Terms of Services for Businesses

About Snapmyfine

Snapmyfine is operated by Snapmyfine Ltd, registered in England and Wales. Contact us at [email protected], +44 330 133 5245, or Snapmyfine.com.

In these Terms, "Snapmyfine", "we", "us", or "our" means the business above. "Customer", "you", or "your" means the business using our Services.

Acceptance of terms

By creating an account, submitting documents, using our platform, or paying for our Services, you agree to these Terms.

Our services

Snapmyfine provides fleet PCN management and related support services. Our Services may include:

• Reviewing penalty charge notices and related documents

• Extracting key information such as deadlines, reference numbers, vehicle details, issuing authority details, and payment amounts

• Helping manage fines by vehicle, driver, depot, branch, cost centre, or business unit

• Preparing draft responses, representations, appeals, transfer-of-liability letters, or nominated-driver correspondence

• Helping collect and organise evidence and tracking the status of notices

• Providing reports, summaries, dashboards, or management information

• Communicating with third parties where you have authorised us to do so

The exact Services will depend on the package, subscription, quotation, or order form agreed with you.

Important outcome disclaimer

You remain responsible for all fines, penalties, charges, escalation fees, enforcement costs, court fees, interest, and related sums unless the relevant third party confirms otherwise.

Legal services disclaimer

Unless expressly stated in writing, Snapmyfine is not a law firm and is not authorised or regulated by the Solicitors Regulation Authority, Bar Standards Board, or any other legal services regulator.

We provide administrative, operational, document-management, drafting-support, and fleet PCN management services. We do not carry out reserved legal activities.

Customer eligibility and authority

You confirm that:

• You are using the Services for business purposes

• You have authority to enter into these Terms

• You have authority to provide fleet, vehicle, driver, employee, contractor, hires, lessee, or notice data to us

• You have authority to instruct us in relation to the relevant vehicles, drivers, fines, and notices

• Your use of the Services complies with all applicable laws and internal policies

We may request evidence of authority, including company details, fleet records, vehicle ownership or lease documents, user permissions, or written authorisations.

Customer responsibilities

You are responsible for:

• Providing accurate, complete, clear, and up-to-date information

• Submitting fines, notices, documents, images, evidence, and correspondence promptly

• Checking all deadlines, reference numbers, vehicle registration marks, driver details, addresses, payment details, and authority details

• Maintaining accurate fleet, vehicle, driver, hire, lease, and employment records

• Approving drafts, responses, appeals, nominations, or payment instructions before use

• Ensuring fines, charges, or third-party fees are paid on time unless we have expressly agreed to manage payment administration

• Ensuring your authorised users comply with these Terms

Driver information and internal disputes

Where a notice requires driver nomination or transfer of liability, you are responsible for ensuring that all driver information is accurate, lawful, and complete.

You must not ask us to submit information that you know or suspect is false, inaccurate, incomplete, or misleading.

You are responsible for handling any internal disputes with drivers, employees, contractors, hires, leases, or vehicle users, including disputes about liability, payroll deductions, disciplinary action, reimbursement, or employment consequences.

Accounts and authorised users

You may need an account to use the Services. You are responsible for:

• Keeping account information accurate

• Managing authorised users

• Keeping login details secure

• Ensuring only appropriate personnel have access

• Notifying us promptly of any unauthorised access or security concerns

We may suspend or restrict access if we reasonably believe there has been misuse, a security breach, or a breach of these Terms.

Fees, invoicing, and payment

Fees will be set out in the relevant pricing page, quotation, order form, invoice, or service agreement.

Unless stated otherwise:

• Fees are in pounds sterling

• Fees are exclusive of VAT

• Invoices are payable within 5 days

We may charge additional fees for work outside the agreed package, including urgent work, high-volume notices, complex matters, additional appeal stages, custom reporting, onboarding, integrations, or manual correction of poor-quality data.

Refunds and cancellation

Purchases are not subject to consumer cooling-off rights. Unless expressly stated in your order form or service agreement, setup fees, onboarding fees, review fees, and completed service fees are non-refundable.

You may cancel an agreement by giving 1 month written notice before the next renewal date. Cancellation does not affect fees already due or work already performed.

Customer data and document submission

You may submit information to us through our website, platform, email, spreadsheet, API, file upload, or other approved method.

You must ensure that all submitted data is accurate, complete, lawful, relevant, and suitable for processing. You must not submit false documents, forged documents, malicious files, unlawfully obtained information, or personal data that you have no right to share.

We may rely on the information you provide and are not responsible for loss caused by inaccurate, incomplete, late, corrupted, illegible, or misleading information.

Data protection

Each party must comply with applicable UK data protection laws, including the UK GDPR and the Data Protection Act 2018.

Your responsibilities:

• Ensuring you have a lawful basis for sharing personal data with us

• Ensuring drivers, employees, contractors, hirers, lessees, and vehicle users receive appropriate privacy information

• Only necessary personal data is provided

• Any sensitive, location-related, employment-related, or criminal offence-related data is shared lawfully

Further processing details are set out in the Data Processing Schedule below, unless a separate Data Processing Agreement is signed.

Use of the platform

You must not:

• Misuse the website, platform, or Services

• Attempt unauthorised access

• Interfere with security or availability

• Upload malware or harmful code

• Scrape, copy, reverse engineer, or commercially exploit the platform

• Submit false, misleading, or unlawful information

• Impersonate another person or organisation

• Use the Services in a way that may expose Snapmyfine to legal, regulatory, security, or reputational risk

Intellectual property

All intellectual property rights in the Snapmyfine websites, platform, software, templates, workflows, content, branding, reports, processes, and materials belong to Snapmyfine or our licensors.

You may use our platform and deliverables only for your internal business purposes. You retain ownership of the information and documents you submit. You grant us a licence to use that information to provide the Services.

Third-party authorities and services

The Services may involve councils, courts, tribunals, parking operators, transport authorities, toll operators, payment processors, postal providers, or other third parties.

We are not responsible for third-party decisions, delays, portal failures, rejected submissions, lost correspondence, payment processing failures, changes to rules, or third-party fees.

You remain responsible for complying with all third-party procedures, deadlines, payment requirements, and terms.

Service availability and changes

We will use reasonable efforts to provide reliable Services, but we do not guarantee uninterrupted, error-free, or continuous availability.

We may update, change, suspend, or discontinue parts of the Services for operational, legal, security, commercial, or technical reasons. Any specific service levels, support hours, or response times apply only if expressly agreed in writing.

Confidentiality

Each party must keep the other party's confidential information confidential and use it only for the purposes of the Services.

Confidential information includes business information, pricing, fleet records, driver data, technical information, platform information, and non-public documents.

Confidential information may be disclosed where required by law, court order, regulator, competent authority, or to professional advisers, employees, contractors, or service providers who need access for legitimate purposes.

Limitation of liability

Subject to the above, Snapmyfine is not liable for:

• Unsuccessful appeals, challenges, representations, transfers, or complaints

• Fines, penalties, charges, escalation fees, court fees, interest, or surcharges

• Missed deadlines caused by your delay or incomplete information

• Driver disputes, employment issues, or payroll deduction disputes

• Loss of discount periods

• Incorrect driver nominations caused by your information

• Loss of profits, revenue, business, contracts, goodwill, opportunity, anticipated savings, or reputation

• Indirect or consequential loss

• Third-party decisions, delays, or system issues outside our reasonable control

Our total liability shall not exceed the greater of: the fees paid by you to Snapmyfine in the 12 months before the claim arose, or £10,000.

Customer indemnity

You agree to indemnify Snapmyfine against losses, claims, costs, damages, fines, penalties, and expenses arising from:

• Inaccurate, incomplete, unlawful, or misleading information provided by you

• False or incorrect driver details

• Unauthorised sharing of personal data

• Your breach of data protection law

• Misuse of the Services by you or your authorised users

• Third-party claims by drivers, employees, contractors, hires, leases, or vehicle users arising from your instructions

• Your breach of these Terms

Suspension & termination

We may suspend or terminate your access to the Services immediately if you breach these Terms, fail to pay fees, misuse the platform, or if required by law or a regulatory authority.

You may terminate your agreement by giving 1 month written notice before the next renewal date.

On termination, all licences granted to you cease, and you must cease using the platform. Termination does not affect accrued rights or obligations.

Complaints & disputes

If you have a complaint about our Services, please contact us at [email protected]. We will acknowledge your complaint within 5 working days and aim to resolve it within 20 working days.

If we cannot resolve the dispute, either party may pursue mediation or legal proceedings in accordance with the governing law clause below.

Force majeure

Neither party shall be liable for any failure or delay in performing its obligations under these Terms where such failure or delay results from events, circumstances, or causes beyond its reasonable control.

Such events include but are not limited to acts of God, war, terrorism, riots, fire, flood, epidemic, pandemic, government action, labour disputes, failure of utility service or transport, or internet or telecommunications failures.

Assignment

You may not assign, transfer, or subcontract any of your rights or obligations under these Terms without our prior written consent.

We may assign or transfer our rights and obligations under these Terms to any affiliate or in connection with a merger, acquisition, or sale of assets.

Governing law

These Terms are governed by and construed in accordance with the laws of England and Wales.

Any dispute arising from these Terms shall be subject to the exclusive jurisdiction of the courts of England and Wales.