal compliance, and for acting on defects and reminders. Information obtained from DVSA or DVLA is provided as received and may not always be available or current.
4. Subscription and payment
Subscriptions are annual. Your first year begins when payment is received (or as otherwise agreed in writing). Before each renewal we'll send a reminder and a renewal invoice. We do not charge your card automatically. If a renewal invoice isn't paid by the renewal date, a grace period applies, after which access becomes read-only until payment is made. Invoices are payable within the terms shown on them.
5. Your data
You own the data you put into VORMS. We'll process personal data only on your instructions and as described in our privacy notice. You can export your data at any time. After your subscription ends we'll keep your data for a limited period so you can renew or export it, then delete it on request.
6. Acceptable use
Don't use VORMS unlawfully, attempt to access other organisations' data, interfere with the service, or upload malicious or unnecessary sensitive information (such as pupils' personal details).
7. Liability
Nothing in these terms limits liability that cannot be limited by law. Otherwise, our total liability in any year is limited to the fees you paid for that year, and we're not liable for indirect or consequential loss.
8. Ending the subscription
You can choose not to renew. Either party may end the agreement if the other materially breaches it and doesn't put it right within 30 days of notice.
9. Changes
We may update these terms; we'll tell you about significant changes in advance. The version in force at the start of each subscription year applies to that year.
10. Law
These terms are governed by the law of England and Wales.