Terms

Last updated: 3 October 2026

These terms are between you and Toby Nieman, trading as VanOffice. In these terms "VanOffice", "we", "us" and "our" mean Toby Nieman, trading as VanOffice, and "you" means the person or business using the website or the app. Our contact email is hello@vanoffice.co.uk.

There are two parts:

• Part A: the website and the waiting list. This part applies now.
• Part B: VanOffice subscription terms. This part applies when the app opens and you create an account. It includes the data processing terms for your customers' details.

How we use personal data is explained in our privacy notice.

Part A: the website and the waiting list

A1. The waiting list

• The waiting list is free to join. It does not commit you to anything, and you can leave it at any time.
• Joining the waiting list does not create a subscription or any other contract to supply VanOffice, and it does not reserve a price.
• We do not promise that VanOffice will open, or that it will open on any date, with any feature or at any price.
• We may close the waiting list, or remove an entry that looks automated or false, at any time.

A2. The website

• The website describes VanOffice as we plan it. Features and prices may change before launch. Nothing on the website is an offer to sell.
• The website is for information only. It is not legal, tax or safety advice. Where it links to other websites, such as HSE guidance, we are not responsible for their content.
• The content, design, name and logo of VanOffice belong to us. You may view and share pages, but not copy the site or use our name or logo as your own.
• Do not misuse the website, for example by trying to break into it, overload it, or send automated sign-ups.
• We are not liable for any loss caused by using the website or relying on it, except where the law does not allow us to exclude that liability.

Part B: VanOffice subscription terms

B1. About these terms

• These terms apply when you create a VanOffice account, on iPhone, Android or the web. By creating an account you accept them.
• VanOffice is a service for people and businesses using it for their trade or business. If you use VanOffice for your trade or business, you are not a consumer, and the parts of these terms written for business customers apply to you.
• If you are a consumer (someone using VanOffice wholly or mainly outside a trade, business or profession), you have legal rights that these terms do not take away. Where these terms say something applies only to business customers, it does not apply to you.
• If you buy through the App Store or Google Play, Apple's or Google's terms also apply to the purchase. If they conflict with these terms about payment, renewal, cancellation or refunds, the store's terms win for that purchase.

B2. Your account

• You must be 18 or over to open an account.
• Each subscription is for one person. Do not share your sign-in.
• Give accurate details and keep them up to date.
• Keep your sign-in details secure. You are responsible for what happens on your account, unless it is caused by our failure to keep the service secure. Tell us at once if you think someone else has used it.
• If you open an account for a business, you confirm that you are allowed to accept these terms for it.

B3. Price and payment

• VanOffice costs £8.99 a month or £89.99 a year. Prices include VAT where VAT applies.
• You pay in advance for each month or year.
• On iPhone you buy through the App Store, on Android through Google Play, and on the web through our website, where Stripe processes the card payment.
• One subscription covers VanOffice on iPhone, Android and the web.
• Optional extras, such as a pack of texts sent from your business name, are priced in the app before you buy.

B4. First month free, learner codes and refer a friend

• Your first month is free.
• With a valid learner code from a college or training centre, your first two months are free instead. Learner codes are for people training for a trade or newly qualified, and each code has its own end date and limit.
• You can have the first month free, or the first two months free with a learner code, once only per person and per account. They cannot be added together, or combined with another offer, unless we say so in writing.
• Refer a friend, when it is available in the app: if a friend signs up with your referral link, they get an extra month at no charge. You get a month at no charge once they have made their first payment. You can earn up to 12 months in any 12 months. Referral months have no cash value. You cannot refer yourself, a second account of your own, or someone at your own business.
• We may ask for reasonable evidence that you are eligible for a learner code. If a code, referral or the first month free is misused, for example through false details or several accounts, we may withdraw it and charge the normal price from the date of the misuse, or close the account.
• We may change or end the learner code and refer a friend schemes for new sign-ups at any time. Months you have already earned are not affected.

B5. Automatic renewal and cancelling

• Your subscription renews automatically at the end of each month or year, and the price is charged to your payment method, until you cancel.
• If you do not cancel before your first month free ends (or the first two months free with a learner code), your paid subscription starts and the price is charged.
• You can cancel at any time, including during the first month free. There is no contract period and no cancellation charge.
• Cancel where you subscribed:
  • App Store: your iPhone's Settings, then your name, then Subscriptions;
  • Google Play: the Play Store app, then Payments and subscriptions, then Subscriptions;
  • our website: Settings, then Subscription, in VanOffice on the web.
• When you cancel, you keep access until the end of the month or year you have paid for. Nothing more is charged.
• Deleting the app, or deleting your account, does not cancel an App Store or Google Play subscription. Cancel it in the store as well.

B6. Price changes

• We may change the price. We will tell you by email or in the app at least 30 days before a new price applies to you.
• A new price applies from your next renewal after the notice period. If you do not want to pay it, cancel before then.
• For App Store and Google Play subscriptions, Apple and Google also have their own rules for price changes, which may ask you to agree to the new price.

B7. Refunds

• App Store. Apple handles payments and refunds for subscriptions bought through the App Store, under its own policies. Ask Apple for a refund.
• Google Play. Google handles payments for subscriptions bought through Google Play. Within 48 hours of a payment, ask Google for a refund. After that, contact us, and the rules below for our website apply.
• Our website. Payments are not refundable for a month or year that has started, except as set out here or where the law requires.
• If we close your account when you have not broken these terms, or we stop providing VanOffice, we will refund the unused part of any period you paid for on our website.
• If you are a consumer, you have a legal right to cancel within 14 days of the day you subscribe. If your first month is free, that period ends before any payment is taken. If you have already paid, we refund what you paid, less a fair amount for the days you used before cancelling. Your other legal rights as a consumer are not affected.

B8. Your work, your certificates and your records

VanOffice is a tool for keeping records and producing documents. It does not carry out, inspect or check your work.

• You are solely responsible for the accuracy, completeness and legality of every certificate, record, report, notice, quote, invoice and job sheet you make, sign or send with VanOffice. This includes landlord gas safety records, service records, gas warning notices, electrical installation condition reports (EICRs), unvented hot water and oil records, and any other certificate or record.
• You are solely responsible for deciding whether each document is right for the job, for issuing it, for giving copies to the right people on time, and for keeping records for as long as the law requires.
• You are solely responsible for your own competence, qualifications, registrations and insurance, and for meeting the rules of any scheme you belong to. This includes Gas Safe registration, competent person scheme membership and notifying building control where the law requires it.
• VanOffice is not a competent person or a registered business under any scheme. It is not affiliated with, approved by or endorsed by the Health and Safety Executive, Gas Safe Register, NICEIC, NAPIT, HHIC (Benchmark), OFTEC, HETAS, IGEM or any other scheme or trade body. Their names appear in VanOffice only to describe documents and registration numbers.
• Our templates and due-date calculations follow published guidance as we understood it when we prepared them. Rules and guidance change. Check that each document meets the current requirements for your work.

B9. AI reading

• AI reading suggests details from photos and files you choose. It is an aid and it can make mistakes, especially with handwriting and poor images.
• You must check every detail before you confirm it. Nothing is saved until you confirm, and once you confirm, the record is yours, as if you had typed it in.
• AI reading does not fill in safety results, readings or defects on a certificate. You enter and sign those yourself.
• AI reading has a monthly allowance, shown in the app. When it is used up, you can still enter records by hand.

B10. Messages to your customers

• Reminders, texts and emails sent to your customers through VanOffice are your messages, sent in your name. Texts sent from your own phone are sent by you, on your phone plan.
• You are responsible for having the right to contact each person you message, and for the content of every message. This includes following the Privacy and Electronic Communications Regulations and UK GDPR when a message promotes your services. The ICO (the Information Commission) publishes guidance on direct marketing.
• VanOffice records opt-outs and leaves customers who have opted out off its reminder lists, but you decide who to contact and what to send.
• Your agreements with your customers, including bookings made through your booking page, are between you and them. We are not a party to them.

B11. Your data

• The records you put into VanOffice belong to you. You give us permission to store, copy, process and display them only as needed to provide VanOffice to you.
• For your customers' personal data, you are the controller and we are your processor. The data processing terms below apply.
• You can export all your data at any time, and delete records or your whole account at any time, as described in our privacy notice.
• Keep your own copy of anything you must keep by law. Use the export to do this.

B12. Acceptable use

Do not use VanOffice to:

• break the law, or help anyone else break it;
• send spam or messages to people you have no right to contact;
• make false or misleading certificates or records, or use another person's name, signature or registration number without their permission;
• upload anything that infringes someone else's rights, or that contains malware;
• try to get into other accounts or our systems, test their security without our written permission, or copy, resell or reverse-engineer VanOffice, except where the law allows it;
• place unreasonable load on the service, for example with automated tools.

B13. The service

• We will provide VanOffice with reasonable care and skill.
• We aim to keep VanOffice available at all times, but we do not promise that it will always be available or work without errors. We may need to pause it for maintenance, repairs or reasons outside our control.
• We may change, add or remove features. If a change removes something important to how you use VanOffice, we will give you notice where we can, and you may cancel.
• Support is by email at hello@vanoffice.co.uk.

B14. Suspending and ending your account

• You can stop at any time by cancelling your subscription and, if you want, deleting your account.
• We may suspend or close your account if you seriously or repeatedly break these terms, if payment fails and is not put right, or if we must do so by law or to protect other users or our systems. Where it is reasonable, we will warn you first and give you time to put things right.
• We may stop providing VanOffice altogether by giving you at least 60 days' notice.
• When your subscription ends, you can still sign in, view your records and export them. Making new paperwork and sending reminders pause until you subscribe again.
• If we close your account, or stop providing VanOffice, we will give you at least 30 days to export your data, unless the law or a serious breach of these terms prevents it. After that we delete it, as set out in our privacy notice.

B15. Our liability

• What we never exclude. Nothing in these terms limits or excludes our liability for death or personal injury caused by our negligence, for fraud or fraudulent misrepresentation, or for anything else the law does not allow us to limit or exclude. Nothing in these terms affects your legal rights as a consumer.
• Business customers: losses we are not liable for. We are not liable for loss of profit, revenue, business, contracts or goodwill, loss of anticipated savings, or any indirect or consequential loss.
• Business customers: your data. If your data is lost or damaged because of our failure, our only responsibility is to make reasonable efforts to restore it from our most recent backup. Keep your own export of important records.
• Business customers: your documents and messages. We are not liable for loss caused by the content of a certificate, record or message you made, signed, confirmed or sent, by a detail you confirmed from AI reading, or by work you carried out.
• Business customers: the limit. Our total liability to you for all claims arising in any 12-month period is limited to the greater of the subscription fees you paid for VanOffice in the 12 months before the event that caused the claim, and £89.99.
• Things outside our control. We are not responsible for delays or failures caused by events outside our reasonable control, such as failures of the App Store, Google Play, mobile networks or the internet, or of your phone or computer.
• Consumers. If you are a consumer, we are responsible for loss you suffer that is a foreseeable result of our breaking these terms or failing to use reasonable care and skill. We are not responsible for loss that was not foreseeable, or for business losses.

B16. Your responsibility to us (business customers)

If you are a business customer, you will cover our reasonable losses and costs, including reasonable legal fees, from any claim by another person arising from your certificates, records or work, from messages you send through VanOffice, from your use of your customers' personal data, or from your breach of these terms or the law. We will tell you promptly about any such claim and let you take part in how it is handled.

B17. Intellectual property

• VanOffice, its software, design, templates, name and logo belong to us or the people we license them from. While your account is in good standing, you may use VanOffice for your trade or business under these terms.
• Your logo, records and documents remain yours.
• If you send us ideas or feedback, we may use them freely, without owing you anything.

B18. Changes to these terms

• We may change these terms, for example to reflect changes to VanOffice or the law. We will tell you by email or in the app at least 30 days before a change that affects you takes effect, unless the change is needed sooner by law or for security.
• If you do not agree to a change, you can cancel before it takes effect. If you keep using VanOffice after that, the new terms apply.

B19. Transferring this agreement

• We may transfer this agreement to a company that Toby Nieman owns or controls, or to anyone who takes over the VanOffice business. We will tell you if this happens, and it will not reduce your rights.
• You may not transfer your account to someone else without our written agreement.

B20. General

• These terms, the privacy notice and the data processing terms are the whole agreement between us about VanOffice. If you are a business customer, you have not relied on anything that is not in them, but this does not limit liability for fraud.
• If a court finds part of these terms invalid, the rest still applies.
• If we do not enforce a term straight away, we can still enforce it later.
• Nobody else has the right to enforce these terms.
• We will send notices to the email address on your account. Send notices to us at hello@vanoffice.co.uk.

B21. Law and courts

These terms are governed by the law of England and Wales, and the courts of England and Wales have jurisdiction. If you are a consumer living in Scotland or Northern Ireland, you can also bring proceedings in your local courts, and the mandatory consumer law of where you live still protects you.

Data processing terms

These terms form part of Part B. They apply when we process personal data for you as your processor, and they set out what Article 28 of UK GDPR requires. Words such as "controller", "processor", "personal data" and "personal data breach" have the meanings given in UK GDPR.

P1. What we process and why

• Subject matter and purpose: providing VanOffice to you, including storing and syncing your records, producing documents, sending emails and texts you ask us to send, AI reading of files you choose, your booking page, backups, export, support and security.
• Duration: for as long as your account exists, and then until deletion as set out in the privacy notice.
• Nature of the processing: collecting, storing, organising, retrieving, sending, reading, backing up and deleting.
• Types of personal data: names, contact details, addresses, property and appliance details, access notes, job notes, photos, signatures, documents, payment records, contact preferences and booking requests.
• People the data is about: your customers and their contacts, such as homeowners, landlords, tenants, occupiers, letting agents and key holders, and anyone else whose details you add.

P2. What we will do

1. Process the personal data only on your documented instructions, which are these terms and how you use VanOffice, including for transfers outside the UK, unless the law requires otherwise. In that case we will tell you first, unless the law forbids it.
2. Tell you straight away if we think an instruction breaks data protection law.
3. Make sure anyone we allow to process the data is bound to keep it confidential.
4. Take appropriate technical and organisational measures to keep it secure, as Article 32 of UK GDPR requires.
5. Use other processors (sub-processors) only under a written contract that gives the data the same protection as these terms. You give us general permission to use the providers described in our privacy notice. We will tell you before we add or replace one, and you may object on reasonable data protection grounds. If we cannot resolve your objection, you may cancel and we will refund any unused period you paid for on our website. We remain responsible to you for our sub-processors.
6. Transfer the data outside the UK only with a safeguard that UK data protection law allows.
7. Help you, through the features of VanOffice and by reasonable assistance, to respond to people using their rights, such as access, correction and deletion.
8. Help you meet your duties on security, personal data breaches, data protection impact assessments and consulting the regulator, taking into account the information available to us.
9. Tell you without undue delay after we become aware of a personal data breach affecting your customers' data, with the information we have, so you can meet your own duties.
10. At the end of the service, let you export the data and then delete it, as set out in Part B and the privacy notice, unless the law requires us to keep it.
11. Give you the information you reasonably need to show that we meet these obligations, and allow audits and inspections, by you or an auditor you appoint, on reasonable notice. We will first answer your written questions. An inspection must be at your cost, during working hours, under a duty of confidence, and no more than once a year unless the regulator requires it or there has been a breach.

P3. What you will do

• Make sure you have a lawful basis for the personal data you put in VanOffice and for every message you send through it.
• Tell your customers how you use their details, as UK GDPR requires.
• Give us only lawful instructions.

Section B15 (our liability) also applies to these data processing terms, so far as the law allows.

Contact

Toby Nieman, trading as VanOffice. Email hello@vanoffice.co.uk.