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VOSA Operator Self Service Terms and Conditions

These terms of use set out the contract between you and the Secretary of State for Transport acting through its executive agency, the Vehicle Operator Services Agency (“VOSA”). They explain our obligations to you and your obligations to VOSA. They apply to your use of the online VOSA Operator Licensing Business System and associated on-line website services such as operator self service, partner self service, local authority inbox and search facilities (together the “Online Services”). By registering to use the Online Services you agree to be bound by these terms of use. Therefore please read them carefully before you proceed.

The Online Services

The Online Services are provided by VOSA to Goods Vehicle Operators and Public Service Vehicle Operators in order to enable them to manage and modify their existing licences online.

Please note that operator licensing is governed by specific UK legislation including the Goods Vehicle Licensing of Operators Act 1995 and the Public Passenger Vehicles Act 1981 (as amended) and for Northern Ireland operators the Goods Vehicles (Licensing of Operators) Act (Northern Ireland) 2010. These terms of use should be read in conjunction with the specific laws that govern this type of licensing.

The Online Services are designed to be used by operators, or their authorised representatives. Therefore you should only proceed if you are authorised to do so. If you are not sure whether you are authorised to use Online Services, please contact us by emailing self.service@vosa.gov.uk

Please note that we may take action, including legal action, against you for: any unauthorised access or unauthorised modifications to the Online Services; any misuse or unauthorised disclosure of the personal data on the Online Services; any unauthorised copying of materials held on the Online Services.

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Access to Online Services

After you have registered on the site, you will be given a password and user ID to use whenever you access your licence online, or wish to amend your licence. Without a password and user ID we will not be able to carry out a transaction on your licence using these Online Services.

We will from time to time tell you how to use your password and user ID, and how and when you need to change them. We may refuse to carry out or allow any transaction if we are not reasonably satisfied of:

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Care of your Password and User ID

It is essential that you take care of your password and user ID in order to prevent fraud and protect your licence. To ensure this you must:

Change your password immediately, using the Online Services, if you believe that it has become known to another person. If you are unable to do this, you must notify us as soon as possible by emailing us at self.service@vosa.gov.uk; act on any further instructions we give you to ensure that your password, User ID and licence are kept secure at all times. Any instructions we give you will be based on good security practice, taking account of developments in e-commerce.

From time to time you may be required to give some of your login details to someone at VOSA (e.g. provide your user name for identification purposes). Never give your password in full to anyone in VOSA; no-one in VOSA should need to ask you for this.

If you think that your password and user ID have been misused, you must notify us as soon as possible by emailing us at self.service@vosa.gov.uk. We will take steps to prevent unauthorised access to or any amendment of your licence. You are not liable for misuse of the password or user ID before you receive them or after you have notified us of the misuse of them.

If you gain access to data to which you are not entitled, for whatsoever reason, you must notify us immediately by emailing us at self.service@vosa.gov.uk. You have no authority to use data that you receive in error and as misuse is illegal you could be liable to criminal prosecution.

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Circumstances where we may terminate or withdraw your password and User ID

We may terminate or suspend your right to use a password or user ID at any time if we believe that it is necessary for our protection. Additionally we may withdraw your password and user ID at our discretion in a number of circumstances including:

Unless we consider that more urgent action is necessary, we will give you at least 7 days’ notice.

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Your use of the Online Services

You agree to use the Online Services only for lawful purposes, and in a way that does not infringe the rights of, restrict or inhibit anyone else's use and enjoyment of the Online Services. Prohibited behaviour includes harassing or causing distress or inconvenience to any person, transmitting obscene or offensive content or uploading any viruses.

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Virus Protection

VOSA makes every effort to check and test material at all stages of production. It is always wise for users to run an anti-virus program on all material downloaded from the web.

VOSA will not accept any responsibility for any loss, disruption or damage to your data or your computer system which may occur whilst using material from the Online Services.

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Personal information we collect about you

When you register to use the Online Services, we will collect the following information about you: user name, first name and family name, memorable information (to use in the login procedure) and email address.

We will use this personal information in order to allocate a user ID and password to you and to allow you to access the Online Services.

For each online session we will gather information relating to the identity of the user, the time of use and the access made to the Online Services.

The information that we collect about you will be used by VOSA for managing your licence details and for administration and security purposes. We will allow other government bodies such as DfT, HMRC, DOE (NI) and Police Authorites to access from time to time information about your licence for administration and security purposes. Statutory information about the licence application or modification may be published both in statutory form and may be made available to the public on the VOSA website. Our ICT partner Atos may also have access to this information for administration and security purposes.

We may employ the services of a third party to help us in certain areas, such as website hosting. In some cases the third party may receive your information. However, at all times, VOSA will control and be responsible for the use of your information.

If you extract any data from the Online Services, you must keep it secure or destroy when it has served its purpose. Unauthorised access is prohibited and may constitute an offence under the Computer Misuse Act 1990. It may result in criminal prosecution and/or a claim for damages.

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Use of Your Credit/Debit Card Details

If you give your credit or debit card details to us via the Online Service to pay the licence fee we will only use these details for that purpose. This information will be treated as confidential and we will not pass it on to any third parties, except where this is necessary to process your payment transaction.

We will keep a record of this data only as long as is necessary to be able to process any further requests for information regarding your transactions (a maximum of 18 months). By giving us your credit card details, you consent to our use and retention of this data in this way.

We cannot accept liability if payment is refused or declined by the credit/debit card supplier (due to you quoting incorrect card details or other reasons).

If the credit/debit card supplier declines payment, we will attempt to contact you for alternative payment but you should check with your bank/credit/debit card supplier that payment has been deducted from your account. It is your responsibility to ensure that payments are made on time.

Misuse of a credit card/debit card or use without the authorisation of the legal holder of the credit card/debit card will be dealt with in the most serious manner and we reserve the right to take legal action against those committing/attempting to commit online frauds.

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Cookies

'Cookies' are small text files that reside on your computer that enable us to track your use of the online Service. We use cookies to identify you when you access the Online Service. You have the ability to accept or decline cookies by modifying the settings in your browser. However, you may not be able to use all the features of the Online Service if you do so. To find out more about cookies refer to allaboutcookies.org.

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Hyperlinking

It is our policy to obtain permission to link to other websites. VOSA is not responsible for the content or reliability of the linked websites and does not necessarily endorse the views expressed within them. Listings should not be taken as endorsement of any kind. We cannot guarantee that these links will work all of the time and we have no control over the availability of linked pages.

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Keeping information up to date and updating our licence

Under the Data Protection Act 1998 you have the right to request a copy of the personal information that we hold about you and to have any inaccuracies corrected. To do so please contact us at self.service@vosa.gov.uk. We may make a minimal charge for provision of this information (currently £10).

Please note that when you update information relating to your licence, you must ensure that all details submitted to the Traffic Commissioner (Transport Regulator for Northern Ireland) are accurate and truthful. If you give fraudulent or misleading information to the Traffic Commissioner this could result in disciplinary action being taken. It is your responsibility to ensure that all details submitted by yourself, or any agents of your organisation, are wholly accurate and truthful.

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Change Correspondence Address/Trading Name

The Online Service will allow you to change your licence details; the changed details must include a full address where VOSA can contact you. Telephone numbers and emails must be accurate and complete, in order to enable VOSA to contact you by e-mail and telephone. Trading names and type of business must reflect the field that your organisation operates within.

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Add/Remove Partner, Director or Transport Manager

When adding any of the above to a licence, it is essential that you provide accurate and full information regarding names and dates of birth, as well as details of any convictions, disqualifications, any disciplinary actions imposed by Traffic Commissioner (Transport Regulator for Northern Ireland) (including any loss of repute or previously revoked licences), bankruptcy, liquidation, receivership or sequestration. Traffic Commissioner (Transport Regulator for Northern Ireland) will check all of these details and if any further information is required, you will be contacted either by letter or e-mail. In addition, you must submit the relevant Certificate of Professional Competence or exemption certificate for any Transport Manager you wish to add to a licence. Only remove a Partner, Director or Transport Manager if he/she in no longer associated with the licence.

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Operating Centre/Authorisation Changes

When adding an Operating Centre to your licence, you must

If any further information is required in support of your application to add or remove an Operating Centre or to increase or decrease your vehicle or trailer authority, you will be contacted either by letter or by e-mail.

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Return of licence discs

If you remove a vehicle from your licence you must return the disc for that vehicle to the central operator licensing office or give an undertaking on the self-service screen that the disc has been lost, destroyed or stolen if one of those situations applies.

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Bus registration applications

If you submit a bus registration application electronically you declare that the information you provide will be true and correct to the best of your knowledge and belief. This declaration will apply to all applications you make electronically.

You agree to provide, within the electronic file, all the details listed in the TransXChange schema needed for local authorities to discharge their requirements and anything else that is needed by public transport information services such as Traveline. VOSA agrees that it will only extract the details that are needed for registration purposes. VOSA will provide a non-editable copy of these details for you to access after the application has been accepted. However you remain responsible for ensuring that the accepted data is accurate and correct and should make any necessary checks on this copy document.

You accept that these details will be used to register the service and that a copy of the data file will be transmitted automatically by VOSA to the local authorities that you have indicated are covered by the route. Where VOSA discovers that there are other local authorities covered by the route you accept that VOSA can transmit the application details to them without reference back to you. Also you accept that VOSA can transmit the whole of the data file to the relevant traveline area and other public transport information services if required.

The data that you provide to identify the bus stops served MUST be obtained from the National Public Transport Access Nodes (NaPTAN) database. Also the data you provide to specify the route must be defined in sufficient detail for our Geographical Information System to map the route clearly and in enough accuracy to show the precise route used. In general this will be by mapping points at every road junction used or passed (including side roads) and AT LEAST one point in between. You agree to create TransXChange files in accordance with the relevant technical standards (see the schema user guide at www.transxchange.org.ukLinks to another website.).

You also agree to hold a pre-payment account with VOSA to pay for your bus registration applications. You agree that you will maintain enough funds in that account to pay for all applications you make electronically. You accept that if your account does not have sufficient funds in it that your application may be delayed and that this may affect the effective date for the service. You also agree to attach electronic copies of all documents needed to support the application and, if you do not, you accept that this will delay processing of your application. In these cases you accept that you are responsible for any problems, and costs, that these delays may cause.

You also agree that once you have started using TransXChange you will continue to do so for all your applications and that from that point onwards you will only use TransXChange to apply. If the electronic submission of the TransXChange file is not possible then you should make alternative arrangements to submit the file to us until this service is restored. When the service is restored you should continue to use TransXChange.

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Advert template OCs

The advert template is supplied as a reference tool for customers when advertising their intention to either add a new Operating centre to their licence or to increase vehicle or trailer authority at an existing site. The form can be completed on line and then printed off and sent to your chosen newspaper for advertisement. It is your responsibility to ensure all details contained in the advert are accurate and complies with legislation and that the advert appears in an appropriate publication which circulates in the vicinity of the proposed site. If in any doubt as to how to complete the template, please contact us.

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Intellectual Property Rights

All copyrights, design rights, trade marks, trade secrets, know-how, database rights and other intellectual property rights (whether registered or unregistered) in the Online Services belong to VOSA or its licensors.

You do not acquire any rights in the Online Services except as expressly granted in these terms of use. Under these terms of use VOSA grants to you a non-exclusive, non-transferable licence to use the Online Services for the purpose of amending your licence in accordance with these terms of use.

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Crown Copyright

The material featured on this website is subject to Crown copyright protection unless otherwise indicated.

Crown copyright protected material (other than the Royal Arms and departmental or agency logos and photography) may be reproduced free of charge in any format or medium, provided it is reproduced accurately and not used in a misleading context.

Where any of the Crown copyright items on this site are being republished or copied to others, the source of the material must be identified and the copyright status acknowledged.

The permission to reproduce Crown protected material does not extend to any material on this site that is identified as being the copyright of a third party. Authorisation to reproduce such material must be obtained from the copyright holder concerned.

Any other proposed use of the material will be subject to a copyright licence available from HMSO, The Licensing Division, St Clements House, 2-16 Colegate, Norwich NR3 1BQ

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Availability

We have taken every care in the preparation of the Online Services. However, as certain technical matters may be beyond our control, we cannot guarantee that you will have uninterrupted access to the Online Services at all times or that the Online Services will be error free. We will not be liable for any losses that you suffer as a result of any errors in the Online Services or the unavailability of the Online Services. If a fault occurs, you should report it to self.service@vosa.gov.uk and we will attempt to correct it as soon as we can.

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Limitation of Liability

We take great care to ensure that only you can use Online Service to carry out transactions on your licence(s), make payments and have access to the Online Services. However, we cannot accept any liability for unauthorised access to the site.

Nothing in these terms limits or excludes the VOSA’s liability for death or personal injury caused by its proven negligence. Subject to the previous sentence, VOSA shall not be liable for any of the following losses or damage (whether such damage or losses were foreseen, foreseeable, known or otherwise): (a) loss of data; (b) loss of revenue or anticipated profits; (c) loss of business; (d) loss of opportunity; (e) loss of goodwill or injury to reputation; (f) losses suffered by third parties; or (g) any indirect, consequential, special or exemplary damages arising from the use of the Online Services regardless of the form of action.

You will not be liable for an online transaction on one of your licences which was not carried out by you or for access to or use of the Online Services by someone else, except in the following cases:

If you dispute that you have carried out an electronic transaction, we will expect you to co-operate with us and the police in any investigations. We may give the police any information we consider relevant, to enable them to carry out these investigations.

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Freedom of Information

VOSA is subject to the Freedom of Information Act 2000. Therefore, it may have to disclose various information relating to the Online Services from time to time on request. Where asked by VOSA you shall assist and cooperate with VOSA to enable it to comply with all information disclosure requirements which relate to the Online Services or your licence.

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Waiver and enforcability

If VOSA waives any rights available to it under these terms on one occasion, this does not mean that those rights will automatically be waived on any other occasion.

If any of these terms are held to be invalid, unenforceable or illegal for any reason, the remaining terms shall nevertheless continue in full force.

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Applicable Law

These terms of use are governed by English law and the English courts shall have exclusive jurisdiction over any disputes connected to them.

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Variation

We reserve the right to amend these terms from time to time. [Where we make a significant amendment to the terms, we shall notify that the terms have been amended [on the log-in page of the Online Service]. Any such amendment shall be effective once the revised terms have been posted on the Site. If you continue to use the Online Services after the date on which the revised terms come into effect, your use of the Online Services indicates your agreement to be bound by the new terms.

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Assignment

You shall not assign, novate, sub-contract or otherwise dispose of or deal with your rights or obligations under these terms of use or any part thereof without the prior written consent of VOSA.

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Rights of Third Parties

These terms of use shall not create any rights that shall be enforceable by anyone other than you and VOSA.

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Entire Agreement

These terms of use constitute the entire understanding between the parties relating to the subject matter hereof and save as may be expressly referred to or referenced herein supersedes all prior representations, writings, negotiations or understandings with respect hereto, each party agreeing that it has not relied on any representation in entering into these terms of use. Nothing in this clause shall however operate to limit or exclude liability for fraud.

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General Contact Details

If you have any questions or for all general enquiries, please contact VOSA on 0300 1239000. For general enquiries for Northern Ireland operators, please call 0300 2007831.

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