Version 2026-10-29. These terms are an agreement between [YOUR COMPANY NAME] ("Kovi", "we", "us") and the business that creates a Kovi account ("you"). Kovi is for businesses, not consumers.
1. What Kovi is
Kovi is a web and phone app for vehicle checks. Your drivers do a walk-round check on their phone, and your office sees the results, defects, alerts and reports. We call the app, the website and everything behind them the "Service". You can read what each part does in the app itself.
We are [YOUR COMPANY NAME], [YOUR REGISTERED ADDRESS]. Company number: [COMPANY NUMBER, if you are a limited company]. Email: [YOUR CONTACT EMAIL].
2. Your account
Whoever signs up for you must be allowed to bind your business to these terms. By ticking the box and creating the account, you agree to them, and to the Data Processing Terms, which form part of this agreement.
Keep your sign-in details, company code and driver PINs safe. You are responsible for what is done with them. Tell us straight away if you think they have been misused.
You can add as many drivers and office users as you like. They are not charged for. You are responsible for everyone you give access to, and for turning off people who leave.
Give us accurate information and keep your email addresses up to date, because alerts, invoices and reports are sent there.
3. The Service
We will provide the Service with reasonable skill and care. We keep improving it, so features may change. If we make a change that takes away something important, we will tell you by email first where we can.
The Service is designed to work with poor signal: checks are saved on the phone and sent when it is back online. It is still software running on phones, networks and cloud systems we do not fully control, so we cannot promise it will always be available or error free. Plan for what your drivers will do if it is not working, for example by using a paper check for that day.
4. Your responsibilities, including road safety
You stay responsible for your vehicles. Kovi records what drivers report. It does not inspect your vehicles and it does not make a vehicle safe or legal. You remain responsible for roadworthiness, for acting on defects, for your operator licence conditions, and for keeping whatever records the law and your licence require.
Checks and flags are indicators, not proof. GPS, compass and timing readings show that a phone stayed near a vehicle and moved around it. They cannot show that every item was properly looked at. A "flagged" check can have an innocent cause, such as weak GPS signal. Decide what to do about a flag by looking at the circumstances.
Checklists are yours. The templates we supply are a starting point, not legal or technical advice about what you must check. You choose the items. Make sure they are right for your vehicles and your obligations.
Drivers and their data. The Service uses drivers' phone location while a check is open, plus photos and their name. You must have a lawful reason for this, tell your drivers about it before they use the app (our Driver privacy notice is there for you to share), and take the other steps data protection law requires of you as an employer or operator.
Use it properly. Do not use the Service to break the law, to harass anyone, to upload anything unlawful or harmful, to try to get into other customers' data, to overload or probe it, or to copy or resell it. Do not use it to track people outside of work.
5. Price and payment
Price: £1.00 per vehicle per week, plus VAT, unless we have agreed a different price in writing. The same price applies to every vehicle type. A trailer added as a vehicle is a vehicle. Checks, drivers and office users are not charged for.
How weeks are counted: each vehicle is counted in 7-day blocks starting on the day you add it. Any block that starts counts as a full week, so a vehicle that is on your account for one day costs one week (£1). Remove a vehicle in the app to stop new blocks starting. You can add and remove vehicles at any time.
Invoices: we invoice monthly in arrears for the vehicle-weeks that started that month, with VAT where it applies. Invoices are available in the app and sent to your billing email. Payment is due within 14 days of the invoice date, by bank transfer or another method we tell you about.
Late payment: if an invoice is not paid on time we may charge statutory interest and compensation under the Late Payment of Commercial Debts (Interest) Act 1998. If an invoice is still unpaid 14 days after we have warned you by email, we may suspend your account until it is paid. Your records are not deleted because of suspension.
Price changes: we may change the price. We will give you at least 30 days' notice by email, and the change applies from the next vehicle-week that starts after the notice period. If you do not accept it, you can end this agreement before it takes effect.
If you think an invoice is wrong, tell us within 30 days and we will look at it promptly. Pay any part you agree with.
6. Your data
Your data stays yours: your vehicle list, checks, defects, photos, checklists, handover records and everything else you or your drivers put into Kovi. You give us permission to store and process it only to run the Service for you, as set out in the Data Processing Terms.
We may use information about how the Service is used, with names and other personal details removed, to run and improve it.
Getting your records out. You can download PDF reports in the app at any time. If you want a full copy of your data in another form, ask us at [YOUR CONTACT EMAIL] and we will provide it within 30 days. Keeping records for as long as the law requires is your responsibility, so download or export what you need.
After this agreement ends we keep your data for 30 days so you can ask for an export, then delete it within a further 60 days (and from backups as they expire), unless the law requires us to keep something.
7. Ownership
We own the Service, its software and design, and its name and logo. You get a non-exclusive, non-transferable right to use it for your own business while this agreement lasts. You own your data (see section 6) and the checklists you create. If you give us suggestions, we can use them without paying you.
8. Confidentiality
Each of us will keep the other's confidential information (including your data and our non-public technical and pricing information) private, use it only for this agreement, and share it only with people who need it and are bound to keep it private. This does not apply to information that is public through no fault of ours or that we must disclose by law.
9. Limits on what we are responsible for
What the law does not let us limit. Nothing in these terms limits or excludes liability for death or personal injury caused by negligence, for fraud or fraudulent misrepresentation, or for anything else that cannot lawfully be limited.
Things we are not responsible for. We are not responsible for the condition of your vehicles, for accidents, for fines, penalties or enforcement action against you or your drivers, or for decisions you make based on what the Service shows. See section 4.
Types of loss. We are not liable for loss of profit, revenue, business, goodwill or anticipated savings, or for any indirect or consequential loss, however it arises.
Overall limit. Our total liability to you for everything connected with this agreement in any 12-month period, whether in contract, delict or tort (including negligence), breach of statutory duty or otherwise, is limited to the greater of (a) the fees you paid or owed us for the 12 months before the event that caused the loss and (b) £1,000.
You are responsible for loss we suffer because you break section 4 or section 2.
10. How long this lasts, and ending it
This agreement starts when you create your account and carries on until it ends. There is no minimum term and no cancellation fee.
You can end it at any time by removing all your vehicles in the app or by emailing [YOUR CONTACT EMAIL]. You pay for vehicle-weeks that have already started.
We can end it by giving you 30 days' notice. Either of us can end it immediately by written notice if the other commits a serious breach and, where it can be fixed, does not fix it within 14 days of being told, or becomes insolvent.
When it ends, section 6.4 applies, and any rights and sections that are meant to continue (such as payment, liability and confidentiality) do.
11. Changes to these terms
We may update these terms. For changes that matter, we will email you at least 30 days before they apply. If you carry on using the Service after that date, you accept the new terms. If you do not accept them, you can end the agreement as in section 10 before they apply.
12. General
Whole agreement. These terms, the Data Processing Terms and any price we agree with you in writing are the whole agreement and replace anything said or written before.
Events outside our control. Neither of us is in breach for a delay or failure caused by something outside our reasonable control, such as a failure of the internet, power or a cloud provider. Payment obligations still apply.
Transfers. You cannot transfer this agreement without our written agreement. We can transfer it to a business that takes over the Service, and will tell you.
Notices. We will send notices to the email addresses on your account. You can send them to [YOUR CONTACT EMAIL].
If a part does not work. If any part of these terms is found to be unenforceable, the rest stays in force.
Others' rights. Only you and we have rights under this agreement. No one else can enforce it.
Law. This agreement, and any dispute about it, is governed by the law of Scotland, and the courts of Scotland have exclusive jurisdiction.
Questions about these terms: [YOUR CONTACT EMAIL].