BFT VAULT – TERMS & CONDITIONS
Service Provider: BFT Consulting Ltd (“we”, “us”, “our”)
Service: BFT Vault – digital compliance management platform and associated subscription
services.
Client: The company or individual entering into these Terms (“you”, “your”).
1. DEFINITIONS
“BFT Vault” means the digital compliance storage, monitoring, and reporting service provided by BFT Consulting Ltd, including any associated tools, reminders, uploads, dashboards, or consultancy elements.
“Subscription” means the monthly or annual plan you agree to purchase.
“Content” means files, documents, data, and information uploaded or provided by you or on your behalf.
“Contract” means the agreement formed between you and BFT Consulting Ltd when you subscribe to BFT Vault.
2. AGREEMENT TO TERMS
By subscribing to BFT Vault, you agree to be bound by these Terms & Conditions, our Privacy Policy, and any service-specific documentation provided during onboarding.
This Contract is governed by the laws of England and Wales.
3. SERVICE DESCRIPTION
BFT Vault provides:
• Secure digital storage for compliance documents
• Automated reminders and monitoring
• Optional reporting, dashboards, and compliance management support (depending on subscription tier)
• File structuring based on Traffic Commissioner standards
• Access for you and authorised users
We do not guarantee uninterrupted availability but will take reasonable steps to maintain service continuity.
4. SUBSCRIPTION FEES & PAYMENT
4.1 All fees are payable monthly or annually in advance, depending on the subscription tier selected.
4.2 Payments are non-transferable and non-refundable (see Refund Policy below).
4.3 We reserve the right to update pricing by giving 30 days’ notice.5. REFUND POLICY (NO REFUNDS)
We operate a strict no-refund policy, including:
• No refunds for unused time
• No refunds for early cancellation
• No refunds for change of circumstances
• No refunds for failure to use or access the service
This is permitted under UK B2B law, provided it is clearly stated (which it is here).
6. CANCELLATION POLICY
6.1 You may cancel your subscription at any time, but cancellation must be provided in writing
(email is acceptable).
6.2 A one-month (30 days) notice period applies.
6.3 Your subscription will remain active, billable, and accessible during the notice period.
7. DOCUMENT RETENTION AFTER CANCELLATION
Under the Senior Traffic Commissioner’s statutory requirements, we are required to retain maintenance and compliance documentation for:
15 months (minimum).
Therefore:
7.1 Retention Period
After cancellation, we will store your BFT Vault archive for 15 months, after which it will be
permanently deleted from our system.
7.2 Returning Clients
If you return within the 15-month retention window, we will still have your archive available, and a reinstatement process can be arranged.
If you return after 15 months, your data will no longer be available, and a rebuild of your compliance file may be required.
7.3 File Release Fee
If, at any point after cancellation, you request that all archived documents be released to you, an
administration fee of: £1,000 (one thousand pounds) will apply. Files will only be released once:
- The fee is fully paid, and
- Identity and authority checks are satisfied.
8. YOUR RESPONSIBILITIES
You agree to:
• Provide accurate and up-to-date information
• Ensure uploads you send are correct and complete
• Keep your login credentials secure
• Comply with all UK Operator Licence undertakings
• Maintain your own backup copies where necessary
We are not responsible for your internal processes, staff actions, or compliance decisions.
9. OUR RESPONSIBILITIES
We will:
• Store your files securely
• Maintain structured folders aligned with Traffic Commissioner expectations
• Notify you of key expiry dates (depending on subscription tier)
• Act with reasonable care and skill
• Protect your data under UK GDPR
10. LIMITATION OF LIABILITY
To the fullest extent permitted by law:
• We are not liable for indirect, incidental, or consequential losses
• We are not liable for regulatory action taken against you
• Our total liability will not exceed the total amount paid by you in the 12 months prior to the claim You remain fully responsible for meeting your legal obligations as an operator or transport manager.
11. DATA PROTECTION & GDPR
We comply with UK GDPR and Data Protection Act 2018.
Information on how we process personal data is contained in our Privacy Policy.
12. CHANGES TO TERMS
We may update these Terms from time to time.
We will provide 30 days’ notice for any material change.
13. GOVERNING LAW
These Terms shall be governed by and interpreted according to the laws of England and Wales.
Any disputes shall be subject to the exclusive jurisdiction of the courts of England and Wales.
14. CONTACT
BFT Consulting Ltd
Email: info@bftconsulting.co.uk
Website: bftconsulting.co.uk
Phone: +44 (0) 7513 379221
15. Activation of Account & Billing Cycle
15.1 Your subscription to BFT Vault becomes active as soon as your first payment is received.
15.2 All subscription fees are payable in advance. Once payment has cleared, your account is
activated for the forthcoming billing period.
15.3 You are billed for access to the BFT Vault platform, tools, and services regardless of the
volume of documents uploaded, processed, or used within that period.
15.4 Failure to use the service, including failure to upload your documents, failure to engage with the onboarding checklist, or failure to complete required actions, does not exempt you from payment obligations and does notconstitute grounds for refund or credit.
16. Client Onboarding & Responsibilities
16.1 During onboarding, you will be provided with instructions and required steps to activate and
structure your BFT Vault environment.
16.2 You acknowledge and agree that compliance with onboarding processes—including uploading
documents, providing correct information, and completing required setup actions—is your
responsibility.
16.3 We will not be held liable for:
• Your failure to upload documents
• Delays in providing information
• Incomplete or inaccurate uploads
• Your failure to follow onboarding guidance
• Consequences arising from your failure to provide compliance records
16.4 Our role is to store, structure, and support the management of your compliance evidence—not
to chase or compel ongoing uploads unless included in your subscription tier.
17. Payment Failures & Account Suspension
✔ Standard Practice in the UK
17.1 If a payment attempt fails, we will automatically retry the payment.
17.2 If the second attempt also fails, your subscription will be immediately suspended.
17.3 During suspension:
• Access to BFT Vault may be restricted or fully disabled
• No uploads, downloads, or monitoring services will occur
• Automated reminders and reporting may cease
17.4 Your account will only be reinstated once all outstanding balances are settled in full.
17.5 Continued non-payment may result in:
• Termination of the agreement
• Permanent deletion of data after the retention period
• Referral to debt recovery services where necessary
17.6 Suspension does not pause or cancel your billing cycle.
You remain liable for all amounts owed until formal cancellation is submitted in writing (as per
Clause 6).
