Terms

Customer agreement

The terms on which COC AutoDocs Ltd provides the CoC AutoDocs service to business customers. Version 2, effective 9 September 2026.

Plain English is deliberate. Where a sentence could be read two ways, the ordinary meaning applies. Headings are for navigation only. The Data Processing Agreement, Service Levels and Cancellation and Refunds pages form part of this agreement.

1. Who you are contracting with

This agreement is between you and COC AutoDocs Ltd, a company registered in England and Wales with company number 17449142, whose registered office is at 71-75 Shelton Street, Covent Garden, London WC2H 9JQ. "We", "us" and "CoC AutoDocs" mean that company. "You" means the business named on the licence and, where relevant, the people it lets use the service. You can reach us at josh.atherton@cocautodocs.com.

We are not VAT registered at the date of this version. Prices are stated without VAT and none is charged. If we register for VAT, invoices from that date will add VAT at the prevailing rate, and we will tell account owners before it happens.

2. Business customers only

The service is for businesses: vehicle manufacturers, body builders, converters and their agents. By using it you confirm you are acting in the course of a business and not as a consumer, and that the person setting up or activating the account has authority to bind that business. Consumer protection law that applies only to consumers does not apply to this agreement.

3. How the agreement is made

These are the steps, so there is no doubt about when a contract exists.

Trial. Where we set up a trial for you, you can use the service free during the trial period shown on your Company page. It runs until 29 November 2026, or for 30 days from set-up if that is later. Sections 4 to 20 apply during the trial; sections about fees apply once you buy a plan.
Order. You tell us which plan you want, by the website, by email or in conversation. We send you an invoice.
Payment. You pay the invoice by bank transfer. We do not take card details.
Licence key. On receipt of payment we email a licence key to the address you gave us. That email is our acknowledgement of your order.
Activation. Activating the key in the service is your acceptance of this agreement. The contract is made at that moment, on the version of these terms then published. You can check and correct your company details on the Company page at any time before and after activation.

The agreement is made in English only. We do not file the contract; keep a copy of these pages and your invoice. Your licence key email records the plan, price and term you bought.

4. The service

CoC AutoDocs turns the details of a vehicle into an electronic Certificate of Conformity file in the UK IVI 2.0 format, checks it against the schema published by the Vehicle Certification Agency ("the VCA"), signs it, keeps a record of it, and, where you have entered the VCA's credentials, sends it to the VCA on your instruction. It also imports first-stage certificates and certain other documents so you do not retype them. The features included in each plan are those shown on the pricing page on the day you order.

We may improve, add to or change the service. We will not remove a feature you rely on during a paid term without offering a reasonable alternative or a pro-rata refund for the affected period.

5. Your account and your team

You are responsible for everyone you invite into your company's account, for keeping the sign-in email addresses secure, and for removing people who leave. Sign-in is by a link emailed to the user; there are no passwords for us or you to look after. Tell us promptly at josh.atherton@cocautodocs.com if you believe an account has been used without authority.

6. Your responsibilities

The service produces documents that you issue and stand behind. So you are responsible for:

the accuracy and completeness of everything you enter, and of any document you import;
holding a valid type approval, and entering the approval number and details correctly;
obtaining, renewing and safeguarding your own signing certificate or key, and the computers it is kept on;
submitting files to the VCA under your own VCA account and credentials, and complying with the VCA's terms;
checking each file before you issue it or send it, and correcting and reissuing any file that is wrong;
keeping your own copy of every certificate you issue. Assimilated Regulation (EU) 2018/858, Article 14(3), requires a manufacturer to keep a copy of each Certificate of Conformity for ten years from the vehicle's date of manufacture, and to be able to issue a duplicate on request for that period. The service helps you do this while your account is open, but the duty is yours and you must export your files before your account closes;
complying with the law that applies to you as a manufacturer, including the requirement to provide a paper certificate free of charge where an electronic one has not been provided.

7. Acceptable use

You must not use the service to produce a certificate for a vehicle you did not manufacture or complete, or to produce a document that is false or misleading. You must not attempt to gain access to another customer's data or to any part of the service you are not entitled to use, interfere with its operation, copy or reverse engineer it beyond what the law permits, resell access to it, or use it in breach of any law. We may suspend an account being used in breach of this section on notice to the account owner, and end the agreement if the breach is not remedied within 14 days or cannot be remedied.

8. Fees, invoicing and payment

Plans are priced as shown on the pricing page on the day you order. Monthly plans are billed monthly in advance and annual plans annually in advance. Annual plans include the discount shown on the pricing page.
We invoice you; you pay by bank transfer, or by card through the payment link on the invoice, within 14 days of the invoice date, or before the start of the term if sooner. Card payments are processed by Stripe; we never see or store card numbers. Access for a new term begins when payment is received unless we agree otherwise in writing.
If an invoice is not paid within 14 days of its due date we may, after emailing the account owner, suspend the account until it is paid. Suspension does not delete your data. We may charge statutory interest and compensation on late payment under the Late Payment of Commercial Debts (Interest) Act 1998.
We may change prices with at least 30 days' notice by email to the account owner. A change takes effect from your next renewal. If you do not want to renew at the new price, you can cancel under section 10 before it applies.
Fees are stated in pounds sterling and are exclusive of VAT (see section 1).

9. Term and renewal

A monthly plan runs for one month from activation and renews monthly. An annual plan runs for twelve months from activation and renews annually. Because we invoice rather than charge a card, we will send a renewal invoice before each term ends. If it is not paid the plan lapses at the end of the current term and the account moves to read-only, so you can still download your files. We do not renew a plan without an invoice being paid.

10. Cancellation and refunds

You may cancel at any time by emailing josh.atherton@cocautodocs.com from the account owner's address. Cancellation takes effect at the end of the current paid term; you keep access until then. Refunds are set out on the Cancellation and Refunds page, which forms part of this agreement. In summary: no refund of the current term on a change of mind, a full refund within 14 days of first activating an annual plan if no files have been made, and a pro-rata refund where we materially fail to provide the service or withdraw it.

11. Suspension and termination by us

We may suspend or end your access if you break this agreement and do not put it right within 14 days of our notice, if you become insolvent or stop trading, if the law requires us to, or if your use puts the service or other customers at risk. Except where the reason is your breach, we will refund fees paid for any period after termination.

12. What happens to your data when the agreement ends

For 30 days after the agreement ends your account is read-only and you can export everything, including every file, as JSON and XML from the Company page. Do this: the law requires you, not us, to keep each certificate for ten years from the vehicle's manufacture, and once we delete your data we cannot recover it for you. After that period, or earlier on your written instruction, we delete your company's data, and it leaves our backups within a further 30 days. We keep payment records for six years as tax law requires, and the audit trail of administrative actions for 24 months. The full schedule is in the Data Processing Agreement.

13. Intellectual property

We own the service, its software, its design and its documentation, and we keep all rights in them. You get a non-exclusive, non-transferable licence to use the service for your own business for the term of the agreement. You own the data you enter and every certificate file the service produces for you. You give us a licence to host, process, back up and transmit that data solely to provide the service to you. Neither of us gets any other rights in the other's material.

If you send us suggestions or feedback we may use them without obligation to you. The UK IVI schema and related documents are published by the VCA and are used under their terms.

14. Confidentiality

Each of us will keep the other's confidential information confidential, use it only for this agreement, and disclose it only to people who need it and are bound to keep it confidential, or where the law requires. Your vehicle data, customer details and pricing are your confidential information. Our software, security arrangements and unpublished plans are ours. This section lasts for five years after the agreement ends.

15. Service levels and support

Our commitments on availability, maintenance, support hours, response times and service credits are on the Service Levels page, which forms part of this agreement. Service credits are your sole remedy for a shortfall in availability.

16. Data protection

For the files, vehicle models, company details and team accounts your company creates in the service, your company is the controller and we are the processor, acting only on your instructions. The Data Processing Agreement sets out our obligations under Article 28 of the UK GDPR and forms part of this agreement. For your account, enquiries, licence and payment records we are the controller, and our privacy policy applies. Your data is stored in the European Union, in Amsterdam. Our hosting provider is Railway Corporation, an American company, so that is a restricted transfer made under the International Data Transfer Addendum issued by the Information Commissioner.

17. What we promise, and what we do not

We will provide the service with reasonable care and skill, substantially as described on the website, and in line with the Service Levels. We validate files against the VCA's published schema and sign them to the XAdES standard.

We do not promise that the VCA will accept any particular submission, that the VCA's requirements or systems will not change, or that a file is correct where the information entered into it was not. We are not affiliated with, endorsed by or acting for the VCA, and acceptance decisions are theirs. We do not provide legal, regulatory or engineering advice; the service is a tool for producing documents whose content you decide. Except as stated in this agreement, all other warranties and conditions, whether implied by law or otherwise, are excluded to the extent the law allows.

18. Liability

Nothing in this agreement limits or excludes liability for death or personal injury caused by negligence, for fraud or fraudulent misrepresentation, or for anything else that cannot be limited or excluded by law.

Subject to that, neither of us is liable to the other for loss of profit, loss of business, loss of contracts, delayed vehicle registrations or deliveries, regulatory penalties, or any indirect or consequential loss, however arising.

Subject to both of the above, our total liability to you arising out of or in connection with this agreement in any twelve-month period, whether in contract, tort (including negligence), breach of statutory duty or otherwise, is limited to the fees you paid us in that period, or £500 during a free trial.

You will compensate us for losses we suffer because a certificate you produced with the service was false, misleading or issued for a vehicle you had no right to certify, or because of a claim by a third party arising from your breach of section 6 or 7, except to the extent we caused the loss.

19. Changes to these terms

We may change this agreement. For a material change we will email account owners at least 30 days before it takes effect. If you do not accept a material change you may cancel before it takes effect and we will refund the unused part of any prepaid term pro rata. Continuing to use the service after the change takes effect is acceptance of it. Minor changes, such as corrections and clarifications, take effect when published, and the current version and its date are always shown on this page.

20. Events outside our control

Neither of us is liable for failing to perform because of something beyond our reasonable control, including failure of the VCA's systems, internet or power failure, hosting provider outage, or action by government. The affected party will tell the other promptly and do what it reasonably can to reduce the effect. If such an event stops us providing the service for more than 30 days in a row, either of us may end the agreement and we will refund any prepaid unused period.

21. General

Entire agreement. This agreement, with the pages it incorporates and your licence key email, is the whole agreement between us about the service and replaces any earlier discussion. Neither of us relies on anything not set out in it, except that nothing excludes liability for fraud.
Assignment. You may not transfer this agreement without our written consent, which we will not unreasonably withhold, for example on the sale of your business. We may transfer it to a successor to our business on notice to you.
Notices. Notices are given by email: to us at josh.atherton@cocautodocs.com, to you at the account owner's address. A notice is received on the working day it is sent, or the next working day if sent after 17:00 UK time.
Severability. If any part of this agreement is found unenforceable the rest continues, and the part is replaced by the nearest enforceable equivalent.
Waiver. Not enforcing a right is not a waiver of it.
Third parties. No one other than you and us has any right to enforce this agreement under the Contracts (Rights of Third Parties) Act 1999.
Relationship. We are independent contractors. Nothing here creates a partnership, agency or employment.

22. Complaints and disputes

If something has gone wrong, email josh.atherton@cocautodocs.com with "Complaint" in the subject. We acknowledge complaints within two working days and aim to resolve them within ten. If we cannot resolve a dispute by discussion within 30 days, either of us may refer it to mediation before starting court proceedings, unless urgent relief is needed. This agreement is governed by the law of England and Wales and the courts of England and Wales have exclusive jurisdiction.

Version 2, effective 9 September 2026. Version 1 was published 4 September 2026. Account owners are emailed before a material change takes effect.