These terms govern your use of Operator Vault, a compliance record-keeping platform for UK Goods Vehicle and PSV operators. They include, by reference, the Data Processing Agreement set out separately and the AI disclaimer in Section 7 — accepting these terms also accepts both.
1. The service
Operator Vault provides tools to record, schedule and evidence operator licence compliance: vehicles, trailers, drivers, inspections, defects, driver hours, training and operator-level records.
Operator Vault is a record-keeping tool. It does not provide legal advice and does not replace your duties as an O-licence holder, or those of your nominated Transport Manager.
2. Your responsibilities
You are responsible for the accuracy, completeness and timeliness of the records you enter, and for keeping account credentials secure.
You must ensure that anyone you invite to your account has an appropriate role and only accesses records they need.
You remain responsible for meeting DVSA, Traffic Commissioner and any other statutory requirements, including retention periods that apply to your records.
3. Data protection and the Data Processing Agreement
Where Operator Vault processes personal data about your drivers, staff or contacts, we act as processor and you act as controller. Those terms are set out in the Data Processing Agreement, which forms part of these terms.
Our handling of your own account data as controller is described in the Privacy Policy.
4. Availability and support
We aim to keep the service available at all times but do not guarantee uninterrupted access. Planned maintenance will be notified where practical.
Deleted records are held in the recycle bin until an authorised user chooses to permanently remove them.
5. Fees, suspension and termination
Charges, where applicable, are set out in your plan. You may close your account at any time; we may suspend an account for non-payment or misuse.
On termination you can export your compliance records. After the export window closes, data is deleted in line with the Privacy Policy.
6. Liability
Nothing in these terms limits liability that cannot be limited by law. Otherwise, our liability is limited to the fees paid in the twelve months before the relevant claim.
We are not liable for enforcement action, prohibitions or penalties arising from records you did not enter, or entered incorrectly.
7. AI disclaimer
Operator Vault uses AI-assisted features to classify, extract and summarise documents and compliance records. These tools are designed to save time, not to replace your judgement or your statutory responsibilities.
AI does not give legal advice, determine compliance status, or guarantee that a document is genuine or complete. It may misread dates, miss fields, or misclassify a document. You must always check extracted information against the original document and your own knowledge.
You remain responsible for the accuracy and completeness of the records you keep. Operator Vault's compliance score and reminders are based on the data you or your staff enter or confirm, including any AI-suggested values.
Documents and data you upload are processed by AI sub-processors under the Data Processing Agreement. We only process the documents and data you choose to upload or generate within the service.
If you spot an incorrect extraction or classification, you can edit or delete the record. Your feedback helps improve the service.
8. Changes to these terms
These terms are versioned. The current version is 2026-08-29. When we make material changes we publish a new version and ask you to accept it; your acceptance history is kept as a permanent audit trail visible in Settings.
9. Governing law
These terms are governed by the laws of England and Wales, and the courts of England and Wales have exclusive jurisdiction.