1. Who we are
Vehtra ("Vehtra", "we", "us") is a trading name for an inspection management platform operating in the United Kingdom. You can contact us at info@vehtra.co.uk.
2. What Vehtra provides
Vehtra is a software platform that lets HGV technicians, workshops and fleet teams record, review and store vehicle inspections, generate PDF reports, and share inspection records with their customers via a controlled customer portal.
3. Compliance responsibility
Vehtra provides the tools to record, store and report vehicle inspections to the standards expected by the Driver & Vehicle Standards Agency (DVSA), including the fields and structure needed to produce a complete inspection record. Used correctly and in full, the platform gives you the means to maintain full compliance with DVSA requirements.
Accurate and complete data entry is your responsibility. Achieving and evidencing compliance depends on the person completing the inspection entering accurate, truthful and complete information, including all key fields required for a compliant record. Vehtra does not carry out inspections, does not verify or audit the information you enter, and does not guarantee that any individual inspection, record or report meets DVSA or any other regulatory requirement.
Where required fields are left blank, are incomplete, or contain inaccurate information, the resulting record may not be compliant. Responsibility for the inspection, the professional judgement applied, and the completeness and accuracy of the record rests solely with the inspector and the operator, not with Vehtra. To the extent permitted by law, Vehtra is not liable for any consequence arising from incomplete, inaccurate or omitted information, including any finding of non-compliance, enforcement action, penalty or loss.
4. Account eligibility & registration
Access to Vehtra is currently limited to selected operators and invited customer-portal users while the platform is being finalised. To create or use an account you must be at least 18 years old and authorised to act on behalf of the organisation you are registering for.
5. Acceptable use
You agree not to:
- Use the platform in any way that is unlawful, fraudulent or harmful.
- Attempt to access data belonging to another organisation.
- Reverse engineer, scrape, or otherwise probe the platform for vulnerabilities outside a coordinated disclosure process.
- Upload content you do not have the right to upload, including personal data you have not lawfully collected.
- Use the customer portal to harass, defame, or send unsolicited communications.
Fair use. Our plans are offered on a flat-rate basis for normal business use. While we don’t impose hard caps, you agree not to use the platform in a way that places a materially disproportionate load on our infrastructure relative to typical use of your plan — including, without limitation, excessive storage, bandwidth, email or notification volume, or API requests. Where usage is materially disproportionate, we will contact you to agree a suitable plan, and we reserve the right to apply reasonable usage limits or, where necessary, to throttle or suspend access. We will give reasonable notice before doing so, except where immediate action is needed to protect the platform or other users.
6. Customer data & vehicle records
You retain ownership of the inspection records, vehicle data, customer records and other content you upload ("Your Content"). You are responsible for the accuracy of Your Content and for ensuring you have the legal right to upload it, including any personal data of third parties such as drivers or end-customers.
You grant Vehtra a non-exclusive licence to host, process and display Your Content as needed to provide the platform to you.
Inspection records older than 18 months may be deleted in line with our data retention policy (see our Privacy Policy).
7. Subscriptions & billing
Vehtra is offered on paid monthly subscription tiers. Current pricing is £30 per month for the Individual plan (single user) and £80 per month for the Business plan (multi-user team), in GBP. Pricing may change from time to time; any change will be notified by email with reasonable notice before it takes effect.
Founding member pricing. Where a plan is taken out at a founding member rate, that rate will not be increased for the lifetime of your continuous subscription. If the subscription lapses or is cancelled, the founding rate no longer applies and current pricing applies on re-subscription. Founding pricing applies to the plan as taken out; changing tier may be subject to the pricing then in effect.
Free trial. When you create a new organisation you receive a 30-day free trial with full access to the platform. No payment details are required to start the trial. At the end of the 30 days an active paid subscription is required to continue using the platform.
Payment. Subscriptions are taken out at the organisation level: the organisation owner subscribes on behalf of the organisation, and the organisation is the party billed. Subscriptions are charged monthly in advance through our payment processor, Stripe. By subscribing, the organisation owner authorises Vehtra to charge the payment method on file for the recurring subscription fee until the subscription is cancelled. Only the organisation owner can manage billing, update the payment method, or cancel the subscription, which is done through the Stripe-hosted billing portal linked from the organisation’s subscription page.
Failed payments. If a payment fails, Stripe will retry the charge over a short grace period. During that period you will keep access but will see a warning prompting you to update your card. If payment is not successfully collected by the end of the grace period the subscription will be marked inactive and access will be gated as described below.
What happens if you don’t pay. If your trial expires without a subscription, or your paid subscription lapses (for example through cancellation or repeated failed payments), access to the platform will be blocked until an active subscription is in place. Your customer records, vehicle data and inspection history are preserved during this time and become accessible again as soon as a subscription is active. Customers of your organisation accessing the customer portal will also be unable to view your records during the lapse period. Data is only deleted as described in section 8.
Refunds. Monthly subscription fees are non-refundable except where required by law. Cancelling does not produce a pro-rata refund for the remainder of a billing period; access continues until the end of the period already paid for.
Complimentary access. Vehtra may, at its sole discretion, grant complimentary access to selected organisations. Complimentary access may be modified or withdrawn at any time.
8. Suspension & termination
Either party may terminate the agreement on reasonable notice. Vehtra may suspend or terminate access immediately if you materially breach these terms, fail to pay sums due, breach the fair use provisions in section 5, or use the platform in a way that creates legal or security risk. On termination you may request an export of Your Content for a reasonable period before it is deleted.
9. Availability & liability
The platform is provided "as is". Vehtra does not warrant that the service will be uninterrupted, error-free, or fit for any particular purpose. To the extent permitted by law, Vehtra’s total liability to you in connection with the platform is capped at the fees you paid to Vehtra in the twelve months immediately before the event giving rise to the claim. Vehtra is not liable for indirect or consequential loss, including lost profits or lost data, except as required by law.
Nothing in these terms limits liability for death or personal injury caused by negligence, fraud, or any other liability that cannot be excluded under English law.
10. Intellectual property
Vehtra retains all intellectual property rights in the platform, including its software, design and brand assets. These terms do not transfer any of those rights to you.
11. Changes to these terms
Vehtra may update these terms from time to time. Material changes will be notified by email with reasonable notice before they take effect. Continued use of the platform after the change takes effect is acceptance of the updated terms.
12. Governing law
These terms are governed by the laws of England and Wales. The courts of England and Wales have exclusive jurisdiction over any dispute arising out of or in connection with these terms.
13. Contact
Questions about these terms can be sent to info@vehtra.co.uk.