1. Who we are
Vehtra is a software platform operated by EZDevelopments, the business name of Elliott Zac Broomhall, a sole trader based in the United Kingdom. In these terms "we", "us" and "EZDevelopments" mean that business, and "Vehtra" means the platform.
- Business: EZDevelopments (Elliott Zac Broomhall, sole trader)
- Address for service: 8 Steele Avenue, Stoke-on-Trent, ST6 7ED
- ICO registration number: ZB891515
- Email: info@vehtra.co.uk
2. What Vehtra provides
The Vehtra platform currently comprises two products.
Vehtra Inspections 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.
Vehtra Walkarounds lets fleet operators record daily driver walkaround vehicle checks across one or more sites: a checklist per vehicle with a pass, monitor, defect or not-applicable result against each item, defect notes, odometer readings, and a history of who recorded each check and when.
These terms apply to both products. Where a term applies to only one product, it says so.
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. EZDevelopments 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 EZDevelopments. To the extent permitted by law, EZDevelopments is not liable for any consequence arising from incomplete, inaccurate or omitted information, including any finding of non-compliance, enforcement action, penalty or loss.
Walkaround checks. The same applies to Vehtra Walkarounds. Drivers and operators have their own legal duties to carry out daily walkaround checks and to record and report defects. Vehtra Walkarounds provides a means of recording those checks; it does not carry them out, does not inspect any vehicle, and does not verify that what is recorded is accurate or that a check took place. A record in the platform is evidence of what someone entered, not evidence that a vehicle is roadworthy. Responsibility for the check itself, for the judgement applied, and for the accuracy and completeness of the record rests with the driver and the operator.
4. Account eligibility & registration
Vehtra Walkarounds is currently available to selected operators only, by arrangement with us, while the product is being finalised.
Vehtra Inspections is available to operators and to customer-portal users invited by an operator.
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, walkaround check 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 EZDevelopments 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). Walkaround check records are retained for the life of your account.
7. Data protection
Where Your Content contains personal data — for example your drivers, technicians or end-customers — you are the data controller and EZDevelopments is your processor. Our obligations in that role, the sub-processors we use, and what happens to your data when the agreement ends are set out in our Data Processing Agreement, which forms part of these terms and applies automatically when you subscribe. You do not need to sign a separate copy, though we can provide one on request.
How we handle personal data for which we are the controller — your account and billing details — is described in our Privacy Policy.
8. Subscriptions & billing
Vehtra is offered on paid monthly subscriptions in GBP. The two products are priced separately and subscribed to separately; taking out one does not give access to the other.
Vehtra Inspections is priced per plan: £20 per month for the Individual plan (single user) and £60 per month for the Business plan (multi-user team).
Vehtra Walkarounds is priced in bands by the number of active vehicles in your organisation. Current band pricing is shown on the pricing page and in the subscription area of the app before you subscribe. Archived vehicles do not count towards the band. If your fleet grows into a higher band, the higher rate applies from your next billing period — you are never charged mid-period for adding a vehicle.
Pricing may change from time to time; any change will be notified by email with reasonable notice before it takes effect.
Founding member pricing (Vehtra Inspections). Where an Inspections 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 EZDevelopments 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 restricted until an active subscription is in place. You will still be able to sign in and see your organisation, but recording, editing and management actions will be blocked. Your customer records, vehicle data, inspection and check history are preserved during this time and become fully 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 9.
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. EZDevelopments may, at its sole discretion, grant complimentary access to selected organisations. Complimentary access may be modified or withdrawn at any time.
9. Suspension & termination
Either party may terminate the agreement on reasonable notice. EZDevelopments 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.
10. Availability & liability
The platform is provided "as is". EZDevelopments does not warrant that the service will be uninterrupted, error-free, or fit for any particular purpose. To the extent permitted by law, our total liability to you in connection with the platform is capped at the fees you paid to us in the twelve months immediately before the event giving rise to the claim. We are 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.
11. Intellectual property
EZDevelopments 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.
12. Changes to these terms
EZDevelopments 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.
13. 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.
14. Contact
Questions about these terms can be sent to info@vehtra.co.uk.