CoachComp
Version 9 · Effective 15/10/2026 · Published 15/10/2026

Terms & Conditions

Effective date: as shown above. Version 9. These terms govern your use of CoachComp ("the Platform", "we", "us"), a compliance management service for UK passenger and goods transport operators. By creating an account or using the Platform you agree to these terms. These Terms, together with our Privacy Policy, Data Retention Policy and Data Processing Agreement, form the whole agreement between you and us for use of the Platform. If these documents conflict, the Data Processing Agreement takes priority for the processing of personal data, and these Terms take priority for all other contractual matters. The Privacy Policy and Data Retention Policy explain and support those documents but do not override the Data Processing Agreement or these Terms.

1. Who you are contracting with

The Platform is operated by Coachcomp Limited, a company registered in England and Wales with company number 17362338, registered address SY11 4EE, England. Coachcomp Limited is registered with the Information Commissioner's Office under reference ZC223321. Notices under these terms should be sent to info@coachcomp.co.uk.

2. The service

CoachComp provides tools to help licensed operators manage compliance records, including drivers, vehicles, O-licence discs, depots, cases, audits, policies, documents and driver quality assurance checks, together with AI-assisted guidance and reporting.

3. Accounts and eligibility

  • You must be authorised to act for the operator whose licence details you register.
  • You are responsible for the accuracy of the information you enter and for keeping login credentials secure.
  • Accounts may hold different roles (admin, transport manager, supervisor, viewer). The account admin is responsible for who they invite and what access they grant.
  • We may suspend or close accounts that are used unlawfully, or where licence details cannot be verified.

4. Plans, trials and billing

  • Demo: a 14-day free trial containing sample data only. Demo workspaces are not intended for live compliance records.
  • Lite: £49 per month (or £490 per year), covering audits, management review, compliance Q&A, policy reviews, documents and the compliance health score only. Lite does not include driver, staff or vehicle records, cases or Driver Quality, and the Platform prevents those records being created on a Lite workspace.
  • Professional: £99 per month (or £999 per year).
  • Advanced: £199 per month (or £1,999 per year), including multi-user access, depots and Driver Quality.\n- VAT: Coachcomp Limited is not currently VAT registered, so no VAT is charged and the price shown is the total payable. If we become VAT registered, we will give at least 30 days' notice before VAT affects your next renewal.
  • Subscriptions are billed in advance by our payment processor and renew automatically until cancelled.
  • Promotional offers: from time to time we offer introductory promotions (for example free months or a percentage discount for a fixed period) redeemed by promo code at checkout. The offer terms — the discount, how long it lasts and when the standard price resumes — are shown at checkout and on your billing page. When an offer ends, your subscription continues at the standard price unless you cancel before the next renewal. Offers apply to new subscriptions only, cannot be combined, and have no cash value.
  • You may cancel at any time; access continues until the end of the paid period. Fees already paid are non-refundable except where required by law.
  • We may change prices with at least 30 days' notice before the change applies to your next renewal.

5. Acceptable use

You agree not to: use the Platform unlawfully; upload material you have no right to share; attempt to access another operator's data; probe, scrape or overload the service; resell or white-label access without our written agreement; or use outputs to mislead a regulator.

6. Intellectual property and copyright

  • The Platform, including its software, design, interface, text, templates, question banks, policy templates and other content supplied by us, is owned by Coachcomp Limited and protected by copyright and other intellectual property rights. The platform is registered with the UK Copyright Service under registration number 284768103. © Coachcomp Limited. All rights reserved.
  • We grant you a limited, non-exclusive, non-transferable licence to use the Platform for your own operator compliance purposes for as long as your subscription is active.
  • You must not copy, reproduce, adapt, translate, republish, frame, reverse engineer, decompile or create derivative works from any part of the Platform, nor resell, sublicense, rent or otherwise make it available to third parties, except as permitted by law or agreed by us in writing.
  • CoachComp names, logos and branding are our trade marks and may not be used without our written permission.
  • Content you upload remains yours, as set out in clause 7. You grant us the limited licence needed to host, process and display that content in order to provide the Platform.
  • Where you give us feedback or suggestions, we may use them to improve the Platform without obligation to you.

7. Your data

  • You retain ownership of the data you upload. We process it to provide the service in line with our Privacy Policy, Data Retention Policy and Data Processing Agreement.
  • For personal data of your drivers and staff, you are the data controller and we act as your processor.
  • You are responsible for having a lawful basis for the personal data you upload, including driver licence, medical and drug and alcohol testing records.
  • We use the subprocessors published at coachcomp.co.uk/legal/subprocessors. Your acceptance of these terms is your general authorisation for those subprocessors.
  • Workspace admins and transport managers can export the workspace's data at any time while the subscription is active, and during the notice and read-only periods described in section 12.2. Every user can export their own profile data.

7.1 Data Processing Agreement

  • The Data Processing Agreement at coachcomp.co.uk/legal/dpa forms part of these terms and governs all processing of personal data we carry out on your behalf. It covers the subject matter and duration of the processing, the categories of data subjects and personal data, our obligations as processor under Article 28 UK GDPR, international transfers, and your audit rights.
  • Hosting: the Platform is running on Amazon Web Services in the EU (Ireland region, eu-west-1) through Lovable Cloud. Your stored data (the database, files and backups) is held in the EU (Ireland region, eu-west-1) and is not moved out of that region. A small number of listed subprocessors process limited, specific data outside the UK/EEA for a single task (see the subprocessors list and section 9 of the Data Processing Agreement); any such transfer is covered by an adequacy decision or the UK International Data Transfer Addendum.
  • Security measures: encryption in transit and at rest, per-workspace access controls so each operator's data is only readable by its own signed-in members, server-side authentication, least-privilege database roles, and access logging.
  • Breach notification: we will notify you without undue delay after becoming aware of a personal-data breach affecting your data, and in any event within 72 hours where feasible.
  • Assistance: we will assist you, taking into account the nature of the processing, with data-subject requests, data protection impact assessments and regulator consultations.

7.2 Backups and deletion

  • When you delete a record, or an erasure request is completed, the data is removed from the live database immediately.
  • Encrypted backups are kept for operational recovery only, are held in the same EU (Ireland) region as the live Platform, and are overwritten on a short rolling cycle (approximately 7 days), after which deleted data is irrecoverable.
  • Erasure requests are re-applied to any restore that occurs before natural backup expiry.

8. Compliance guidance is not legal advice

CoachComp helps you organise evidence and highlights potential issues, including through AI-generated summaries and suggestions. It does not replace professional legal advice, the judgement of your Transport Manager, or your duties under your operator's licence. Outputs may be incomplete or incorrect and must be reviewed by a competent person before you rely on them. You remain solely responsible for compliance with the Goods Vehicles (Licensing of Operators) Act 1995, the Public Passenger Vehicles Act 1981, drivers' hours rules, PSVAR and all other applicable law.

9. Third-party data sources

Some features retrieve information from third parties (for example DVSA MOT history). We pass this through in good faith but cannot guarantee its accuracy, completeness or availability.

9.1 Driving licence information

CoachComp does not carry out automated driving licence checks with the DVLA or any other licence-checking service. Licence numbers, categories, expiry dates, endorsements and check dates shown in CoachComp are exactly what you or your team entered or imported, together with the date it was recorded. CoachComp does not interpret or change that information; it only calculates reminder dates from the dates you record. You remain responsible for checking licences with the DVLA (for example through the DVLA "View or share your driving licence" service or a licence-checking provider of your choice) at the frequency your own risk assessment requires, and for recording the result.

If CoachComp shows licence or other compliance information differently from what you recorded because of a fault in our software or processes, we will correct it as a priority once we become aware of it, tell you what happened, and give you the information needed to check any affected records. Our liability for such an error is set out in section 11.

10. Availability and support

We aim to keep the Platform available at all times but do not guarantee uninterrupted service. Our service targets are:

  • Availability target: 99.5% per calendar month, excluding planned maintenance.
  • Recovery time objective (RTO): service restored within 24 hours of a major incident.
  • Recovery point objective (RPO): no more than 24 hours of data lost in a major incident.

These are targets we design and operate to, not guarantees, and missing them does not by itself give rise to service credits. Planned maintenance will be notified where practicable. Support is provided by email during UK business hours.

11. Liability

Nothing in these terms limits liability for death or personal injury caused by negligence, fraud, or anything else that cannot lawfully be limited. Subject to that, our total liability arising out of or in connection with the Platform in any 12-month period is limited to the fees you paid in the 12 months before the event giving rise to the claim, and we are not liable for loss of profit, loss of business, regulatory penalties, or indirect or consequential loss.

For clarity, this single cap applies to all claims of every kind, including claims arising from personal-data breaches, security incidents, loss or corruption of data, and incorrect compliance or licence information shown by the Platform (whatever the cause), except where the law does not allow liability to be limited. This does not reduce either party's obligations under UK data-protection law or the Data Processing Agreement.

12. Termination

You may stop using the Platform and cancel at any time. We may suspend or terminate access if you materially breach these terms, if payment fails, or if required by law. On termination we retain and delete data in line with our Data Retention Policy, which explains what happens to your workspace records after cancellation.

12.1 Getting your data out

Admins and transport managers can download a full export of the workspace at any time from Settings → Your data. It contains the complete compliance history held in CoachComp: drivers, vehicles, discs, Driver Quality checks, training records, cases and actions, tasks, audits, policies and their versions, management reviews, activity trails, agreement acceptances, and document records with download links for the stored files.

12.2 If CoachComp is withdrawn or stops trading

If we decide to permanently withdraw the Platform, we will give at least 90 days' notice by email to workspace admins, and the export will remain available throughout that period. If Coachcomp Limited stops trading for any reason, we will use all reasonable efforts (and instruct any administrator or successor) to keep the Platform available in read-only mode for at least 30 days so you can export your data, after which data will be deleted in line with the Data Processing Agreement. We recommend downloading an export periodically for your own records.

13. Changes to these terms

We may update these terms from time to time. Material changes will be notified in the Platform or by email before they take effect. Continuing to use the Platform after that date means you accept the updated terms.

14. Governing law

These terms are governed by the laws of England and Wales, and the courts of England and Wales have exclusive jurisdiction.

15. Contact

Questions about these terms can be sent to info@coachcomp.co.uk or through the in-app help section.

This page is maintained by the operator of CoachComp to answer common questions about how the service handles personal data. It is not independent legal advice.