Who operates the service

My Service Record is operated by Jamie Mawhinney, a UK sole trader trading as My Service Record, at 76 Leyburn Road, Darlington, DL1 2ET. Email support@myservicerecord.co.uk; website https://www.myservicerecord.co.uk. These terms cover the website and service when made available. Availability may be affected by maintenance. Paid buyer services require separate activation and any applicable terms and prices before purchase.

The service and who uses it

My Service Record links participating-garage service entries, vehicle/MOT information and ownership workflows to vehicles. Garages use business accounts and subscriptions; staff use permissions granted by their garage. Vehicle owners use customer accounts. Customer accounts, including multiple vehicles, are free of charge. A garage subscription is for business use; a consumer using owner-facing services retains applicable consumer rights. Describing a user as a garage does not remove rights that apply when they act as a consumer.

Available features depend on the selected plan, permissions, configuration and whether a relevant integration is enabled. We do not promise that all historic work is recorded, that missing records can be reconstructed, or that a registered vehicle belongs to the person making a request. Buyer services remain subject to separate activation and any price and terms shown before an expressly authorised purchase; these terms introduce no buyer charge.

Garage registration and staff responsibilities

Provide accurate garage, account-owner and contact details, complete required email verification, and register only with authority to act for the garage. Keep credentials confidential and manage staff permissions appropriately. Do not share individual credentials or use another person's account. Notify us of compromise or lost authority promptly. Essential permits the owner only; Pro permits the owner plus up to four staff; Business has no plan-based staff cap. Invited or inactive memberships may occupy a Pro staff slot until appropriately managed. Plan limits do not grant powers beyond the person's assigned permissions.

Garages must have authority and an appropriate basis to submit personal information, send invitations and use messaging tools. Supply information needed for the service and avoid unrelated personal/sensitive content. A reminder-consent checkbox is not a substitute for obtaining and recording valid permission where required. The garage’s own servicing contract and privacy obligations remain separate from this platform’s operation.

Garage-owner registration and first staff-invitation activation require affirmative Terms acceptance, with a version/time receipt tied to the account. The Privacy Policy link is separate and creates no blanket privacy or marketing consent.

Owner accounts and vehicle access

Use ownership invitations and verification processes honestly. You must not claim a vehicle without authority, access someone else’s account, or use registration lookups to identify or monitor individuals. An in-service ownership verification records completion of our checks; it is not conclusive proof of legal title, keeper status or identity. Tell us about a mistaken or disputed link. Vehicle-history access can change when ownership changes, while service-history facts may remain attached to the vehicle. Previous-owner identities are masked in the ownership timeline, and other users’ access is limited by their roles. See the Privacy Policy for details.

New customer registration through an ownership invitation requires affirmative Terms acceptance. Existing accounts are not retrospectively marked accepted. Additional vehicle claims do not fabricate a registration acceptance. An authenticated acceptance page lets an existing account record a fresh decision, without blocking cancellation, rights, support or essential security access. Material-change notices and any future access condition must respect applicable law.

Reminders and historical imports

Launch messaging is limited to factual service reminders, MOT reminders and essential operational/account communications. Promotional garage messaging, offers, advertising and customer-retention campaigns are unavailable. Do not use reminder tools or imported/shared records to send promotions, solicit bookings or infer marketing permission. Garages must provide accurate reminder instructions and respect requests to stop optional reminders; Terms acceptance is not marketing consent. A future marketing release will require separate permission, opt-out, suppression and unsubscribe safeguards before it can be enabled.

For assisted historical imports, the garage instructs My Service Record to process its submitted files for that garage. Submission is not confirmation of import: eligible rows are reviewed and explicitly confirmed for the target garage. The private import handling is processor activity under applicable processing terms. My Service Record separately acts as controller for admitted eligible service-history records under its shared-history retention, correction and access rules. The garage remains responsible for lawful collection/submission and accuracy; My Service Record retains responsibility for its own platform processing.

Garage-instructed import processing

For private import handling, the garage is controller and My Service Record is processor. The subject matter is conversion and review of the garage-submitted historical vehicle/service records for that garage, for the requested import/support period. Data may include customer/staff names and contacts, vehicle identifiers, ownership links and service/work/invoice details relating to garage customers, previous owners and staff. Do not supply unrelated sensitive or criminal-offence data. The garage determines lawful collection and documented instructions, including the target garage and authorised rows; source-file handling does not authorise unrelated reuse.

My Service Record will process these source materials only on documented garage instructions, including transfer instructions, unless applicable law requires otherwise; where permitted it will inform the garage of that requirement. Personnel must be bound by confidentiality. My Service Record will maintain appropriate technical and organisational security, assist the garage with applicable rights requests, breach response, security assessments and DPIA duties, notify the garage without undue delay after becoming aware of a personal-data breach, and provide information and proportionate audit cooperation needed to demonstrate these processing obligations. It will inform the garage if an instruction appears to infringe applicable data-protection law.

The garage gives general written authorisation for the following subprocessors necessary for private import handling and protected backup: one.com Cloud Server M for hosting; Google Workspace for operational email and encrypted Workspace Drive backups, with Wix as the Workspace subscription administrator. Their service subprocessor arrangements are published at https://www.one.com/en-gb/legal/dpa/ and https://workspace.google.com/terms/subprocessors.html. My Service Record must impose equivalent required data-protection obligations, notify the garage before adding or replacing a subprocessor for its instructed processing, and provide a reasonable opportunity to object on data-protection grounds before that change is used. Contact support to raise an objection or request relevant safeguards. Transfers must comply with applicable UK data-protection requirements; this authorisation is not an unrestricted waiver. Stripe payment processing, supplier-held vehicle-data retrieval and MSR's independently determined shared-history purposes are separate activities described in the Privacy Policy. At the end of instructed source-file processing, My Service Record will return or delete source personal data as instructed, subject to a documented legal retention requirement and protected backup handling. Older restricted encrypted backups remain preserved in the previous personal Drive account; Workspace terms do not retrospectively cover that account. Source-file processing does not transfer responsibility for MSR's separate controller activity back to the garage.

Service records, amendments and verification

Garages are responsible for the accuracy and authority of entries they submit, including dates, mileage and work descriptions. Record only work actually supported by your records. Do not falsify entries or overwrite another garage’s history. The software preserves provenance and provides a correction-review process; use that process or contact support when an entry is wrong. Approved amendments retain an audit trail rather than silently erasing previous versions. Administrator approval of a correction is not a guarantee that a vehicle or every historic entry has been independently inspected.

Certificates and vehicle/buyer reports describe information held by the service at the time. Missing entries do not prove that servicing did not occur. Records are not a warranty of mileage, mechanical condition, roadworthiness, ownership or future performance. Use an appropriate inspection and independent checks when buying or maintaining a vehicle. These limits do not excuse our failure to exercise legally required care and skill.

Vehicle and MOT information

Third-party vehicle and MOT information may be incomplete, delayed, unavailable or incorrect. A lookup is not a vehicle inspection and an MOT record is not a guarantee of present safety or future reliability. Check important information against appropriate original/official sources and tell us about discrepancies. Integration availability depends on the provider and our enabled service. We do not promise constant updates or automatic correction of every provider error. Nothing here removes liability or a statutory remedy that cannot lawfully be excluded.

Garage plans, trial and monthly billing

Garage plans are Essential £19.99, Pro £29.99 and Business £39.99 per month. These are the stated monthly totals, with applicable tax included in the displayed total. There is no setup fee or per-vehicle platform charge in these plans. Customer accounts with multiple vehicles are free. Features depend on the current plan comparison, permissions and enabled integrations.

Eligible first garage subscriptions receive a full 14-day free trial with £0 collected initially. Eligibility checks prevent repeat trials; cancelling or reactivating does not create a new trial entitlement. Monthly billing follows the trial at the selected plan's price unless cancelled before it becomes due. Stripe handles payment and subscriptions renew monthly until cancelled. Before confirmation, the selected total, trial expiry, first payment date/amount, monthly renewal and cancellation route must be shown. Any available plan change must disclose its amount, proration and effective date before agreement.

Self-service switches for an existing subscription are unavailable at launch while an exact amount/effective-date confirmation flow is held. Contact support about an existing plan; cancellation remains available. No plan change or new charge is authorised merely by accepting these Terms.

Cancellation, account closure and refunds

Garage owners can request cancellation in the billing portal; contact support promptly if it is unavailable. End-of-period cancellation normally preserves access for the remaining trial or paid period. Check the effective date shown for your subscription and retain confirmation. Cancellation during a trial must take effect before the first renewal charge to prevent it. Entitlement depends on the resulting subscription and account status. Removing or suspending an application account does not itself cancel a Stripe subscription; contact us if billing must also stop.

We do not add a blanket no-refunds rule. Statutory remedies, billing corrections and any other rights that apply remain available. A business garage subscription is not automatically subject to consumer distance-contract cancellation rights. Where a consumer distance contract carries a statutory cancellation right, that right applies, including any applicable 14-day cancellation period and required refund. This is distinct from a commercial free trial. We will not rely on automatic loss of a consumer cancellation right merely because access or a digital report began; any legally required prior request, consent and acknowledgement would need to be obtained separately. No such new consumer-purchase or waiver flow is introduced here.

Acceptable use and information rights

Do not attempt unauthorised access, exploit vulnerabilities, evade permission or payment restrictions, scrape personal records, misuse lookup tools, introduce malicious files, send unlawful communications or submit misleading/infringing material. Use the service only for lawful vehicle/service and account purposes for which you are authorised. Do not sell or distribute another person’s private information obtained through the platform.

The software, design and branding belong to their respective rights holders. You retain any rights you have in material you submit. We use submitted information to provide the service, maintain vehicle history, support authorised access, administer corrections and operate necessary security/backups, as explained in the Privacy Policy. Submission gives us no unlimited right to exploit your material for unrelated purposes and does not waive data-protection rights. Do not upload material you lack permission to provide.

Availability, suspension and termination

Maintenance, faults and provider interruptions may affect access. We aim to operate the service with reasonable care and skill but do not promise uninterrupted availability or a fixed recovery time. Contact support if you cannot access information you need.

We may restrict access where reasonably necessary to protect accounts/records, investigate misuse, resolve an ownership dispute, comply with law or address a material breach. Where practical, we will explain the reason and give an opportunity to resolve it; urgent security/legal cases may require immediate action. Restrictions must be proportionate. You can contact us to challenge an error or request closure. We will address billing separately and preserve applicable refund/statutory rights. Closure does not automatically erase vehicle history; retention and individual rights are described in the Privacy Policy.

Responsibility and statutory rights

We remain responsible for failures for which the law makes us responsible. Nothing excludes or limits liability for fraud or fraudulent misrepresentation, death or personal injury caused by negligence, or any liability that cannot lawfully be excluded or limited. Nothing takes away consumer rights, including services being supplied with reasonable care and skill and applicable remedies.

For consumer-facing services, we are responsible for loss or damage that is a foreseeable result of our breach or failure to use reasonable care and skill. For business services, responsibility is assessed under applicable law and the agreed service; no new financial liability cap or sweeping exclusion of business losses is imposed by these terms. You remain responsible for your own unlawful use and inaccurate submissions to the extent the law provides. Third-party or user-originated information limits should be read with these protections.

Complaints, changes and applicable law

Contact support@myservicerecord.co.uk or write to Jamie Mawhinney at the business address above with complaints, billing problems or record disputes. Give enough detail for us to investigate without sending unnecessary sensitive material. We will consider the issue and explain the response; we will respond within any applicable statutory time limit.

We will identify the effective version and notify users of material changes as appropriate. Where fresh agreement is required, it must be affirmative and recorded; continued use, silence, a pre-ticked box or a privacy link is not treated by the service as an acceptance receipt. The service provides an authenticated acceptance path and a nonblocking notice for existing accounts; it does not infer agreement from login or impose an enforcement cutoff. Cancellation, rights, support and essential security access remain available. Material changes still need appropriate notice and legal assessment before applying changed obligations. These terms do not grant an unrestricted power to change an existing subscription price or contract retrospectively. Any future change must follow applicable law, notice and cancellation rights.

These terms are governed by the law of England and Wales, subject to any mandatory protections that apply where a consumer lives. Consumers retain any right to bring proceedings in their local courts. This clause does not require a consumer to give up mandatory legal protections. This version takes effect when the platform opens publicly on 18 October 2026.