Version 2.0 — effective 19 August 2026
These Terms and Conditions (the Terms) govern access to and use of Auto eDocs. They form a legally binding agreement between Auto eDocs Ltd and the business subscribing to the Service.
Auto eDocs Ltd (Auto eDocs, we, us or our) is a company registered in England and Wales under company number 12242357. Our registered office is 13 Brambles Close, Ash, Aldershot, England, GU12 6NY. You can contact us at sales@autoedocs.com or, for support matters, support@autoedocs.com.
These Terms apply only where the Service is acquired for business purposes. The person accepting these Terms confirms that they have authority to bind the relevant dealership, dealer group or other business (Customer, you or your).
These Terms apply together with the subscription or package details shown when you order, any written order form, and any applicable integration-specific or data-processing agreement. If those documents conflict, a signed order form or specific written agreement takes priority for the subject it addresses, followed by these Terms.
The agreement begins when the Customer accepts these Terms during registration, signs an order form, or first uses the Service, whichever happens first. Account information must be accurate and kept up to date.
The Customer may permit only its Authorised Users to use the Service. Login details are personal to each Authorised User and must not be shared. The Customer is responsible for managing access promptly when a user's role changes or their employment or engagement ends.
We may update or improve the Service during the Subscription, provided that we do not materially reduce the core functionality purchased by the Customer without giving reasonable notice.
The Customer must:
The Customer must not:
Auto eDocs supports Deal File management and compliance evidence, but it is not a law firm, compliance consultancy or regulator. The Service and any automated or AI-assisted feature do not constitute legal, regulatory or financial advice and do not guarantee that a Customer has met every applicable obligation.
The Customer must pay the Fees for its selected package. Fees may include a recurring subscription charge and usage charges, including charges for Deal Files created beyond an included allowance where applicable. Applicable Fees are presented before purchase or stated in the Customer's order. Fees are exclusive of VAT unless expressly stated otherwise.
Subscriptions renew automatically for successive billing periods unless cancelled in accordance with section 7. We may collect Fees using the payment method registered with our payment provider. The Customer authorises us and that provider to take recurring and properly incurred usage payments.
Fees already paid are non-refundable except where these Terms expressly provide otherwise or the law requires a refund. Deleting a Deal File does not reverse a usage charge already incurred. We may charge reasonable interest and recovery costs on overdue sums as permitted by law.
We use selected service providers where reasonably necessary to provide, secure and administer the Service. This may involve limited Personal Data such as an account administrator's name, business email address, company name, subscription identifier and billing status.
Stripe provides our payment-processing and subscription-billing services. Payment-card information is entered by the Customer directly into Stripe's systems. Auto eDocs does not receive or store the full payment-card number or card security code. Stripe may provide us with transaction and subscription status, invoices, payment-method type and limited payment metadata needed to administer the Subscription. Stripe processes Personal Data under its own terms, privacy information and regulatory responsibilities, and may involve banks, card networks and other financial-service providers in completing a transaction.
We do not sell Customer Personal Data. We disclose Personal Data only where reasonably necessary to provide or secure the Service, act on the Customer's instructions, establish or defend legal rights, comply with law, or with the Customer's separate agreement.
The Customer may cancel its Subscription through an available account function or by written notice to us. Unless we agree otherwise, cancellation takes effect at the end of the billing period in which it is requested. The Customer remains responsible for all Fees and usage charges incurred up to that effective cancellation date.
From the effective cancellation date, the Customer's data will remain accessible in read-only format for 60 days. During that period, the Customer may review its data and request or complete an available export. The Customer is responsible for securing any exported copy and checking that it has retained the records it is legally required to keep.
At the end of the 60-day read-only period, we will disable access and delete or irreversibly anonymise Customer Data from active systems, unless retention is required by law or agreed in writing. Encrypted backup copies may remain until overwritten through our normal backup cycle; while retained, they will remain protected and will not be used for any other purpose. If a backup is restored for disaster recovery, the deletion process will be reapplied.
Either party may terminate the agreement immediately by written notice if the other commits a material breach that cannot be remedied, or fails to remedy a remediable material breach within 30 days after written notice. We may also terminate immediately if the Customer becomes insolvent, uses the Service unlawfully, or fails to pay an undisputed overdue amount after reasonable notice.
We will provide the Service with reasonable skill and care and will use commercially reasonable measures to maintain its availability and security. Planned maintenance, emergency maintenance, internet or telecommunications failures, Customer systems and third-party services may affect availability.
Any response or resolution times stated in an order form or separately agreed service-level document are service targets. A service credit or refund applies only where the relevant document expressly states one and describes how it is calculated. Service credits are the Customer's sole financial remedy for the availability failure to which they relate.
We will maintain appropriate technical and organisational measures designed to protect Customer Data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure of, or access. Measures will take account of the state of the art, implementation costs, the nature, scope, context and purposes of processing, and the likelihood and severity of risks to individuals.
No online service can be guaranteed completely secure. The Customer must notify us promptly at support@autoedocs.com if it suspects compromised credentials, unauthorised access or a security incident affecting the Service.
As between the parties, the Customer and its licensors retain all rights, title and interest in Customer Data. The Customer grants Auto eDocs a non-exclusive, worldwide, royalty-free licence during the agreement to host, copy, transmit, display and otherwise process Customer Data only as needed to provide, operate, support and secure the Service, comply with the Customer's documented instructions, and meet legal obligations.
Auto eDocs and its licensors retain all rights, title and interest in the Service, software, source code, database structures, workflows, designs, Documentation, trade marks, know-how, improvements and all related intellectual property. Except for the limited right to use the Service during the Subscription, no Auto eDocs intellectual-property rights are transferred to the Customer.
We may create and use statistics derived from operation of the Service only where they do not identify the Customer, an Authorised User or any other individual. If the Customer provides suggestions or feedback, we may use them without restriction or payment, but we will not identify the Customer publicly without permission.
Each party must keep the other party's confidential information secure and use it only to perform or exercise rights under the agreement. Confidential information may be disclosed only to personnel, professional advisers and approved service providers who need it and are bound by confidentiality obligations, or where disclosure is required by law.
Confidential information does not include information that is lawfully public, was already lawfully known without restriction, is received lawfully from a third party without a duty of confidence, or is independently developed without using the other party's confidential information. These obligations continue after termination.
For Personal Data contained in Customer Data, the Customer is normally the Controller and Auto eDocs is the Processor. The Customer determines why the data is processed, whose data is included and how long the dealership must retain its records.
Auto eDocs acts as a Controller for limited Personal Data it processes for its own legitimate purposes, including account administration, billing, fraud prevention, security monitoring, service communications, legal compliance and management of its customer relationship. Our Privacy Notice applies to that processing.
Each party must comply with the obligations that Applicable Data Protection Law places on it. The Customer's documented instructions comprise these Terms, use and configuration of the Service by Authorised Users, and any additional lawful written instructions agreed by the parties.
When Auto eDocs processes Personal Data on the Customer's behalf, we will:
The Customer gives general written authorisation for us to appoint sub-processors where reasonably required to provide the Service. We will impose data-protection obligations on each sub-processor that provide substantially equivalent protection for Customer Personal Data, and we remain responsible for the sub-processor's performance of those obligations.
We will provide the Customer with a current list of relevant sub-processors on request. Where reasonably practicable, we will give advance notice of a material new sub-processor so the Customer may raise a reasonable, documented objection based on data-protection risk. The parties will work in good faith to resolve the objection. If no reasonable solution is available, either party may terminate only the affected Service on written notice.
We will not initiate a restricted transfer of Customer Personal Data outside the UK unless the transfer is permitted by Applicable Data Protection Law, including through applicable adequacy regulations, the UK International Data Transfer Agreement or UK Addendum, or another lawful safeguard. We will carry out and document any assessment required of us.
On reasonable written request, we will provide information necessary to demonstrate compliance with our Processor obligations, including relevant policies, summaries or independent assurance reports where available.
If that information is not reasonably sufficient, the Customer may conduct an audit itself or through an independent auditor bound by confidentiality. Except following a Personal Data Breach, a regulator's request or evidence of material non-compliance, an audit may occur no more than once in any 12-month period and requires at least 30 days' notice. Audits must take place during normal business hours, avoid unreasonable disruption, protect other customers' information and comply with our security requirements. The Customer bears its audit costs unless the audit establishes our material breach.
The Customer may choose to connect the Service with third-party products or data providers. Third-party services are controlled by their providers and may be subject to separate terms, availability, permissions and privacy information. We are not responsible for a third-party service, but this does not limit our responsibility for our own integration code or our obligations when processing Customer Data received through an integration.
Separate written terms may apply to specific partner arrangements, including Automotive Compliance arrangements. Those specific terms take priority to the extent they address the relevant relationship or data flow differently.
We warrant that the Service will materially conform to its Documentation and that we will provide it with reasonable skill and care. If the Customer reports a material non-conformity, we will use reasonable efforts to correct it or provide a reasonable workaround. If we cannot do so within a reasonable period, the Customer may terminate the materially affected Service and receive a pro-rata refund of prepaid Fees for the unused period.
Subject to that express warranty and to the fullest extent permitted by law, the Service is provided without other express or implied warranties. We do not warrant that it will be uninterrupted or error-free, that every third-party integration will remain available, or that use of the Service alone will ensure legal or regulatory compliance.
Nothing in these Terms excludes or limits either party's liability for:
Subject to the paragraph above, neither party is liable for indirect or consequential loss, or for loss of profit, revenue, anticipated savings, goodwill or business opportunity, whether direct or indirect, arising from the agreement.
Subject to the paragraphs above, each party's total aggregate liability arising out of or in connection with events occurring in any 12-month period beginning on the agreement start date or an anniversary of it will not exceed the total Fees paid or payable by the Customer for the Service during that period. Each party must take reasonable steps to mitigate losses it suffers.
We are not liable to the extent a loss is caused by the Customer's unlawful instruction, inaccurate Customer Data, failure to manage access or follow reasonable security guidance, unauthorised modification, or a third-party service outside our reasonable control.
The Customer will indemnify Auto eDocs against a third-party claim, and the reasonable costs finally awarded or agreed in settlement, to the extent the claim results from Customer Data infringing that third party's intellectual-property or privacy rights, or from an unlawful processing instruction given by the Customer. This indemnity does not apply to the extent the claim was caused by our breach, negligence or use of Customer Data outside the Customer's lawful instructions. We must give prompt notice of the claim and reasonable control of its defence to the Customer, while being permitted to participate.
We may suspend affected access where reasonably necessary to protect the Service or Customer Data, investigate a credible security threat, prevent unlawful use, comply with law, or address an undisputed overdue payment. Where lawful and practicable, we will give advance notice, limit the suspension to what is necessary and restore access promptly after the issue is resolved. Suspension does not remove Fees already incurred.
We may change these Terms to reflect changes in law, security, technology, the Service or our business. We will give at least 30 days' notice of a material change by email, an in-Service notice or both, unless an urgent legal or security reason requires a shorter period. The notice will state when the change takes effect.
If a material change substantially disadvantages the Customer, it may cancel before that change takes effect by notifying us in writing. Continued use after the effective date constitutes acceptance. We may require express acceptance where the nature of the change makes that appropriate.
The agreement and any non-contractual dispute or claim arising from it are governed by the laws of England and Wales. The courts of England and Wales have exclusive jurisdiction, although either party may seek urgent injunctive relief in any court with jurisdiction where necessary to protect confidential information, Personal Data or intellectual property.
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