VANLOG

Terms of Service

Last updated: June 2026

⚠️ Important Tax Disclaimer

VanLog is a record-keeping tool only, not professional tax or accounting advice.

  • Verify all calculations with your local tax authority before submitting tax returns
  • Consult a qualified accountant for tax compliance
  • Mileage rates, tax rates, and rules change frequently — check current rates
  • You are solely responsible for your tax obligations
  • We are not responsible for incorrect tax calculations or penalties

1. Acceptance of Terms

By accessing or using VanLog, you agree to be bound by these Terms of Service. If you do not agree, do not use the service.

2. Description of Service

VanLog is a Progressive Web App (PWA) that helps sole trader tradespeople:

  • ✓ Track jobs and materials
  • ✓ Log job expenses and calculate profit/loss
  • ✓ Record mileage for tax purposes
  • ✓ Scan receipts with AI
  • ✓ Generate invoices and tax exports

VanLog is provided "as is" without warranties. We do not guarantee accuracy of calculations or compliance with tax laws.

3. Limitation of Liability

VanLog and its creators are not liable for:

  • Incorrect tax calculations or mileage rates
  • Failure to comply with tax laws or regulations
  • Penalties, fines, or audits by tax authorities
  • Lost data or service unavailability
  • Errors in AI receipt scanning
  • Any indirect, incidental, or consequential damages
  • Loss of profits, business, or revenue

Our total liability is limited to the amount you paid in the last 12 months (maximum £50). This applies even if we were advised of the possibility of damages.

4. User Responsibilities

You agree to:

  • ✓ Keep your password secure and not share it
  • ✓ Maintain accurate and complete account information
  • ✓ Verify all calculations before submitting to tax authorities
  • ✓ Maintain original receipts and records for tax authority audits
  • ✓ Comply with all applicable laws and regulations
  • ✓ Not use VanLog for illegal purposes
  • ✓ Not attempt to access other users' data
  • ✓ Not reverse-engineer or scrape the app

5. Data Responsibility

You are responsible for:

  • Maintaining backup copies of your data
  • Exporting your data regularly (available in Account Settings)
  • Reporting unauthorized access immediately

While we use industry-standard security and daily backups, we do not guarantee zero data loss. You can export all your data as CSV at any time.

6. Mileage & Tax Calculations

VanLog provides mileage rates based on current guidance from:

  • 🇬🇧 UK: HMRC — 45p/mile (first 10,000), 25p/mile (after)
  • 🇦🇺 Australia: ATO — 88 cents per kilometre
  • 🇳🇿 New Zealand: IRD — Current approval amount
  • 🇮🇪 Ireland: Revenue — Current approval amount
  • 🇨🇦 Canada: CRA — Current approval amount

These rates change regularly. You must verify current rates with your tax authority before submitting tax returns. We are not responsible if rates change or if you use outdated rates.

Mileage Record Requirements: Your tax authority may require:

  • Date of journey
  • Start and end location
  • Business purpose
  • Number of miles/kilometres
  • Records kept for 5+ years

VanLog creates records suitable for tax authorities, but you remain responsible for maintaining compliance.

7. Subscription & Payment Terms

Pricing:

  • VanLog Standard: £12.99/month (or local equivalent)
  • VanLog Pro: £24.99/month (or local equivalent)
  • 14-day free trial: No credit card required

Automatic Renewal:

  • ✓ Your subscription renews automatically on your renewal date
  • ✓ You will be charged on the same day each month
  • ✓ You can cancel anytime in Account Settings (takes effect at end of current billing period)
  • ✓ You will receive confirmation before each charge

Payment Method: We use Stripe for secure payment processing. We never store your full credit card number.

8. Refund Policy

  • Free Trial: No charges if you cancel before trial ends.
  • 14-Day Refund: If you're not satisfied, request a refund within 14 days of your first charge. You will be refunded the full amount, no questions asked.
  • Prorated Refunds: If you cancel mid-month, you may request a prorated refund for unused days.
  • No Refunds: After 14 days, refunds are at our discretion. Subscription access after cancellation is non-refundable.

To request a refund: hello@vanlog.io

9. Cancellation

You can cancel your subscription anytime in Account Settings > Billing. Cancellation takes effect at the end of your current billing period. You can still access VanLog until then. After cancellation, you can still export your data.

10. Acceptable Use Policy

You agree not to use VanLog to:

  • ❌ Store illegal content or violate any laws
  • ❌ Harass, threaten, or abuse other users
  • ❌ Share your login credentials with others
  • ❌ Attempt to access other users' data
  • ❌ Reverse-engineer or decompile the app
  • ❌ Use automated bots or scrapers
  • ❌ Interfere with service operation
  • ❌ Send spam or unsolicited messages

Violations may result in immediate suspension of your account without refund.

11. Intellectual Property

VanLog Content: You do not own VanLog, its code, design, or features. All are proprietary to VanLog and protected by copyright and trademark law.

Your Content: You retain all rights to data you create in VanLog (job data, materials, expenses, photos). By uploading, you grant VanLog a license to store and serve it for your use only.

Third Parties: VanLog uses third-party services (Firebase, Stripe, Gemini API). Those services are governed by their own terms and privacy policies.

12. Warranty Disclaimer

VanLog is provided "AS IS" without any warranties. We do not warrant that:

  • ❌ VanLog will be error-free or uninterrupted
  • ❌ Calculations will be accurate
  • ❌ Mileage rates will be current
  • ❌ Data will never be lost
  • ❌ Service will meet your specific needs

13. Service Availability & Maintenance

We aim for 99% uptime but do not guarantee continuous availability. We may suspend service for:

  • Scheduled maintenance (with notice when possible)
  • Emergency security issues
  • Abuse or violation of these terms
  • Legal or regulatory requirements
  • Force majeure events

14. Governing Law & Jurisdiction

These terms are governed by English Law and disputes are subject to the jurisdiction of English courts. However, we encourage resolving disputes through:

  • ✓ Good faith negotiation (email hello@vanlog.io)
  • ✓ Mediation with neutral third party
  • ✓ Binding arbitration

This avoids costly litigation and is faster for both parties.

15. Modifications to Terms

We may update these terms at any time. We will notify you of material changes via email. Your continued use of VanLog after changes constitutes acceptance of new terms.

16. Contact & Support

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