Sat-Nav Hire Agreement — Terms & Conditions

DRAFT v1 (2026-07-03) — template for review; not legal advice.

The Supplier: PassNav (a trading name of Yu Ping Law), Birmingham, UK (full trading address provided in your booking confirmation email), email passnav@smartaisolution.co.uk ("we", "us").

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 mount, USB charging cable, 12V in-car charger (cigarette-lighter adapter) and protective case (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 post the Equipment back — evidenced by the Royal Mail acceptance scan of the pre-paid return label we provide. Time in transit does not count against you.
• 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).
• 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 booking to cancel without giving a reason.
• By asking us to dispatch the Equipment so your hire starts within those 14 days, you expressly request early supply. If you then cancel mid-hire, we refund the price minus (a) a proportionate charge for days elapsed and (b) our outbound postage cost.
• To cancel, email passnav@smartaisolution.co.uk. Refunds are made within 14 days of the Equipment reaching us.

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 £25 for accessories: mount, USB cable, 12V car charger, case), 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

DRAFT v1 (2026-07-03) — template for review; not legal advice.

Data controller: Yu Ping Law trading as PassNav, Birmingham, UK (full trading address provided in your booking confirmation email), passnav@smartaisolution.co.uk.

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: up to 2 years.

Sharing

Stripe (payments), Royal Mail (delivery — 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.

Your rights

You can request access, correction, deletion, restriction, portability, or object to processing: email passnav@smartaisolution.co.uk. You can complain to the ICO (ico.org.uk).

Deposit Policy

DRAFT v1 (2026-07-03) — template for review.

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.

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 £25 total; max total exposure = £75 device + £25 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.