Terms of use

1About these terms

These terms are an agreement between [business name] ("My Van Stock", "we", "us") and the company that uses My Van Stock ("you"). By setting up or using a portal, you agree to them on behalf of your company, and whoever accepts them must have the authority to do so.

Our privacy policy and our data processing agreement [link to follow] form part of these terms. If they disagree about personal data, the data processing agreement wins.

My Van Stock is for businesses. It isn't offered to consumers.

2The service

My Van Stock is an online stock control system. You get your own portal at myvanstock.co.uk/your-name, with your logo and colours. In it, your staff can scan stock in and out, see what's on each van and in the warehouse, request and load stock, and export records.

We keep improving the service, so how it looks and works will change over time. If we plan to remove a feature you actively use, we'll tell you at least [30 days] beforehand.

[Free trial, if offered: how long it lasts and what happens at the end.]

3Logins and your responsibilities

• Your company's admins decide who has access and what they can see. You're responsible for everyone you give a login to and for what they do in your portal.
• Each login is for one person. Logins must not be shared.
• Pass starting passwords on privately, such as by text or in person, never in a group chat.
• When someone leaves or changes role, update their access straight away. Setting them to "No access" stops them seeing anything.
• Phones and computers used for My Van Stock should have a screen lock.
• If you think a login has been misused, or someone has seen data they shouldn't, tell us straight away at [[email protected]].

4Your data

• You own the data you put into My Van Stock: products, stock levels, history, staff details and your logo.
• You give us permission to store and process it only so we can provide the service, keep it secure and fix problems. We don't sell it or use it for anything else.
• For personal data, such as your staff's names, you are the data controller and we are your data processor. Our data processing agreement sets out how we handle it.
• You're responsible for having the right to put data into My Van Stock, and for telling your staff how it's used. Your staff privacy notice should mention it.
• Don't enter your own customers' personal details (names, addresses, phone numbers) or sensitive security information such as alarm codes, keyholder details or site access codes. A job number is enough for a job reference.
• You can download your stock, products and history at any time from Setup → Export.

5Using it properly

You and everyone who uses your portal must not:

• use My Van Stock for anything unlawful;
• try to get into another company's portal or data, or test, probe or get round our security (if you think you've found a weakness, tell us at [[email protected]] instead);
• upload anything harmful, such as a virus;
• overload the service, or use automated tools to pull data out of it other than the export features;
• copy, resell or reverse-engineer the software, except where the law allows it;
• let anyone outside your company use your portal without our agreement.

We can suspend a login or a portal that breaks these rules or puts other customers at risk. Unless it's urgent, we'll contact you first.

6Fees and payment

• The price is [£X a month, or per van, or per user], plus VAT.
• We invoice [monthly or yearly] in advance. Invoices are due within [14 days].
• If an invoice is more than [30 days] overdue, we may switch your portal off after giving you [7 days'] notice in writing. Your data is kept while it's sorted out, and we'll switch the portal back on once you've paid.
• We can change our prices by giving you at least [30 days'] notice by email. If you don't agree, you can cancel before the new price starts.

7Availability and support

• We aim to keep My Van Stock running around the clock but can't promise it will never be unavailable. Where possible, we do planned maintenance outside working hours.
• The service relies on providers such as Supabase, Cloudflare and Resend. Problems on their side can affect us, and we'll work to restore the service as quickly as we can.
• The database is backed up [daily], and backups are kept for [7 days].
• Support is by email at [[email protected]], [Monday to Friday, 9am to 5pm UK time, except bank holidays]. We aim to reply within [one working day].

8Stock figures are your responsibility

My Van Stock records what your staff scan and enter, and it can only be as accurate as that. You remain responsible for physical stock checks, ordering, pricing and any decisions you make based on its figures.

Stock request and alert emails are a convenience. Emails can be delayed or end up in spam, so don't rely on them alone for anything urgent.

9Our liability

• Nothing in these terms limits liability for death or personal injury caused by negligence, for fraud, or for anything else that can't be limited by law.
• We're not liable for indirect or consequential losses, or for loss of profit, revenue, business, stock or goodwill.
• Otherwise, our total liability to you in any 12 months is limited to the fees you paid us in the [12 months] before the claim.

[Solicitor to confirm the cap, including for data protection claims.]

10Ending the agreement

• You can cancel at any time by emailing [[email protected]]. Your portal stays open until the end of the period you've paid for. [Minimum term, if any.]
• We can end the agreement by giving you [90 days'] notice. We can end it straight away if you seriously break these terms and don't put it right within [14 days] of us asking, or if your company becomes insolvent.
• Export your data before the agreement ends. If you need more time, ask us within [30 days] and we'll open your portal again so you can export it. After that, we delete your data as described in our privacy policy.

11Who owns what

We own My Van Stock: the software, its design and its name. These terms let you use it while the agreement lasts. You keep ownership of your data, logo and brand, and you let us show your logo and colours in your portal.

12Confidentiality

We'll each keep the other's confidential information private and only use it for this agreement. Your stock data, prices and staff details are confidential to you.

13Changes to these terms

We may update these terms from time to time. We'll email your admins at least [30 days] before a change takes effect, unless the law requires it sooner. If you don't agree with the change, you can cancel before it starts.

14General

• Neither of us is responsible for delays caused by events outside our reasonable control.
• You can't transfer this agreement to anyone else without our agreement. We may transfer it to whoever takes over My Van Stock, and we'll tell you if we do.
• If a court decides that part of these terms can't be enforced, the rest still applies.
• These terms are governed by the law of [England and Wales], and its courts will deal with any dispute.

15Contact us

[Business name], [address].
Email [[email protected]].