Terms of use

1About these terms

These terms are set by Ryan McCloskey, trading as MyVanStock ("My Van Stock", "we", "us"). They apply to anyone who visits our website, uses a company's portal or uses our phone apps.

When a company signs up, it signs our Customer Agreement, made up of an order form, our subscription terms and a data processing addendum. The Customer Agreement is the contract with that company ("you" in sections 4 to 12). If it says something different from these terms, the Customer Agreement wins.

Our privacy policy explains how we handle personal data.

My Van Stock is for businesses. It isn't offered to consumers.

2Using our website

• The information on our website, including prices, is a general guide and can change. The order form a company signs sets its price.
• Booking a demo is free and doesn't commit you to anything.
• We own the text, design, images, logo and the My Van Stock name. Don't copy them without our permission, except to share a link or a short quote.
• Links to other websites are for convenience. We're not responsible for what's on them.

3The service

My Van Stock is an online stock control system. Each company gets its own portal at myvanstock.co.uk/its-name, with its logo and colours, and its staff can also use the Android and iPhone apps. In it, staff scan stock in and out, see what's on each van and in each store, request and move stock, get stock summary and alert emails, and export records.

A company can connect a supplier account, such as ADI, or upload a supplier's price file. We then fetch prices and stock for its part numbers on its behalf. The supplier's own terms still apply between the company and its supplier, and we can't vouch for the supplier's figures.

We keep improving the service, so how it looks and works will change over time. If we plan to remove a feature a paying company actively uses, we'll tell it at least 30 days beforehand.

4Logins and your responsibilities

• Your Super Admins decide who has a login and what each tier (Super Admin, Admin, User and Engineer) can do. You're responsible for everyone you give a login to and for what they do in your portal.
• Each login is for one person. Logins must not be shared.
• Super Admins and Admins must use two-step sign-in, with a code from an authenticator app. You can require it for everyone.
• Pass starting passwords on privately, such as by text or in person, never in a group chat.
• When someone leaves or changes role, update their access straight away. Setting them to "No access" stops them seeing anything.
• Phones and computers used for My Van Stock should have a screen lock.
• If you think a login has been misused, or someone has seen data they shouldn't, tell us straight away at [email protected].

5Your data

• You own the data you put into My Van Stock: products, stock levels, history, staff details and your logo.
• You give us permission to store and process it only so we can provide the service, keep it secure and fix problems. We don't sell it or use it for anything else.
• For personal data, such as your staff's names, you are the data controller and we are your data processor. The data processing addendum in the Customer Agreement sets out how we handle it.
• You're responsible for having the right to put data into My Van Stock, and for telling your staff how it's used. Your staff privacy notice should mention it.
• Don't enter your own customers' personal details (names, addresses, phone numbers) or sensitive security information such as alarm codes, keyholder details or site access codes. A job number is enough for a job reference.
• You can download your stock, products and history at any time from Setup → Export.

6Using it properly

Nobody using our website, a portal or the apps may:

• use My Van Stock for anything unlawful;
• try to get into another company's portal or data, or test, probe or get round our security (if you think you've found a weakness, tell us at [email protected] instead);
• upload anything harmful, such as a virus;
• overload the service, or use automated tools to pull data out of it other than the export features;
• copy, resell or reverse-engineer the software, except where the law allows it;
• let anyone outside the company use its portal without our agreement.

We can suspend a login or a portal that breaks these rules or puts other customers at risk. Unless it's urgent, we'll contact the company first.

7Fees and payment

• Setup is £150, once. It covers your branded portal, your first admin and your vans, set up for you.
• The Starter plan is £30 a month for 1 admin and 3 vans, with every feature. Each extra van is £10 a month.
• All prices are plus VAT. Monthly fees are invoiced monthly in advance, and invoices are due within 14 days. Companies pay monthly on invoice, by Direct Debit or card through Stripe, or by BACS bank transfer.
• If an invoice is more than 30 days overdue, we may switch your portal off after giving you 7 days' notice in writing. Your data is kept while it's sorted out, and we'll switch the portal back on once you've paid.
• We can change our prices by giving you at least 30 days' notice by email. If you don't agree, you can cancel before the new price starts.

8Availability and support

• We aim to keep My Van Stock running around the clock but can't promise it will never be unavailable. Where possible, we do planned maintenance outside working hours.
• The service relies on providers such as Supabase, Cloudflare and Resend. Problems on their side can affect us, and we'll work to restore the service as quickly as we can.
• The database is backed up daily, and backups are kept for 7 days.
• Support is by email at [email protected], Monday to Friday, 9am to 5pm UK time, except bank holidays. We aim to reply within one working day, and sooner if nobody can sign in.

9Stock figures are your responsibility

My Van Stock records what your staff scan and enter, and it can only be as accurate as that. You remain responsible for physical stock checks, ordering, pricing and any decisions you make based on its figures. Supplier prices and stock levels come from the supplier, so check anything important with them.

Stock request and alert emails are a convenience. Emails can be delayed or end up in spam, so don't rely on them alone for anything urgent.

10Our liability

• Nothing in these terms limits liability for death or personal injury caused by negligence, for fraud, or for anything else that can't be limited by law.
• We're not liable for indirect or consequential losses, or for loss of profit, revenue, business, stock or goodwill.
• For a paying company, our total liability is limited as set out in its Customer Agreement. Our website is provided free of charge, and we accept no other liability for its use as far as the law allows.

11Ending the agreement

• There's no minimum term. You can cancel at any time with 30 days' notice by emailing [email protected]. The setup fee isn't refunded.
• We can end the agreement by giving you 90 days' notice. We can end it straight away if you seriously break these terms and don't put it right within 14 days of us asking, or if your company becomes insolvent.
• Export your data before the agreement ends. If you need more time, ask us within 30 days and we'll open your portal again so you can export it. After that, we delete your data as described in our privacy policy.

12Who owns what

We own My Van Stock: the software, the apps, their design, and the My Van Stock name and logo. Your agreement lets you use it while it lasts. You keep ownership of your data, logo and brand, and you let us show your logo and colours in your portal.

13Confidentiality

We'll each keep the other's confidential information private and only use it for the agreement. Your stock data, prices, supplier terms and staff details are confidential to you.

14Changes to these terms

We may update these terms from time to time and will post the new version here with its date. For paying companies, we'll email your admins at least 30 days before a change takes effect, unless the law requires it sooner. If you don't agree with the change, you can cancel before it starts.

15General

• Neither of us is responsible for delays caused by events outside our reasonable control.
• You can't transfer your agreement to anyone else without our agreement. We may transfer it to whoever takes over My Van Stock, and we'll tell you if we do.
• If a court decides that part of these terms can't be enforced, the rest still applies.
• These terms are governed by the law of England and Wales, and its courts will deal with any dispute.

16Contact us

Ryan McCloskey, trading as MyVanStock, 3 Dodley Hill Barns, Swanbourne, MK17 0SR.
Email [email protected].