Terms and Conditions

Vanoly is a commercial van hire provider. VanolyCloud is our customer portal — it lets you manage your hire, view and pay invoices, track mileage usage, upload documents, manage your team and drivers (business accounts), report repairs and breakdowns, and communicate with us.

To create an account you must be at least 18 years old and able to form a legally binding contract. Business accounts must be registered by someone authorised to act on behalf of that business.

You must provide accurate, current, and complete information when you register, and keep it up to date. After signing up, you will need to upload identification and a recent utility bill — we will not approve your account, and you will not be eligible to hire a vehicle, until we have verified these.

We may decline to open an account, or suspend or close an existing one, at our discretion — for example where information provided is inaccurate, where we're unable to verify your identity, or where verification does not meet the requirements of our insurers.

You're responsible for keeping your password confidential and for all activity that happens under your login. Tell us immediately if you suspect your account has been accessed without your permission. A business account holder is responsible for any Staff or Driver logins they create under their account, including for making sure those logins are removed or deactivated when no longer appropriate.

Invoices for your hire are issued and shown in the portal. Depending on how payment is currently set up for your account, you may be able to pay by GoCardless (Direct Debit or a one-off online payment) or by bank transfer using the details and reference shown when you pay. Where GoCardless is used, payment processing is also subject to GoCardless's own terms.

The amounts due, payment schedule, and any late payment charges are set out in your Van Hire Agreement (see Section 6) — these Terms don't change or override that.

You agree not to, and not to attempt to:

• Use VanolyCloud for any unlawful purpose, or in a way that breaches these Terms
• Access, or attempt to access, any account other than your own
• Interfere with or disrupt the operation of the portal, or attempt to bypass its security
• Copy, scrape, or extract data from the portal other than your own account information
• Upload anything unlawful, fraudulent, or that infringes someone else's rights

We may suspend or terminate your access to VanolyCloud if we reasonably believe you have breached this section.

These Terms govern your use of the VanolyCloud portal itself. Hiring a vehicle from Vanoly is a separate contract — your Van Hire Agreement — which you sign (electronically, through the portal) at the point of hire, and which sets out the terms specific to that hire: payment schedule and late payment charges, the security deposit, insurance, responsibility for damage, fines and tolls, breakdown and maintenance, mileage limits, and termination of the hire itself.

If anything in these Terms conflicts with your Van Hire Agreement on a matter relating to your hire, your Van Hire Agreement takes priority. Closing your VanolyCloud account does not end an active Van Hire Agreement, and ending a Van Hire Agreement does not by itself close your VanolyCloud account.

Some features of VanolyCloud rely on third-party providers acting on our behalf — including payment processing (GoCardless), vehicle tracking (where telematics is enabled on your account), and DVLA vehicle/licence checks. We're not responsible for outages or errors caused by these third parties, but we'll do what we reasonably can to help resolve any issue they cause.

We aim to keep VanolyCloud available, but we don't guarantee uninterrupted or error-free access — the portal may be unavailable at times for maintenance, updates, or reasons outside our control. We may add, change, or remove features of the portal at any time.

VanolyCloud, its design, and its content (excluding your own data) belong to Vanoly Ltd or our licensors. You may not copy, reproduce, or create derivative works from any part of the portal except as needed for your own normal use of it.

We'll take reasonable care to keep VanolyCloud accurate and working properly, but to the extent permitted by law, we're not liable for any indirect or consequential loss arising from your use of the portal (for example, loss of profit or loss of data), except where such liability can't be excluded by law. Nothing in these Terms limits our liability for death or personal injury caused by our negligence, for fraud, or for anything else the law doesn't allow us to limit.

Liability arising from your actual vehicle hire — damage, fines, insurance, and so on — is dealt with under your Van Hire Agreement, not these Terms.

We handle your personal data in accordance with UK GDPR and the Data Protection Act 2018 — see our Privacy Notice for details of what we collect, why, and your rights, and our Data Protection Complaints Procedure if you're unhappy with how we've handled your data.

You can ask us to close your VanolyCloud account at any time by contacting us using the details in Section 1, provided you have no active Van Hire Agreement or outstanding balance. We may suspend or close your account where these Terms have been breached, where required by law, or where your Van Hire Agreement has ended and there's no ongoing reason to keep the account open.

We may update these Terms from time to time, for example to reflect changes to VanolyCloud or to the law. Where a change is material, we'll take reasonable steps to let you know. Continuing to use VanolyCloud after a change takes effect means you accept the updated Terms.

These Terms are governed by the laws of England and Wales, and any dispute arising from them is subject to the exclusive jurisdiction of the courts of England and Wales.

If you have any questions about these Terms, please contact us using the details in Section 1.