Terms, Privacy & Deposit Policy

Sat-Nav Hire Agreement — Terms & Conditions

The Supplier: PassNav, a brand of Smart AI Solutions ("we", "us"). Email: passnav@smartaisolution.co.uk. You can also message us on WhatsApp at +44 7547 160585 — messages only, we do not take calls. That line is operated under our trading name, so it shows as Smart AI Solutions; it is the same business. Our full trader details and service address are in the legal disclosure at the foot of this page.

The Hirer: the person named in the booking ("you"). You must be 17+ and provide accurate details.

1. What is hired

One TomTom sat-nav device pre-loaded with practice routes for your chosen driving test centre, plus windscreen suction mount, micro-USB charging cable, and any optional add-on items you hire (e.g. 12V in-car charger, dash mat) (the "Equipment"). The Equipment remains our property at all times.

2. Hire period and the "hire clock"

• Your hire period (14 days / 28 days / 56 days per your chosen plan) starts the day after tracked delivery is confirmed to your address.
• It ends on the day you hand the correctly packaged Equipment to our nominated return carrier — over a counter or into an authorised locker — using the pre-paid return label or method we provide. This is evidenced by the earliest reliable record of handover: the carrier's acceptance scan, your drop-off receipt, or an electronic locker confirmation, whichever is earliest. Please keep your receipt or confirmation until we confirm the Equipment is back and your deposit is settled.
• Creating a return label or booking a collection does not by itself count as handover. Once you have properly handed the Equipment over by our nominated method, you will never be charged extra hire because the carrier scans late, delays or loses the parcel — time in transit does not count against you. If you return it by a different method without our agreement, the hire period and your responsibility for the Equipment continue until it reaches us.
• Posting back after the final day of your hire period incurs a late charge of £3/day (first 2 days grace), capped at the replacement charge in section 6.

3. Price and payment

• Plans: 14 days £49 · 28 days £69 · 56 days £99, payable in advance by card (processed by Stripe; we do not store your card details).
• Payments — including the deposit — will appear on your card or bank statement as SMART AI SOLUTIONS, the trading name we operate under.
• Extensions: £15 per additional 7 days, payable before your current period ends. Extensions are subject to availability — if the device is reserved for another customer we may decline and you must return it as scheduled.
• A £50 refundable deposit is taken with your booking — see the Deposit Policy.

4. Your right to cancel (Consumer Contracts Regulations 2013)

• You have 14 days from the day you book to cancel without giving a reason. Cancel before we dispatch and you get a full refund.
• By booking you ask us to start the hire service (route preparation and dispatch) within those 14 days — an express request for early supply — and you acknowledge that once your hire has been fully performed you lose the right to cancel.
• If you cancel after dispatch, we refund what you paid minus a proportionate charge for the hire service already supplied up to the day you tell us (calculated against your full plan price, which includes route preparation and postage).
• To cancel, email passnav@smartaisolution.co.uk — any clear statement works. We refund everything you have paid — including the £50 deposit — within 14 days of you telling us you cancel. The only deduction for cancelling is the proportionate charge for hire already supplied where you asked us to start early (see above); the deposit itself is never reduced by that charge. Cancellation does not make the Equipment yours: you must return it without undue delay and in any event within 7 days, using the pre-paid method we provide. If by then you have not handed it over, or it comes back damaged beyond fair wear and tear, the amounts in the Deposit Policy become due and may be set off against your refund; any balance is invoiced. We never charge a fee for cancelling itself.

Model cancellation form

You may use this form to cancel, but you do not have to:

To PassNav (Y. P. Law), 35 Kingfisher Way, Cheswick Green, B90 4LW, United Kingdom — passnav@smartaisolution.co.uk:
— I hereby give notice that I cancel my contract for the supply of the following service: sat-nav hire, booking name/reference: [    ],
— Ordered on [date],
— Name of consumer,
— Address of consumer,
— Signature of consumer (only if this form is notified on paper),
— Date.

5. Your responsibilities

• Take reasonable care of the Equipment; keep it in the case when not in use; do not leave it visible in an unattended vehicle.
• Road safety: set the route before driving, or have a passenger/supervisor operate the device. It is illegal to handle the device while driving. Learner drivers must be accompanied and insured as required by law.
• Do not modify the device, connect it to Wi-Fi, factory-reset it, or attach it to any TomTom account.
• The Equipment may only be used within the UK.

6. Loss, damage and non-return

• Damage beyond fair wear and tear, or loss/theft: you are liable up to a replacement charge of £75 for the device (plus up to £50 for accessories: mount, cable, 12V car charger, dash mat), first set against your deposit, any balance invoiced to your card.
• Non-return within 14 days of your hire end date is treated as loss and charged as above. We may also report unreturned property.

7. Important honesty notice about test routes

• DVSA does not publish official driving test routes; our routes are compiled from local professional observation and are indicative practice routes only. Examiners can vary routes at any time.
• Taking a wrong turn in the real test is not marked as a fault. Our service helps you practise sat-nav following and get familiar with the local test area — it is not a guarantee of any test outcome.
• We are an independent service, not affiliated with, or endorsed by, DVSA or TomTom.

8. Liability

Nothing limits liability for death/personal injury caused by negligence or for fraud. Otherwise our total liability under this agreement is capped at the total hire fees you paid. We are not liable for test results, test cancellations, missed tests, or indirect losses.

9. General

These terms are governed by the law of England and Wales. If any term is found invalid the rest remain in force. Complaints: passnav@smartaisolution.co.uk — we reply within 5 working days.

Privacy Notice

Data controller: Y. P. Law, trading as Smart AI Solutions (brand: PassNav). Email: passnav@smartaisolution.co.uk. WhatsApp: +44 7547 160585 (messages only). Service address in the legal disclosure at the foot of this page.

What we collect and why

What we do NOT collect

• We do not track the device's location during your hire. The sat-nav works offline and does not report its position to us.
• The device may store trip history in its own memory. We erase all trip history and user data when the device is returned, without reviewing it, as part of preparing it for the next customer. Please do not connect the device to Wi-Fi (see hire terms).

Retention

• Booking and payment records: 6 years (tax/legal requirements).
• ID verification documents: deleted within 30 days of successful verification.
• Correspondence, including WhatsApp chats: up to 2 years.

Sharing

Stripe (payments); our delivery and return carriers — currently Royal Mail, and Evri or InPost where used for returns (name/address on the parcel). We do not sell or share your data for marketing. No marketing emails unless you opt in; you can withdraw consent any time.

WhatsApp is optional. If you choose to message us there, your phone number, WhatsApp profile name and the conversation are handled on WhatsApp's own platform (WhatsApp Ireland Ltd, part of Meta) under their terms and privacy policy, as well as by us. We keep our copy of the chat as correspondence (see Retention). Our WhatsApp business line is shared with our other products and is operated under our trading name, so the profile shows as Smart AI Solutions. If you would rather not use WhatsApp, email us instead — everything can be done by email.

Your rights

You can request access, correction, deletion, restriction, portability, or object to processing: email passnav@smartaisolution.co.uk. A WhatsApp message works too, but email gives us both a clearer written record. You can complain to the ICO (ico.org.uk).

Deposit Policy

The deposit

• £50 refundable deposit, charged with your booking (an actual charge, not a card hold — card pre-authorisations expire before a 2-week hire ends).
• Refunded to your original payment method within 5 working days of the returned Equipment passing inspection.
• If you cancel under the Consumer Contracts Regulations 2013, your deposit is instead refunded within 14 days of your cancellation notice (see Hire Terms §4); any amounts due for non-return or damage are applied as set-off under that section or invoiced separately.

Deductions schedule

• Deductions are itemised by email with photos before any amount is kept.
• Fair wear and tear is never charged.
• If a deduction exceeds £50, we invoice the balance to your card per the Hire Agreement (accessory deductions capped at £50 total; max total exposure = £75 device + £50 accessories).

Disputes

Reply to the itemised email within 14 days; unresolved complaints to passnav@smartaisolution.co.uk. Nothing in this policy affects your statutory rights.