1. Parties and contract information
These Terms are between MV TECHNOLOGY SYSTEMS LTD trading as MV Workshop ("MV", "we", "us" or "our") and the business or organisation identified during registration or in an Order Form (the "Customer"). The Customer confirms that it is acquiring the Platform wholly or mainly for the purposes of its trade, business, craft or profession and that the person accepting these Terms has authority to bind it.
The company details shown in the Legal Centre form part of these Terms. The public ICO registration number will be added once the current registration is confirmed.
2. Definitions
"Authorised User" means a director, owner, workshop administrator, office user, head mechanic, mechanic, operator customer user, contractor or adviser whom the Customer permits to access the Platform.
"Customer Data" means information, documents, photographs, signatures, vehicle and trailer records, inspection records, job cards, labour and parts records, invoices, customer details and other content submitted to or generated within the Platform for the Customer.
"DPA" means the MV Workshop Data Processing Agreement incorporated into the Contract.
"Order Form" means the online order summary, quotation, proposal or service schedule identifying plan, fees and term.
"Platform" means the MV Workshop web application, PWA, dashboards, inspection workflow, planner, job-card, invoicing and integration features made available by MV.
"Subscription Term" means the billing period selected at registration or stated in an Order Form.
3. Contract formation and order of precedence
The Contract starts when MV accepts the Customer order, activates the Customer account, or both parties sign an Order Form, whichever occurs first. The Customer accepts these Terms and the DPA by completing registration using the required unticked acceptance boxes or by signing an Order Form that incorporates them. If documents conflict, the order of precedence is: signed Order Form; DPA for data-protection matters; these Terms; Acceptable Use Policy; Documentation.
4. Platform licence and scope
Subject to payment and compliance with the Contract, MV grants the Customer a limited, non-exclusive and non-transferable right during the Subscription Term to allow its Authorised Users to use the Platform for the Customer's commercial-vehicle workshop, maintenance, inspection, scheduling, record-keeping and related administration.
MV may maintain, improve or replace features provided this does not materially remove the core service purchased. New modules or material additional functionality may be charged separately. Features labelled beta, pilot, preview or coming soon may change and should not be relied upon as production features until MV confirms release.
The Platform supports workshop administration and evidence management. It does not replace competent inspection, professional judgement, statutory duties, manufacturer instructions, DVSA guidance, Operator Licence responsibilities, accounting advice, tax advice or the Customer's own safety and quality controls. No generated PMI, reminder, status, job card, invoice, integration or dashboard guarantees roadworthiness, legal compliance, audit success or the avoidance of enforcement action. Responsibility for a vehicle's roadworthiness remains with the operator and relevant duty holders.
5. Customer responsibilities
The Customer must provide accurate, complete and current business, customer, vehicle, trailer, maintenance, user, pricing and billing information. It must ensure inspection frequencies, availability rules, weekend-only settings, reminders, MOT/tachograph dates, brake-test arrangements and other configuration match the real maintenance arrangement.
The Customer must appoint competent people to inspect, rectify, review and sign off work; use role permissions appropriately; remove leavers promptly; protect account credentials and devices; and maintain contingency arrangements for safety-critical activity if the Platform is unavailable.
The Customer is responsible for determining whether work, inspections, repairs and supporting evidence are sufficient before releasing a vehicle or record. The Customer must retain original or authoritative records where law, regulators, insurers, contracts or manufacturers require them.
The Customer is responsible for ensuring that information about its operator customers, staff, mechanics, drivers and other individuals is collected and shared lawfully and that appropriate privacy information is provided.
6. Accounts and access control
Accounts are personal and must not be shared. The Customer controls appointment and removal of workshop-scoped users and assigns appropriate roles. Customer administrators act with the Customer's authority. MV may require multi-factor authentication for privileged or high-risk roles. The Customer is responsible for devices, networks, passwords and access methods under its control.
7. Plans, fees, trial and payment
Public monthly plans are displayed at registration. Unless an Order Form states otherwise, subscriptions are monthly rolling and may be cancelled before the next renewal. A 14-day trial may be offered to new customers. Trial eligibility may be limited to one trial per business or related group.
Package limits apply primarily to active mechanic accounts. Workshop Owner, Office/Admin and Head Mechanic access is included on a fair-use basis unless an Order Form states otherwise. Operator customers, vehicles, trailers and inspections are not charged per record on the standard plans unless MV publishes a different limit before the order is accepted.
Fees are exclusive of VAT unless expressly stated otherwise. VAT is added where legally applicable. MV may change renewal fees by giving at least 30 days' notice before the next renewal. The Customer may prevent renewal by cancelling before the new price takes effect.
No card payment is taken by the current pilot build unless a payment provider is explicitly shown at checkout. Where invoicing is used, the due date is stated on the invoice or Order Form. MV may suspend access after reasonable notice where undisputed sums remain overdue.
8. Customer Data and ownership
As between the parties, the Customer retains ownership of Customer Data. The Customer grants MV and authorised subprocessors the rights necessary to host, copy, transmit, back up, display, transform and otherwise process Customer Data solely to provide, secure and support the Platform, comply with law and exercise rights under the Contract.
MV will not sell Customer Data or use it for unrelated advertising. Aggregated or irreversibly anonymised information may be used to operate, secure and improve the service where it cannot reasonably identify the Customer or an individual.
9. Data protection
For Customer Data, the Customer normally acts as controller and MV acts as processor. The DPA forms part of the Contract. MV may act as an independent controller for its own account administration, billing, security, fraud-prevention, support, legal and business records as explained in the MV Workshop Privacy Notice.
10. Confidentiality
Each party must keep the other's confidential information secure and use it only for the Contract. Confidential information may be disclosed to personnel, professional advisers and suppliers who need it and are bound by confidentiality, or where disclosure is required by law, a regulator or court.
11. Intellectual property and branding
MV and its licensors own the Platform, software, structure, generic templates, methods, Documentation, MV branding and related intellectual-property rights. Customer-specific data and the Customer's uploaded branding remain the Customer's property. The Customer grants MV a limited licence to display its logo and branding only to provide the Platform and customer-facing documents requested by the Customer.
Downloaded or generated templates are for the Customer's internal business use and its own customer service unless an Order Form grants broader rights. They may not be resold, sublicensed as a competing software product or used to reverse engineer the Platform.
12. Invoicing, VAT and accounting features
If the Customer enables invoicing, it remains responsible for checking legal identity, VAT registration, tax treatment, invoice numbering, labour rates, parts prices, payment terms, purchase-order requirements and all accounting outputs before issue. Sage/CSV exports are administrative aids and must be checked against the Customer's accounting system. MV does not provide tax or accounting advice.
13. Third-party services and integrations
The Platform depends on hosting, database, authentication, storage and other suppliers listed in the Subprocessor Register. MV will use reasonable care in selecting suppliers but is not responsible for a third-party service outside its reasonable control.
Where both the maintenance provider and operator use compatible MV products, MV-to-MV integration may be included without an additional API charge. Availability depends on both accounts, matching identifiers, permissions and technical configuration. External third-party integrations may be separately priced and governed by third-party terms.
14. Availability, maintenance and backups
MV will use reasonable skill and care to provide the Platform but does not promise uninterrupted, error-free or permanently available service. Planned or emergency maintenance may temporarily affect access. The Customer must maintain practical contingency arrangements for safety-critical workshop activity.
Backup and recovery arrangements depend on the production plan and suppliers identified in the current security documentation. A backup is not an archive and does not replace the Customer's own statutory retention duties.
15. Suspension
MV may suspend all or part of the Platform where reasonably necessary to address a security risk, suspected unlawful processing, serious misuse, material breach, non-payment, excessive technical harm or legal requirement. Where lawful and practicable, MV will explain the reason and allow a reasonable opportunity to remedy it.
16. Termination and data exit
Unless an Order Form states otherwise, a monthly subscription renews monthly until cancelled. Either party may terminate for material breach not remedied within 30 days after written notice, or immediately for an irremediable serious security, illegality or insolvency event.
On termination, access ends. Subject to payment and lawful restrictions, the Customer may export available Customer Data during a 30-day exit window. After that window MV may delete or anonymise live Customer Data in accordance with the DPA and retention schedule. Protected backups may remain until the next scheduled deletion cycle and will remain beyond ordinary use.
17. Warranties and disclaimers
Each party warrants it has authority to enter into the Contract. MV warrants it will provide the Platform with reasonable skill and care. The Customer is responsible for reviewing generated inspection records, maintenance schedules, reminders, invoices and other outputs before operational, legal or financial reliance. Dates and records are only as reliable as the data entered and configuration selected.
18. Liability
Nothing in the Contract limits or excludes liability where it cannot lawfully be limited or excluded, including death or personal injury caused by negligence and fraud or fraudulent misrepresentation.
Subject to that, neither party is liable for indirect or consequential loss, or for loss of profit, revenue, anticipated savings, goodwill, reputation or business opportunity. Subject to liabilities that cannot be limited, MV's total aggregate liability arising from the Contract in any rolling 12-month period will not exceed the higher of £5,000 or the fees paid or payable by the Customer for the Platform in the 12 months before the event giving rise to liability. This cap should be reviewed against final insurance and legal advice before commercial launch.
MV is not liable for regulatory, licensing, safety, accounting or operational consequences caused by inaccurate or late Customer Data, ignored alerts, unauthorised configuration, incorrect inspection or sign-off decisions, Customer systems, third-party conduct, or failure to operate required controls.
19. Changes to terms
MV may update these Terms for legal, security, supplier or service reasons. Material changes affecting an existing subscription will be notified reasonably in advance where practicable. Where a change materially alters the bargain, MV may require renewed acceptance or give the Customer an opportunity to cancel before it takes effect.
20. General
Neither party may assign the Contract without the other's consent, except that MV may assign it as part of a genuine business reorganisation or sale. Failure to enforce a right is not a waiver. If a provision is unenforceable, the remainder continues. No person other than the parties has rights under the Contract unless expressly stated.
21. Governing law and jurisdiction
The Contract is governed by the law of England and Wales and the courts of England and Wales have exclusive jurisdiction, subject to any mandatory rule that applies otherwise.