Terms of Service

Version 1.0, effective 9 October 2026. These terms apply to the Vehrano service at app.vehrano.co.uk and the website at vehrano.co.uk.

1. Who we are and who these terms are for

Vehrano is provided by Azury Digital & Tech Solutions Ltd, a company registered in England and Wales (company number 13446812) with its registered office at 23a The Precinct, London Road, Waterlooville PO7 7DT, United Kingdom ("we", "us", "Azury"). We are registered with the Information Commissioner's Office under reference ZC188926.

Vehrano is a business service. By creating an account, accepting an invitation to one, or using the service, you confirm that you are acting for a business, charity, public body or other organisation (the "Customer", "you") and that you have authority to agree to these terms on its behalf. The Customer is the organisation that owns the account, not the individual who signs in. These terms are a contract between the Customer and Azury.

Bespoke versions of Vehrano, tracker hardware and SIM packages, and anything else agreed in writing are covered by their own written agreement. Where that agreement and these terms disagree, the written agreement wins for the thing it covers.

2. What Vehrano is

Vehrano is a web application that keeps a register of your vehicles and the dates, records and documents attached to them, and emails reminders before those dates come due. Depending on the edition you choose it also covers drivers' records, booked work, the fuel log, PDF reports, walkaround checks and defects, depots, a link to your vehicle trackers and an audit trail. The editions, what each includes and their limits (logins and document storage) are described on vehrano.co.uk and inside the app under Settings. We may add features, improve the service and change how it looks at any time. We will not remove a feature from the edition you pay for without at least 30 days' notice, except where we must for legal or security reasons.

A register and a reminder tool, nothing more. Vehrano reminds you about the dates you have recorded, or that DVLA returned when a vehicle was looked up. It cannot know about an obligation you have not entered, and a reminder is only as accurate as the date behind it. Vehrano does not provide legal, safety, insurance, tax or compliance advice. Keeping each vehicle taxed, tested, insured, maintained and lawfully operated, and each driver lawfully licensed, remains entirely your responsibility.

3. Accounts, roles and your team

• Each person must have their own login. Logins must not be shared. You are responsible for everything done through logins on your account and for keeping passwords and two-factor devices secure. Tell us at once if you think a login has been compromised.
• The account owner (the admin who created the account, or whoever they hand it to inside the app) controls the account, including deleting it. Admins manage the team, the business details and permanent deletions. Office staff keep the day-to-day records. View-only logins can read the fleet and, where the edition allows, do walkaround checks, report defects and log fuel.
• You decide who gets a login and what role they have. Remove logins promptly when people leave. A login limited to one depot sees only that depot's vehicles.
• You must give accurate details when you register and keep them up to date. You must be at least 18 to hold a login.

4. Free trial

A new account starts with 14 days of the Standard edition free of charge, with no payment details taken. At the end of the trial you choose a plan. Until you do, the account is read-only: you can sign in and export your data, but nothing new can be added and reminder emails stop. Nothing is deleted at the end of a trial. While sign-up is by invitation only, trials run on the same basis.

5. Fees and payment

• Fees are charged per vehicle per month at the prices published on vehrano.co.uk when you choose or change your plan, subject to the monthly minimum for that edition. Fleets of more than 100 vehicles are priced by written quotation.
• The vehicle count for a billing period is the number of vehicles on your register on the billing date that are not marked as disposed. Vehicles marked "off the road" count: they are still on your register and still get reminders.
• Monthly plans are billed monthly in advance. Annual plans are billed yearly in advance at twelve months for the price of ten. Payment is by card, Direct Debit or bank transfer as offered at the time.
• Azury is not registered for VAT, so no VAT is added to the published prices. If that changes we will tell you at least 30 days before any invoice that includes VAT.
• We may change our prices with at least 30 days' notice by email to the account owner. A price change takes effect from your next billing period after the notice period. If you do not accept it you may cancel before then.
• Moving to a higher edition takes effect at once and is charged pro rata for the rest of the current period. Moving to a lower edition takes effect from the next billing period. Features outside your new edition are hidden, not deleted, and come back if you move up again.

6. If a payment is missed

If a payment fails or is overdue we will email the account owner. Fourteen days after the due date, if it is still unpaid, the account becomes read-only: you can sign in and export everything, but nothing new can be added and reminder emails stop. Pay what is owed and the account carries on where it left off with nothing lost. An account that stays unpaid for 90 days from the due date is closed and its data deleted, after a final warning email at least 14 days beforehand. We may charge interest on overdue amounts at 4% a year above the Bank of England base rate.

7. Cancelling

You can cancel at any time from inside the app or by emailing billing@vehrano.co.uk from the account owner's address. A monthly plan runs to the end of the period you have paid for and then stops. An annual plan runs to the end of the year you have paid for; unused months are not refunded. Export your data before the end: once the account is deleted we cannot recover it. You can also delete the account yourself at any time from Settings, which deletes everything at once.

8. Your data

• Everything you put into Vehrano (vehicles, documents, photos, drivers' details, records, positions from your trackers) is yours. You grant us a licence to host, copy, process, back up and display it, only as needed to provide the service to you.
• You can export your vehicles, repairs and servicing, key dates, fuel, defects, drivers and garages as CSV files and every document and photo as a ZIP at any time from Settings. We do not charge for this.
• You are responsible for the lawfulness of what you store and for having the right to store it, including telling your drivers and staff what you record about them. The Data Processing Terms in Annex A apply where that data is personal data.
• We back up the service regularly to the same protected UK infrastructure. Backups are kept for up to 30 days. When an account is deleted, its data leaves the backups as they rotate within that period.
• We will not look at your fleet data except to provide support you have asked for, to keep the service running and secure, or where the law requires it.

9. DVLA and DVSA data

When you add a vehicle with the lookup option, refresh a vehicle, fetch its MOT history or run a fleet refresh, Vehrano sends the registration number to the DVLA Vehicle Enquiry Service and the DVSA MOT History service and stores what they return against the vehicle, marked with the time of the lookup. That data belongs to the Crown and is used under the Open Government Licence v3.0. It is shown as returned and may since have changed; always check the official record before relying on it. Lookups are limited per business per hour to protect the shared service.

Preview mode. Until our access to the government services is approved, lookups return clearly labelled simulated data. Simulated data must never be relied upon for a real vehicle. It is replaced when a real lookup is made.

10. Vehicle trackers and location data

• On the Enterprise edition you may link Vehrano to a tracking platform you already use, or send positions to Vehrano from your own systems. Vehrano reads positions; it does not control, configure or guarantee your trackers or your provider.
• Tracking vehicles that people drive is monitoring of those people. You are responsible for doing it lawfully: for telling your drivers, for having a proper basis for it and for following the Information Commissioner's guidance on monitoring at work. Vehrano shows positions to the logins you choose to give access to.
• Vehrano keeps each vehicle's latest position and 30 days of position history, then deletes the history. Unlinking your provider deletes every stored position at once.
• A tracker's mileage reading may update a vehicle's recorded mileage. It never lowers it. Simulated positions in preview mode are labelled and never set mileage.
• Tracker hardware and SIM packages supplied by us are sold under a separate written agreement.

11. Acceptable use

You must not use Vehrano to store or send anything unlawful, defamatory or infringing; attempt to get access to another customer's data or to any part of the service you are not authorised to use; probe, scan or test the service's security without our written permission; interfere with its operation; reverse engineer it; resell it or offer it to third parties as your own service; or send unsolicited messages through it. The edition limits (logins, document storage, lookups and uploads per hour) are there to keep the service fair for everyone; we may ask you to move to a bigger edition or a quotation if your use is far beyond what your edition is designed for.

12. Availability, support and changes

• We aim to keep Vehrano available at all times but do not promise uninterrupted service. We may take it down for maintenance, usually outside UK working hours and with notice in the app where we can. We are not responsible for outages caused by your connection, your devices, your tracking provider, DVLA or DVSA, or events outside our reasonable control.
• Support is by email at support@vehrano.co.uk on UK working days. Enterprise customers' requests go to the front of the queue. We do not offer telephone support unless agreed in writing.
• We may update these terms. We will give at least 30 days' notice of a material change by email to the account owner or in the app. If you keep using Vehrano after the change takes effect you accept the new terms; if you do not accept them you may cancel before then.

13. Our responsibility to you, and its limits

• We will provide Vehrano with reasonable skill and care and in line with these terms.
• Vehrano reminds you about dates you have recorded. We are not liable for a missed MOT, tax, insurance, inspection, licence check or any other obligation, nor for any fine, penalty, prohibition, claim or loss that follows, whether or not a reminder was sent, received or read. Those obligations are yours.
• We are not liable for loss of profit, business, contracts, goodwill or anticipated savings, or for any indirect or consequential loss, however it arises.
• Our total liability to you under or in connection with these terms in any twelve-month period is limited to the fees you paid us in the twelve months before the event giving rise to the claim, or £100 if that is more.
• Nothing in these terms limits or excludes liability for death or personal injury caused by negligence, for fraud, or for anything else that cannot be limited by law.

14. Intellectual property and confidentiality

Vehrano, its software, design, documentation and branding belong to Azury or its licensors. These terms give you the right to use the service, not any ownership of it. Your data stays yours (clause 8). If you give us feedback or suggestions we may use them without obligation to you. Each of us will keep the other's confidential information confidential and use it only for the purposes of these terms, except where disclosure is required by law.

15. Ending the agreement

You may end it at any time (clause 7). We may suspend or end your account on notice if you break these terms and do not put it right within 14 days of our asking, at once if the breach is serious or cannot be put right, or if we are required to by law. We may also end it on 90 days' notice if we withdraw the service, in which case we will refund any fees paid for the period after the end date. When the agreement ends you must stop using Vehrano. You can export your data up to the end date; the account is then deleted within 30 days unless the law requires us to keep part of it.

16. General

• These terms, the prices published on vehrano.co.uk, our privacy policy and any written agreement with you are the whole agreement between us about Vehrano.
• You may not transfer your account or this agreement to anyone else without our written consent, which we will not unreasonably withhold, for example on the sale of your business. We may transfer this agreement to a company that buys Vehrano, provided it takes on our obligations to you.
• Notices to you are sent by email to the account owner's address. Notices to us go to info@vehrano.co.uk.
• If part of these terms turns out to be unenforceable, the rest still applies. If we do not enforce a term at some point, we may still enforce it later. Nobody other than you and us has rights under these terms.
• These terms are governed by the law of England and Wales, and the courts of England and Wales have exclusive jurisdiction over any dispute, except that we may seek to enforce payment in any court with jurisdiction.

Annex A: Data Processing Terms

These terms apply where personal data that the Customer controls (for example drivers' names, licence details, contact details and vehicle positions) is processed by Azury in providing Vehrano. They form part of the agreement and are intended to meet Article 28 of the UK GDPR.

A1. Roles and scope

The Customer is the controller of the fleet data it stores in Vehrano. Azury is the processor. For the personal data of the people who hold logins (names, emails, roles, security settings, team changes and support correspondence) Azury is a controller in its own right, as described in our privacy policy.

A2. Azury's obligations

• Process the data only on the Customer's documented instructions, which are: to provide Vehrano as described in these terms and as operated by the Customer's logins. We will tell the Customer if we believe an instruction breaks data protection law.
• Ensure that everyone we authorise to access the data is under a duty of confidentiality.
• Apply the security measures in A4.
• Help the Customer respond to data subjects' requests, so far as is possible, and help with the Customer's security, breach notification and impact assessment obligations, taking into account the nature of the processing and the information available to us.
• Tell the Customer without undue delay, and in any case within 48 hours of becoming aware, of a personal data breach affecting the Customer's data, with what we know about it.
• Delete or return the data at the end of the service (A7).
• Make available the information needed to show compliance with this Annex and allow for audits, including inspections, conducted by the Customer or an auditor it appoints, on reasonable notice, no more than once a year unless a breach has occurred, and at the Customer's cost.

A3. Sub-processors

The Customer authorises the following sub-processors. We will give at least 30 days' notice by email before adding or replacing one; the Customer may object on reasonable data protection grounds, and if we cannot resolve the objection the Customer may end the agreement.

DVLA and DVSA receive vehicle registration numbers only, which are not personal data in our hands, and act as independent controllers of their own records.

A4. Security measures

Encryption in transit (TLS) for every connection; passwords stored as salted hashes and never readable; two-factor authentication available to every login; authenticator secrets and tracking-provider credentials encrypted at rest; session tokens stored as hashes; role-based access with each business's data isolated from every other; rate limits and lock-outs against brute force; an audit trail of team and plan changes; regular backups kept up to 30 days on the same protected infrastructure; a hardened server with a firewall, intrusion blocking and security updates; and no access to Customer data by Azury staff except for support the Customer has asked for or to keep the service running.

A5. International transfers

Azury stores and processes the Customer's data in the United Kingdom and does not transfer it outside the UK. The map tile servers in A3 may be in the European Union; only the viewer's browser request reaches them.

A6. The Customer's obligations

The Customer is responsible for the lawfulness of the data it stores and of its instructions, for telling its drivers and staff what is recorded about them (including vehicle tracking), for choosing who has a login and what they can see, and for keeping its logins secure.

A7. Deletion

The account owner can delete the whole account at any time from Settings, which deletes every record, document and photo at once. When the agreement ends in any other way the data is deleted within 30 days of the end date. Backups rotate out within a further 30 days. Azury keeps only what the law requires it to keep, such as invoicing records, which do not include fleet content.

Contact

Azury Digital & Tech Solutions Ltd, 23a The Precinct, London Road, Waterlooville PO7 7DT, United Kingdom. Questions about these terms: info@vehrano.co.uk. Help with the app: support@vehrano.co.uk. Invoices and payments: billing@vehrano.co.uk.