Terms of Service

These Terms of Service (“Terms”) govern your access to and use of the PCV Log Book website and digital daily check system for coaches, buses and minibuses (the “Service”). By creating a company account, accessing the admin area or allowing drivers to use the driver checklist interface, you agree to these Terms.

If you do not agree to these Terms, you must not use the Service.

1. The Service

PCV Log Book provides a web-based tool for PCV operators, transport managers and drivers to manage daily vehicle walkaround checks, record defects and maintain digital records. Features may include:

• Company admin area for managing vehicles and drivers;
• Driver PIN login and daily checklist submissions;
• Defect recording and rectification notes;
• Exporting completed checklists for audits and roadside checks;
• Subscription management and billing.

We may add, change or remove features from time to time.

2. Eligibility & accounts

• The Service is intended primarily for business users (e.g. PCV operators, coach companies, fleet operators). By creating a company account, you confirm you are authorised to act on behalf of that company.
• You are responsible for ensuring that all information you provide during registration is accurate and kept up to date, including contact details and billing information.
• You are responsible for maintaining the confidentiality of your admin login credentials and for any activity that takes place under your account. You must notify us promptly if you suspect unauthorised access.
• You control which drivers and staff have access to your company account. You are responsible for managing driver PINs and any internal access controls within your organisation.

3. Subscription, pricing & payment

3.1 Pricing

Unless otherwise stated on the website or agreed in writing, the standard pricing for the Service is:

• £1 per vehicle per month, with no separate platform fee;
• Unlimited driver accounts and unlimited daily checks for those vehicles.

3.2 Billing and Stripe

• We use Stripe as our payment processor. By subscribing, you agree to be bound by Stripe’s separate terms and privacy policy.
• When you complete payment on our landing page, Stripe creates a customer profile and stores your payment method. We do not store your full card details.
• Subscriptions are typically billed monthly in advance and will auto-renew until cancelled.

3.3 Vehicle limits and additional vehicles

• When you first subscribe, you select an initial number of vehicles. This sets your starting vehicle limit in the system.
• If you add more vehicles later, your monthly cost will increase in line with the per-vehicle price. Additional vehicles may be charged immediately, on a pro-rated basis or on your next renewal, depending on how Stripe applies billing at the time.
• If you remove vehicles, your future monthly cost may decrease. Changes may take effect from your next billing period.

3.4 Failed payments & suspension

• If a payment fails, Stripe may automatically retry.
• We may temporarily suspend or restrict access to the Service if invoices remain unpaid after a reasonable period. We will usually attempt to contact your account email before suspension.

3.5 Refunds

Because the Service is billed monthly and you can adjust the number of vehicles, we normally do not offer refunds for partial months or unused time. However, if you believe a charge was made in error, please contact us via the contact form on our homepage and we will review your case.

4. Use of the Service & responsibilities

4.1 Your responsibilities as an operator

• PCV Log Book is a tool to assist with recording daily checks and defects. It does not replace your legal responsibilities as an operator under DVSA or other regulatory requirements.
• You remain responsible for:
  • Ensuring drivers perform proper walkaround checks;
  • Reviewing and acting on reported defects and taking appropriate action;
  • Maintaining your wider maintenance and inspection regime;
  • Ensuring information entered in the system is accurate, honest and complete.
• The Service is designed to support DVSA-style daily walkaround checks, but we do not certify or guarantee that using the Service will, by itself, satisfy DVSA or any other regulatory requirements.
• You are solely responsible for how you choose to use the Service, for any failure to follow DVSA guidance or other legal requirements, and for any consequences of unlawful or non-compliant use. PCV Log Book is not responsible for any unlawful use of the system or any misuse of the data or records you create with it.

4.2 Acceptable use

You agree that you will not:

• Use the Service for any unlawful purpose;
• Attempt to gain unauthorised access to other companies’ data or to our servers;
• Reverse-engineer, decompile or otherwise attempt to derive the source code of the Service;
• Upload malicious code, scripts or content that could harm the Service or other users;
• Use the Service in a way that could reasonably cause damage, overload or disruption.

4.3 Misuse and unlawful use

• You must not use the Service to falsify records, hide safety defects, mislead regulators or enforcement bodies, or otherwise interfere with proper safety and maintenance processes.
• If we reasonably believe that the Service is being used in a way that is unlawful, seriously misleading (for example, falsifying check records) or clearly inconsistent with DVSA-style safety expectations, we may suspend or terminate your account in accordance with section 9.2.
• PCV Log Book provides a system designed to allow you to record checks in a way that supports DVSA-style requirements, but we are not responsible for:
  • how often checks are carried out;
  • whether checks are carried out properly by drivers;
  • which defects are reported or not reported; or
  • how you act (or fail to act) on the information recorded in the system.

5. Data protection & privacy

Our use of personal data is described in our Privacy Policy, which forms part of these Terms. By using the Service, you agree that we may process personal data in accordance with that policy.

Where your company is a controller of driver or employee data (for example, names and PINs), you are responsible for ensuring that your use of PCV Log Book is compliant with applicable data protection law (for example, providing appropriate notices to drivers).

6. Availability & support

• We aim to provide a reliable Service but do not guarantee uninterrupted or error-free operation. There may be planned maintenance windows or unplanned outages.
• We may update or change the Service from time to time, including user interface and feature changes.
• Support is generally provided via the contact form on our homepage . Response times may vary.

7. Intellectual property

• All rights in and to the PCV Log Book Service, including the website, code, branding and design, are owned by us or our licensors.
• You are granted a limited, non-exclusive, non-transferable licence to use the Service for your internal business purposes while your subscription is active.
• You may not copy, modify, distribute or create derivative works of the Service except as permitted by these Terms or applicable law.

8. Limitation of liability

Nothing in these Terms excludes or limits liability that cannot be excluded or limited under UK law, such as liability for death or personal injury caused by negligence, or for fraud.

Subject to that:

• The Service is provided on an “as is” and “as available” basis. We do not warrant that it will meet your specific requirements or that it will achieve any particular compliance outcome.
• We are not liable for any indirect, consequential or special loss, or for loss of profit, revenue, business opportunity or data arising out of or in connection with your use of the Service.
• To the extent permitted by law, our total aggregate liability arising out of or relating to the Service or these Terms is limited to the total fees you have paid to us for the Service in the 12 months immediately preceding the event giving rise to the claim.

9. Termination

9.1 Your right to cancel

• You can cancel your subscription at any time by following the instructions in the admin area (if available) or by contacting us via the contact form on our homepage .
• Cancellation will generally take effect at the end of your current billing period. You may continue to have access to the Service until then.

9.2 Our right to suspend or terminate

• We may suspend or terminate your access to the Service if you materially breach these Terms, if payments remain unpaid, or if we reasonably consider that your use of the Service is causing harm to us, the Service, other users or third parties.
• Without limiting the above, we may suspend or terminate your account if we reasonably believe that you are using the Service unlawfully, using it to falsify or conceal safety-critical information, or using it in a way that is clearly inconsistent with DVSA-style safety expectations.
• We will normally give reasonable notice before terminating, unless an urgent suspension is necessary (for example, for security, legal or safety reasons).

9.3 Data after termination

After your subscription ends, we may retain certain records (for example, invoices, logs and checklist data) for a period of time for legal, regulatory or legitimate business reasons. You may contact us to discuss export or deletion of data, subject to legal requirements.

10. Changes to these Terms

We may update these Terms from time to time. If changes are significant, we may also provide an additional notice (for example, in the admin area or by email to your account contact).

If you continue to use the Service after the updated Terms take effect, you are deemed to have accepted them.

11. Governing law & jurisdiction

These Terms and any dispute arising out of or in connection with them are governed by the laws of England and Wales. The courts of England and Wales will have non-exclusive jurisdiction over any such disputes.

12. Contact

If you have questions about these Terms or the Service, you can contact us:

• The easiest way to reach us is via the contact form on our homepage .