Terms and Conditions of Service

Version: 2.0
Date of this version: 23 October 2026
Effective date: 4 November 2026
Service provider: TUZO HQ LTD
Website: https://tuzohq.com
Contact: [email protected]
Telephone: 07466 785266
WhatsApp: 07466 785266
Company registration number: 17444620 (registered in England and Wales)
Registered office: 82a, James Carter Road, Mildenhall, Bury St. Edmunds, England, IP28 7DE
ICO registration number: ZC282632

Please read these Terms carefully before registering. They explain who we are, how the Service works, what you pay, how you can cancel, how we handle data and the limits of our liability. Clause 1.5 explains that subscriptions are available to business customers only. Clause 25 limits our liability; please read it in particular.

1. About these Terms

1.1 These Terms and Conditions ("Terms") govern access to and use of TUZO HQ, a cloud-based software platform for driving instructors, trainee driving instructors, driving schools and the people they authorise to use it.

1.2 TUZO HQ is operated by TUZO HQ LTD ("TUZO HQ", "we", "us" or "our"), a private limited company registered in England and Wales under company number 17444620, whose registered office is at 82a, James Carter Road, Mildenhall, Bury St. Edmunds, England, IP28 7DE.

1.3 These Terms form a legally binding contract between TUZO HQ LTD and the person, firm or company that registers for and subscribes to the Service ("Customer", "you" or "your").

1.4 You accept these Terms when you tick the acceptance box during registration, start a free trial, purchase a Subscription or, if earlier, first use the Service as a Customer. If you do not agree to these Terms, you must not register for or use the Service.

1.5 Business customers only. Subscriptions are offered only to customers acting for purposes relating to their trade, business, craft or profession, including self-employed driving instructors, trainee driving instructors who are providing or preparing to provide paid instruction, and driving schools. By registering, you confirm that you are acting in that capacity. The Service is not offered to consumers as Customers. If you are not acting for business purposes, you must not register as a Customer.

1.6 If you accept these Terms on behalf of a company, partnership or other organisation, you confirm that you have authority to bind it, and "Customer" means that organisation.

1.7 Learners, parents, guardians and other people invited to use the Service through a Customer's account ("Portal Users") do not enter into a Subscription with us and pay us nothing. Their use of the Service is governed by Schedule 2 (Authorised User and Portal Conditions). Nothing in these Terms affects any statutory rights a Portal User has as a consumer.

2. Definitions and interpretation

2.1 In these Terms:

Account means the registered account through which a Customer or Authorised User accesses the Service.

Active Teaching Instructor means an instructor or trainee instructor user within a Driving School subscription who is enabled to hold lessons in the diary during the relevant billing period. Administrative, office and reception users who do not teach are not Active Teaching Instructors.

Authorised User means an individual whom the Customer permits to access the Service under its Account, including instructors, office staff, administrators and Portal Users.

Customer Data means all information uploaded, entered, generated or maintained by or on behalf of the Customer or its Authorised Users through the Service, including learner records, lesson bookings, progress records, financial records and communications.

Customer Personal Data means any personal data within Customer Data that TUZO HQ processes on behalf of the Customer as processor.

Data Protection Legislation means all applicable laws in the United Kingdom relating to the processing of personal data and privacy, including the UK GDPR, the Data Protection Act 2018 and the Privacy and Electronic Communications (EC Directive) Regulations 2003, each as amended from time to time, including by the Data (Use and Access) Act 2025.

Documentation means the user guidance, help materials and instructions that TUZO HQ makes available for the Service.

Order means the plan, billing period, number of Active Teaching Instructors, price, any promotion and any other commercial details you select and we confirm when you subscribe, upgrade or change your Subscription.

Pricing Page means the pricing page on the TUZO HQ website, as updated from time to time.

Public Release Date means the date on which TUZO HQ first opens public registration for paid Subscriptions, as announced on the TUZO HQ website.

Service means the TUZO HQ software platform, including its web applications, any authorised mobile applications, modules, Documentation and supporting services.

Subscription means a paid or complimentary entitlement to use the Service under a plan.

Subscription Period means the monthly or annual period for which a Subscription is purchased or granted.

Third-Party Service means any external service, platform or integration used with the Service and not provided by TUZO HQ.

UK GDPR has the meaning given in section 3(10) of the Data Protection Act 2018.

Working Day means any day other than a Saturday, Sunday or public holiday in England.

2.2 Headings do not affect interpretation. Words such as "including" and "for example" do not limit the words before them. A reference to legislation includes that legislation as amended, extended or re-enacted. "Writing" includes email.

3. How the contract is formed

3.1 Registration is completed online. Before you submit your registration or Order, you will be shown the plan, price, billing period, any free trial or promotion, the price that will apply afterwards and these Terms. You can review and correct your details at any point before you confirm.

3.2 The contract is formed when we confirm your registration or Order by email or within the Service. We may decline a registration, for example where we cannot verify the information provided or a previous Account was terminated for breach.

3.3 These Terms are available in English only. The version you accepted will be available in your Account settings or on request, and the current version is always published on our website.

4. The Service

4.1 TUZO HQ provides software to support the administration and operation of driving instruction businesses.

4.2 Depending on the plan, the Service may include:

Instructor diaries, scheduling and availability management.
Learner records, progress tracking and driving test preparation.
Practical and mock test management.
Financial records, lesson credits, balances and reporting.
Learner and parent or guardian portals.
Enquiries, waiting lists and customer relationship management.
Business and instructor administration.
Automated notifications and messaging.
Subscription administration, reporting and associated features.

4.3 The features included in each plan are those described on the Pricing Page or in your Order at the time you subscribe. Features shown as "coming soon" or similarly labelled are not yet available and do not form part of your Subscription until they are released.

4.4 We may improve, update, replace or withdraw individual features where reasonably necessary for security, legal compliance, technical performance or product development.

4.5 We will give you at least 30 days' notice of any change that materially reduces the functionality of your paid plan, unless urgent action is required for security or legal reasons. If such a change materially disadvantages you, you may cancel under clause 11 and we will refund any prepaid fees for the unused part of the current Subscription Period.

4.6 The Service is a tool to support your business. It does not replace your own professional judgement, and we do not promise that it will meet every requirement of your particular business.

4.7 Optional modules, such as online booking or external integrations, may require separate activation, additional terms or charges, which will be shown to you before you activate them.

5. Accounts and Authorised Users

5.1 You must provide accurate, complete and current registration information and keep your contact, billing and business details up to date.

5.2 Individuals who register as a Customer, or who administer a Customer Account, must be at least 18 years old.

5.3 You decide who receives access under your Account and what permissions they have. You are responsible for the acts and omissions of your Authorised Users in using the Service as if they were your own.

5.4 Each Authorised User must have their own login credentials. Sharing credentials, impersonating another user or circumventing access controls is not permitted.

5.5 You must promptly remove or change access when an instructor, employee or other Authorised User is no longer entitled to access your business records.

5.6 We may carry out reasonable checks of identity, professional status or business authority where this is necessary to protect users and prevent misuse.

6. Plans, seats and licence

6.1 Our plans currently include Starter, Professional and Driving School. Current prices and inclusions are shown on the Pricing Page.

6.2 Driving School subscriptions are charged by reference to the number of Active Teaching Instructors, as shown on the Pricing Page. Administrative and office users who do not teach do not attract an additional instructor charge.

6.3 Subject to these Terms and payment of the applicable fees, we grant you a limited, non-exclusive, non-transferable right, during the Subscription Period, to access and use the Service, and to permit your Authorised Users to do so, for the internal purposes of your driving instruction business.

6.4 You must maintain sufficient paid entitlements for your Active Teaching Instructors and must not deliberately circumvent plan or seat limits.

6.5 Upgrades and additional Active Teaching Instructors take effect when confirmed. Any additional charge, including any pro rata charge for the remainder of the current Subscription Period, will be shown to you and must be agreed before the change takes effect.

6.6 Downgrades and reductions in Active Teaching Instructors take effect from the next renewal date unless we confirm otherwise. Where a downgrade removes access to features, your existing Customer Data will not be deleted because of the downgrade and remains available for export in accordance with clause 18.

6.7 You may not resell, sublicense or commercially redistribute the Service without our prior written consent.

7. Free trials

7.1 Eligible new Customers may receive a 30-day free trial of the plan shown at registration.

7.2 A free trial is available once per Customer, business or driving school. We may refuse a trial where we reasonably believe it duplicates a previous trial.

7.3 Any feature, usage or capacity restrictions that apply during the trial will be shown before you start it.

7.4 Before you start a trial, we will tell you clearly whether payment details or a Direct Debit mandate are required and whether your trial will convert automatically into a paid Subscription.

7.5 Where a trial converts automatically, we will tell you at sign-up the date of the first payment and its amount, and we will send you a reminder at least 7 days before the trial ends. You may cancel at any time before the trial ends and you will not be charged.

7.6 Where a trial does not convert automatically, no payment will be taken unless you choose to subscribe.

7.7 If you do not subscribe at the end of a trial, your access to paid features will end. Your Customer Data will be kept and then deleted in accordance with clause 18.

8. Free access for trainee instructors (PDIs)

8.1 A Customer who holds a current DVSA trainee driving instructor licence may use the Service free of charge until they qualify, for up to 12 months (the "PDI Free Period"). To claim it, the Customer uploads their valid trainee licence (pink badge), showing its expiry date, and a member of the TUZO HQ team checks it. When the first trainee licence expires, the Customer must upload a second valid trainee licence to continue the PDI Free Period. No more than two consecutive trainee licences count towards it. Until it has been checked and accepted, the account runs on the standard 30-day free trial.

8.2 The PDI Free Period starts on the date the Customer registered and ends on the earliest of:

(a) the day the Customer qualifies as an approved driving instructor by passing Part 3 of the qualifying examination;

(b) the expiry date of the trainee licence, unless a second valid trainee licence is uploaded and accepted, or a verified extension or dispute letter changes it; and

but it never ends before the 30-day free trial would have ended.

8.3 When the PDI Free Period ends, the Customer has a further 30 days' grace, free of charge, to choose a plan and set up a Direct Debit. If neither is done by the end of the grace period, paid features stop and the account becomes inactive. The account and its Customer Data are not deleted because the PDI Free Period or the grace period has ended. The Customer may ask for a copy of its Customer Data under clause 18, or for the account and its Customer Data to be deleted as our Privacy Policy explains, and we keep records the law requires us to keep under clause 18.8.

8.4 Nothing is charged or collected during the PDI Free Period or the grace period, and no paid Subscription begins unless the Customer has been told the price and has authorised payment.

8.5 A Customer whose PDI Free Period ends because they passed Part 3 receives 25% off their first three monthly subscription payments (the "Newly Qualified Discount"). It applies to monthly billing only.

8.6 One PDI Free Period is available per person, identified by email address, mobile number, trainee licence or ADI reference. It has no cash value and cannot be transferred.

8.7 The PDI Free Period and the Newly Qualified Discount do not combine with the EXCLUSIVE INTRODUCTORY OFFER. The Free Trial and Introductory Offer Terms explain which applies.

8.8 We may withdraw the PDI Free Period, or the Newly Qualified Discount, where it was obtained using false or misleading information.

9. EXCLUSIVE INTRODUCTORY OFFER and other promotions

9.1 The EXCLUSIVE INTRODUCTORY OFFER (the "Offer") provides, at the Customer's choice of billing period:

25% off the first six monthly subscription payments; or
40% off the first annual subscription term.

9.2 The Offer is available to new Customers who register within 90 days after the Public Release Date. The date of registration determines eligibility. There is no limit on the number of eligible Customers.

9.3 An eligible Customer keeps their eligibility throughout their 30-day free trial, even if the trial ends after the 90-day registration window, provided the Customer moves to a paid Subscription at or before the end of that trial.

9.4 The discount applies to the standard subscription fee for the plan and number of Active Teaching Instructors in your Order. Where VAT is chargeable, it is calculated on the discounted amount.

9.5 After the discounted period ends, the standard price for your plan then shown on the Pricing Page applies, subject to any price change notified under clause 10.

9.6 The Offer may be used once per Customer, business or driving school. It cannot be combined with any other discount or promotion and cannot be obtained again by cancelling and re-registering.

9.7 The discounted payments, their duration and the standard price that will apply afterwards will be shown to you before you authorise payment.

9.8 We may introduce, change or withdraw future promotions, but we will not remove a promotional entitlement you have already validly obtained.

10. Fees, billing and Direct Debit

10.1 Fees are stated in pounds sterling. TUZO HQ is not currently registered for VAT, so no VAT is charged on our fees. If we become registered for VAT, we will give you at least 30 days' notice of how VAT will apply to your fees, and you may cancel before the change takes effect. VAT will not be added to fees you have already paid, including an annual Subscription Period already paid for.

10.2 Subscription payments are collected by Direct Debit through GoCardless, or by another payment method we expressly agree. You must keep a valid payment mandate in place for the duration of a paid Subscription.

10.3 Monthly Subscriptions are billed monthly in advance and annual Subscriptions are billed annually in advance, on the dates shown in your Order. We will notify you of the amount and date of each collection in advance as required by the Direct Debit scheme rules.

10.4 Subscriptions renew automatically for successive periods of the same length unless cancelled before the next renewal date in accordance with clause 11.

10.5 For annual Subscriptions, we will send you a reminder at least 30 days before each renewal, stating the renewal date and price.

10.6 Direct Debit payments are protected by the Direct Debit Guarantee, where applicable, and are also subject to GoCardless's terms.

10.7 If a payment fails, we will notify you and give you at least 14 days to make payment before taking any further action. If payment remains outstanding after that period, we may restrict paid features or suspend access after giving you a further 7 days' written notice.

10.8 During any restriction or suspension for non-payment, we will continue to allow you to export your Customer Data on request, subject to reasonable security checks.

10.9 We may charge interest on overdue undisputed sums in accordance with the Late Payment of Commercial Debts (Interest) Act 1998.

10.10 We may change our standard prices by giving you at least 30 days' notice before the change applies to you. A price change will not take effect during an annual Subscription Period you have already paid for, or during any promotional period you have validly obtained. If you do not accept a price change, you may cancel before it takes effect.

10.11 Fees already paid are not refundable except as stated in these Terms, as agreed by us in writing or as required by law.

11. Cancellation and renewal

11.1 You may cancel your Subscription at any time, without giving a reason, through your Account settings or by emailing [email protected]. We will confirm cancellation in writing.

11.2 Cancellation stops any future renewal. Your access continues until the end of the Subscription Period you have paid for, and then ends.

11.3 Monthly Subscriptions have no notice period beyond the current monthly billing period.

11.4 An annual Subscription may be cancelled at any time to prevent the next annual renewal. Cancellation does not entitle you to a refund for the unused part of the current annual term, except as set out in clause 11.6.

11.5 If you cancel after a Direct Debit collection has been submitted for a renewal you had already cancelled before the renewal date, we will refund that payment in full within 14 days.

11.6 You are entitled to a refund of prepaid fees for the unused part of the current Subscription Period where:

(a) you cancel because of our material breach of these Terms which we have not remedied within 30 days of your written notice;

(b) you cancel under clause 4.5, 10.10, 28.4 or paragraph A6.6 of Schedule 1; or

11.7 Nothing in this clause affects any right you may have under the general law.

11.8 You should export your Customer Data before your Subscription ends. Clause 18 and Schedule 1 explain how you can obtain your data after the end of your Subscription.

12. Customer responsibilities

12.1 You remain responsible for running your driving instruction business and for the accuracy and lawfulness of the information you and your Authorised Users enter into the Service.

12.2 In particular, you remain responsible for:

Lesson delivery and the quality of instruction.
Compliance with DVSA requirements and other applicable regulations.
Instructor registration, licensing and insurance.
Vehicle roadworthiness and legal compliance.
Checking learner licences and eligibility.
Your own prices, terms, refund and cancellation policies with learners.
Financial reconciliation, accounting and tax.
The accuracy of learner progress assessments.
Staff permissions and appropriate access to records.
Providing privacy information and having a lawful basis for the personal data you enter.

12.3 The Service is an administrative and operational support tool. We are not responsible for your teaching, business decisions or legal obligations to your learners, staff or regulators.

12.4 You must not enter into the Service any material that is unlawful, misleading, discriminatory, abusive or that infringes another person's rights.

13. Diary management and automated scheduling

13.1 The Service may provide automated scheduling proposals, availability matching, diary conflict checks, weekly planning and related features.

13.2 Automated suggestions are provided to help you make decisions. They may not always be optimal or complete, and you are responsible for reviewing proposals before publishing or confirming them.

13.3 You should check important appointments, practical tests and other time-sensitive commitments.

13.4 We are not responsible for missed lessons, missed tests, lost earnings or scheduling disputes caused by incorrect or incomplete information entered by you or your Authorised Users.

13.5 Where a loss is caused by a failure of the Service itself, our liability is determined under clause 25.

13.6 Calendar synchronisation, calendar subscriptions and device notifications depend on third-party systems and devices, which may not always update immediately.

14. Learner progress and test readiness

14.1 The Service allows instructors to record learner development, lesson debriefs, agreed objectives, mock tests and assessments of test readiness.

14.2 Progress information reflects the assessments and information entered by the relevant instructor or school. We do not independently assess or certify any learner's driving ability or readiness to take a test.

14.3 Any readiness indicators, comparisons or estimates shown in the Service are for guidance only. We do not guarantee that any learner will pass a theory or practical test.

14.4 The instructor and the relevant school remain responsible for deciding whether a learner is ready for a test.

14.5 TUZO HQ is independent and is not affiliated with, endorsed by or acting on behalf of the Driver and Vehicle Standards Agency (DVSA) or any other government body.

15. Financial records and learner credits

15.1 The Service may let you record lesson payments, prepaid hours, block bookings, refunds, discounts, outstanding balances and instructor earnings.

15.2 These are record-keeping features. Unless a payment-processing feature is expressly offered and activated, TUZO HQ does not collect, hold or transfer money on behalf of you or your learners, and recording a payment in the Service does not mean the money has been received.

15.3 Lesson credits and prepaid hours are calculated using the information and pricing rules you enter. You must ensure that deductions, adjustments and refunds reflect your agreements with learners and comply with the law.

15.4 TUZO HQ is not an accountant, tax adviser, bank or regulated financial adviser. You should check reports produced by the Service before relying on them for tax returns, statutory reporting or financial decisions.

15.5 Where self-employed instructors work within a Driving School account, the Service is designed so that an instructor's private financial information is visible only to that instructor and to users the Customer has expressly authorised. The Customer is responsible for configuring permissions appropriately.

16. Learners, parents and guardians

16.1 The Service may give learners and authorised parents or guardians restricted access to relevant records.

16.2 You are responsible for ensuring that portal invitations and permissions are issued only to appropriate individuals and that parents and guardians have a lawful basis to see a learner's information.

16.3 Where a learner is under 18, you must ensure that appropriate safeguarding, consent and data protection requirements are met. We design the portal features used by under-18s with privacy-protective default settings, having regard to the Information Commissioner's Age Appropriate Design Code.

16.4 Guardian access to a current learner pauses when the learner turns 18, and continues only if the learner agrees to it or it is otherwise lawfully authorised.

16.5 You must handle safeguarding concerns and sensitive learner information appropriately and in accordance with the law.

16.6 Questions and disputes about tuition, lesson charges, refunds, progress assessments or instructor conduct are a matter between the learner and the relevant driving school or instructor. We remain responsible for complaints about the operation, security and data processing of the Service itself.

16.7 For a learner under 16, the Customer may use their photograph for publicity only where a parent or guardian linked to the learner has authorised it, which may be done before the learner answers. For a learner aged 16 or 17, both the learner's agreement and the authorisation of a linked parent or guardian are needed, for the same places or fewer. The parent or guardian confirms that they have the authority to give it. A choice waiting for authorisation never allows publication, and the learner's refusal or withdrawal always prevails. The Service does not routinely ask for court documents or check whether the person has parental responsibility: the Customer is responsible for that under clause 16.2. Where authority is disputed, the Customer's administrator marks it as disputed and the photograph is not used until the dispute is resolved. When a current learner (one who is active and has not passed) turns 18, they are asked at their next sign-in to accept these Terms in their own name and to review their photograph choices, and may choose "Not now". The Terms never depend on a photograph choice, and essential records are not blocked by it. A former learner (one who has passed, become inactive, left or been anonymised) is not asked to accept these Terms again or to renew a choice because they turned 18, and no choice is removed for that reason. Existing permissions continue in their original scope, subject to withdrawal and the law. A parent or guardian's permission is not authority beyond the original agreement.

17. Communications, messaging and reporting content

17.1 The Service may provide email, push notifications, in-app messaging and other communication features.

17.2 Delivery depends on internet connectivity, device settings, third-party providers and accurate contact details. We cannot guarantee that every notification will be delivered, received or read immediately, and you should not rely on the Service as the only way of communicating urgent information.

17.3 You must not use the Service to send spam, unlawful marketing, harassment, threats or misleading communications. You are responsible for complying with electronic marketing and privacy law, including the Privacy and Electronic Communications (EC Directive) Regulations 2003, when you use communication features.

17.4 Messages between users must not contain illegal content, including content that threatens, harasses, grooms or exploits any person, or that is otherwise unlawful.

17.5 Any user can report a message or other content they believe is illegal or harmful, or complain about how we have dealt with a report, by emailing [email protected], or using a reporting option in the Service where one is provided. We will review reports promptly, may remove content or restrict accounts where appropriate, will tell the person who reported what action we have taken where it is appropriate to do so, and will report matters to the police or other authorities where required.

17.6 Messages may be retained for operational, safeguarding, security, legal or evidential purposes in accordance with our retention arrangements and Data Protection Legislation. The text of a message is cleared when the learner it concerns is anonymised under paragraph A11.5 of Schedule 1, unless the Customer has placed a hold on that learner, and we clear the text of sent reminders and notices after 730 days.

18. Customer Data: ownership, export and deletion

18.1 As between you and us, you own and are responsible for Customer Data, subject to the rights of the individuals it concerns. We do not acquire ownership of your learner records, customer lists, instructor information or other Customer Data.

18.2 You grant us a non-exclusive licence to host, copy, process and display Customer Data only as necessary to provide and support the Service, maintain security and comply with the law.

18.3 We will not:

sell Customer Data or learner information to anyone;
use one Customer's identifiable data to market to, or benefit, another driving school; or
disclose one Customer's confidential records to another Customer, except where lawfully authorised or legally required.

18.4 We may create aggregated statistics about use of the Service from which no individual, learner or Customer can be identified, and use them to operate, secure and improve the Service.

18.5 You may export your Customer Data at any time during your Subscription in a commonly used, machine-readable format using the export tools in the Service, or by asking us.

18.6 After your Subscription ends, or your account becomes inactive at the end of a free trial, we will keep your Customer Data for 90 days, during which you may ask us to provide an export free of charge or start a paid Subscription and carry on where you left off. We will email your account's administrators at least 14 days before the 90 days end. After that period, we will delete or anonymise Customer Personal Data in accordance with Schedule 1, unless the law requires us to keep it. Backup copies are deleted on our normal backup cycle as described in Schedule 1. This clause does not apply to an account that becomes inactive at the end of a PDI Free Period or its grace period (clause 8.3).

18.7 We will not create unreasonable obstacles to you moving to another provider. Reasonable migration assistance beyond our standard export tools may be provided at our standard rates, agreed in advance.

18.8 We may keep information for which we are independently responsible, such as contract, billing, fraud-prevention and legal compliance records, in accordance with our Privacy Policy.

19. Data protection

19.1 Each party will comply with Data Protection Legislation.

19.2 For personal data about learners, instructors, guardians, staff and others processed through the Service on your behalf, you are the controller and we are your processor. Schedule 1 (Data Processing Agreement) forms part of these Terms and applies to that processing.

19.3 We are an independent controller of personal data we process for our own purposes, such as managing Customer accounts, billing, platform security, preventing misuse, complying with the law and handling reports under clause 17. Our Privacy Policy explains that processing and how individuals can exercise their rights or complain to us about it.

19.4 You are responsible for having a lawful basis for the personal data you enter, providing privacy information to the individuals concerned and handling their requests and complaints about your processing.

19.5 You must not enter special category data (such as health information) or criminal offence data unless it is genuinely necessary, you have a lawful basis and condition for it, and appropriate safeguards are in place. Where it is necessary to record health information relevant to a learner's driving or safety, you should record only the minimum needed.

19.6 We will implement appropriate technical and organisational security measures, taking account of the nature of the processing and its risks.

19.7 We will not transfer Customer Personal Data outside the United Kingdom except in accordance with Schedule 1.

20. Location data and arrival records

20.1 Certain features allow an instructor to record their arrival at a lesson, including a date, time and, where the user gives device permission and location is available, device-derived location information.

20.2 Location information is processed only for the purposes disclosed in the Service and the relevant privacy information, such as evidencing attendance and resolving disputes.

20.3 You are responsible for informing instructors and other affected individuals about location processing and for having an appropriate lawful basis for it. You must not use location information for covert, unlawful or disproportionate monitoring of any individual.

20.4 Location information is internal evidence. It is not displayed to learners, parents or guardians through their portals, and access within your Account is limited to appropriately authorised users.

20.5 Device location can be inaccurate or unavailable. Where no location was captured, the Service will not show one. Location records should not be treated as conclusive proof of a person's presence without considering the limitations of the technology.

21. Security and acceptable use

21.1 You and your Authorised Users must not:

attempt to access another account or another business's records;
circumvent authentication, permissions or plan limits;
introduce malware or other harmful code;
interfere with the performance or availability of the Service;
carry out penetration testing or vulnerability scanning without our prior written consent;
scrape or extract data other than through the features we provide;
copy, modify, reverse engineer or decompile the Service, except to the extent the law expressly permits;
use the Service for unlawful or fraudulent purposes;
misrepresent your identity or authority; or
use automated tools in a way that materially disrupts the Service.

21.2 You must keep passwords and devices secure and must tell us promptly at [email protected] if you suspect unauthorised access.

21.3 We may temporarily restrict access where reasonably necessary to investigate or respond to a credible security threat. Any restriction will be proportionate, we will tell you about it as soon as it is safe to do so, and we will restore access as soon as reasonably practicable.

22. Intellectual property

22.1 TUZO HQ LTD and its licensors own all intellectual property rights in the Service, including its software, source code, databases (excluding Customer Data), branding, designs, Documentation and workflows. You receive only the rights expressly granted in these Terms.

22.2 Customer Data remains subject to clause 18 and is not transferred to us by these Terms.

22.3 If you send us suggestions or feedback about the Service, we may use them freely to improve the Service without payment to you. This does not permit us to disclose your Customer Data or confidential information.

22.4 You must not use the TUZO HQ name or branding in a way that suggests endorsement or partnership without our written consent.

22.5 We will defend you against any claim that your authorised use of the Service infringes a third party's UK intellectual property rights, and will pay any damages finally awarded against you, provided you notify us promptly, allow us to control the defence and give reasonable assistance. If such a claim is made or likely, we may modify the Service so that it does not infringe, obtain a licence for you or, if neither is reasonably possible, end your Subscription and refund prepaid fees for the unused period.

23. Availability, maintenance and support

23.1 We will provide the Service with reasonable skill and care and in accordance with good industry practice.

23.2 We aim to keep the Service available and secure but cannot guarantee that it will be uninterrupted or error-free.

23.3 Where reasonably practicable, we will give at least 48 hours' notice of planned maintenance likely to cause material disruption and will schedule it to minimise disruption. Emergency maintenance may be carried out without notice where needed to address security vulnerabilities or serious technical risks.

23.4 We will maintain appropriate backup, recovery and continuity arrangements. Backups do not guarantee that every individual record can be restored to a particular point in time, and you should keep reasonable independent records of business-critical commitments.

23.5 Support is available through the channels published on our website. Unless a separate service level agreement applies, we do not guarantee specific response or resolution times, but we will prioritise security incidents and serious service failures.

24. Third-party services

24.1 The Service uses third-party providers for functions such as payment collection, hosting, email delivery, calendar synchronisation and notifications. Some Third-Party Services you choose to connect may have their own terms and privacy policies.

24.2 We are not responsible for the independent acts or omissions of Third-Party Services you choose to use. This does not limit our responsibility for our own obligations, including our responsibility for our sub-processors under Schedule 1.

24.3 Third-party integrations may change or be withdrawn because of changes by the relevant provider. We will take reasonable steps to minimise disruption and to give you notice where we can.

25. Our liability to you

25.1 Nothing in these Terms limits or excludes any liability for:

death or personal injury caused by negligence;
fraud or fraudulent misrepresentation; or
any other liability that cannot be limited or excluded by law.

25.2 Subject to clause 25.1, we will not be liable for any loss arising from:

(a) incorrect, incomplete or misleading information entered by you or your Authorised Users;

(b) your failure to follow the Documentation or our reasonable instructions; or

25.3 Subject to clause 25.1, we will not be liable, whether in contract, tort (including negligence), breach of statutory duty or otherwise, for:

(a) loss of profits, revenue, business, goodwill or anticipated savings; or

(b) any indirect or consequential loss.

25.4 The following are treated as direct losses and are not excluded by clause 25.3, but remain subject to the caps in clauses 25.5 and 25.6: the reasonable costs of restoring or re-entering lost or corrupted Customer Data, and reasonable costs of investigating and mitigating a security incident or service failure caused by our breach.

25.5 Subject to clauses 25.1 and 25.6, our total liability arising under or in connection with these Terms in any 12-month period starting on the date your first Subscription begins, or any anniversary of it, will not exceed the greater of:

(a) the total fees paid and payable by you in that 12-month period; or

(b) £250.

25.6 Subject to clause 25.1, our total liability for breach of our confidentiality, data protection or information security obligations in any such 12-month period will not exceed the greater of:

(a) twice the total fees paid and payable by you in that 12-month period; or

(b) £5,000.

25.7 The caps in clauses 25.5 and 25.6 are separate, but you may not recover more than once for the same loss. The caps do not apply to our obligations under clause 22.5 or to our obligation to refund fees under these Terms.

25.8 Except as expressly set out in these Terms, all terms implied by statute or common law are excluded to the fullest extent permitted by law.

25.9 We have set our fees on the basis of these limits. The Service is offered to business customers, who are better placed to insure against and manage losses to their own business. We consider these limits reasonable for the purposes of the Unfair Contract Terms Act 1977.

25.10 Each party must take reasonable steps to mitigate any loss arising from a breach of these Terms by the other.

26. Suspension and termination

26.1 We may suspend or terminate your Account by written notice if you:

(a) commit a material breach of these Terms which is not capable of remedy, or which you fail to remedy within 14 days of our written notice;

(b) fail to pay undisputed fees after the process in clause 10.7;

(d) present a serious security risk to the Service or other users; or

(e) become insolvent, enter into any arrangement with creditors, or have a receiver, administrator or liquidator appointed, or (if an individual) become subject to a bankruptcy order.

26.2 Except where immediate action is reasonably necessary to protect the Service, other users or the public, or to comply with the law, we will give you notice and a reasonable opportunity to remedy a breach before suspending or terminating your Account. Any suspension will be proportionate.

26.3 You may terminate immediately by written notice if we commit a material breach that we fail to remedy within 30 days of your written notice, or if we become insolvent as described in clause 26.1(e).

26.4 We may end the Service generally, or your Subscription, for any reason by giving you at least 90 days' written notice. If we do, we will refund prepaid fees for the unused part of the Subscription Period and help you export your Customer Data.

26.5 On termination or expiry, your right to use the Service ends, subject to clause 18.6. Termination does not affect fees already due, or rights and liabilities that arose before termination.

26.6 Clauses which by their nature are intended to survive termination will continue in force, including clauses 18, 19, 22, 25, 27, 29 and 31 and Schedule 1.

27. Confidentiality

27.1 Each party will keep confidential, and use only for the purposes of these Terms, any non-public information received from the other, including business records, learner data, financial information, technical information and commercially sensitive material.

27.2 A party may disclose confidential information to its employees, contractors, sub-processors and professional advisers who need to know it and are bound by confidentiality obligations, or where required by law, a court or a regulator.

27.3 These obligations do not apply to information that is or becomes public other than through breach of these Terms, was independently developed, or was lawfully received from a third party without a duty of confidence.

27.4 These obligations continue after termination for as long as the information remains confidential.

28. Changes to these Terms

28.1 We may update these Terms to reflect changes in law, security requirements, functionality or our business.

28.2 We will give you at least 30 days' notice by email and within the Service of any material change, unless a change is required urgently for legal or security reasons, in which case we will give as much notice as is reasonably practicable.

28.3 Changes that are not material, such as corrections or clarifications, may take effect when published.

28.4 If a material change disadvantages you, you may cancel before it takes effect and we will refund any prepaid fees for the unused part of the current Subscription Period.

28.5 If you continue to use the Service after a notified change takes effect, the updated Terms will apply to you.

28.6 The current Terms, with their effective date and a record of previous versions, are published on our website.

29. Complaints and disputes

29.1 If you have a complaint about the Service, please contact us at [email protected]. We will acknowledge your complaint within 5 Working Days and aim to provide a full response within 30 days.

29.2 Complaints about how we handle personal data as a controller can be made to us in the same way. We will acknowledge them within 30 days and handle them in accordance with Data Protection Legislation. You may also complain to the Information Commissioner's Office (ico.org.uk).

29.3 Before starting court proceedings, each party will try to resolve any dispute through good-faith discussion between senior representatives for at least 30 days, and will consider mediation. This does not prevent either party from seeking urgent relief from a court.

30. Notices

30.1 We will send notices to the email address registered on your Account, or display them in the Service where appropriate. You must send notices to [email protected].

30.2 A notice sent by email is treated as received at 9am on the next Working Day after it was sent, unless the sender receives a delivery failure message.

30.3 This clause does not apply to the service of court proceedings.

31. General

31.1 Entire agreement. These Terms, your Order and the Schedules form the entire agreement between us about their subject matter. Each party confirms that it has not relied on any statement not set out in them. Nothing in this clause limits liability for fraud or fraudulent misrepresentation.

31.2 Order of precedence. If there is a conflict, the following order applies: Schedule 1 (for the processing of Customer Personal Data), then your Order, then these Terms, then Schedule 2.

31.3 Transfer. You may not transfer your rights or obligations under these Terms without our written consent, which we will not unreasonably withhold. We may transfer our rights and obligations to another organisation as part of a sale or reorganisation of our business, provided your rights under these Terms are not reduced. We will tell you if this happens.

31.4 Subcontracting. We may use subcontractors to help provide the Service, but we remain responsible for their performance.

31.5 Relationship. Nothing in these Terms creates a partnership, joint venture, agency, franchise or employment relationship between us.

31.6 Events outside our control. Neither party is liable for delay or failure caused by events beyond its reasonable control, provided it notifies the other promptly and takes reasonable steps to minimise the effect. If such an event prevents us providing the Service for more than 30 consecutive days, either party may terminate by written notice and we will refund prepaid fees for the unused period. This clause does not excuse payment of fees already due.

31.7 Severance. If any provision is found invalid or unenforceable, it will be modified to the minimum extent necessary to make it enforceable, and the remaining provisions will continue in effect.

31.8 Waiver. A delay or failure to exercise a right does not waive that right.

31.9 Third parties. No one other than you and us has any right to enforce these Terms under the Contracts (Rights of Third Parties) Act 1999.

31.10 Governing law. These Terms and any dispute or claim arising out of or in connection with them, including non-contractual disputes, are governed by the law of England and Wales.

31.11 Jurisdiction. The courts of England and Wales have exclusive jurisdiction over any such dispute or claim.

32. Contact details

For contractual, billing, technical or data protection enquiries:

TUZO HQ LTD
Website: https://tuzohq.com
Email: [email protected]
Telephone: 07466 785266
WhatsApp: 07466 785266
Registered office: 82a, James Carter Road, Mildenhall, Bury St. Edmunds, England, IP28 7DE
Company number: 17444620 (registered in England and Wales)

Schedule 1: Data Processing Agreement

This Schedule forms part of the TUZO HQ Terms and Conditions of Service and is intended to meet the requirements of Article 28 of the UK GDPR.

A1. Roles

A1.1 The Customer is the controller and TUZO HQ LTD is the processor of Customer Personal Data.

A1.2 Each party will comply with its obligations under Data Protection Legislation.

A1.3 The Customer is responsible for the lawfulness of the processing it instructs, including having a lawful basis, providing privacy information and responding to data subjects. The Customer's rights include giving instructions, receiving the assistance and information set out in this Schedule and carrying out audits under paragraph A10.

A2. Processing details

Subject matter: provision of driving instruction management software and associated services.

Duration: the term of the Customer's Subscription plus the post-termination period in clause 18.6 of the Terms and any period required by law.

Nature of processing: collection, recording, organisation, storage, retrieval, use, transmission, updating, restriction, export and deletion.

Purposes: diary management, learner administration, progress tracking, financial record-keeping, communications, reporting, enquiry management, test management and other features of the Service used by the Customer.

Categories of data subjects: learners, prospective learners, instructors, staff, parents, guardians, business contacts and other Authorised Users.

Types of personal data: names, contact details, dates of birth, licence-related information, lesson and test information, availability, training assessments, payment records, account identifiers, communications and, where enabled, arrival and location records.

Special category data: only where the Customer decides it is necessary and lawful under clause 19.5 of the Terms, for example limited health information relevant to driving safety.

A3. Instructions

A3.1 TUZO HQ will process Customer Personal Data only on the Customer's documented instructions, which are set out in the Terms and given through the Customer's use of the Service, including with regard to international transfers, unless required to do otherwise by UK law. In that case, TUZO HQ will inform the Customer of that legal requirement before processing, unless the law prohibits this.

A3.2 TUZO HQ will promptly inform the Customer if, in its opinion, an instruction infringes Data Protection Legislation.

A4. Confidentiality

A4.1 TUZO HQ will ensure that people authorised to process Customer Personal Data are bound by appropriate confidentiality obligations and that access is limited to those who need it.

A5. Security

A5.1 TUZO HQ will implement appropriate technical and organisational measures to meet the requirements of Article 32 of the UK GDPR, taking account of the state of the art, costs of implementation, the nature, scope, context and purposes of the processing and the risks to individuals.

A5.2 These measures include access controls and role-based permissions, secure authentication, encryption in transit and, where appropriate, at rest, logical separation of each Customer's records, encrypted backup and recovery arrangements, including the erasure safeguard described in paragraph A11.3, logging and monitoring, vulnerability management and security testing.

A5.3 TUZO HQ will review and update its measures regularly, without materially reducing the overall level of protection.

A6. Sub-processors

A6.1 The Customer gives general written authorisation for TUZO HQ to engage sub-processors to provide the Service.

A6.2 TUZO HQ will publish and keep up to date a list of its sub-processors, their functions and processing locations.

A6.3 TUZO HQ will give the Customer at least 14 days' notice of any intended addition or replacement of a sub-processor. The Customer may object on reasonable data protection grounds within that period.

A6.4 TUZO HQ will impose on each sub-processor, by written contract, data protection obligations providing at least the same level of protection as this Schedule.

A6.5 TUZO HQ remains fully liable to the Customer for each sub-processor's performance of those obligations, subject to clause 25 of the Terms.

A6.6 If the parties cannot resolve an objection, the Customer may terminate the affected Subscription by written notice and receive a refund of prepaid fees for the unused period.

A7. Data subject rights

A7.1 Taking account of the nature of the processing, TUZO HQ will assist the Customer, by appropriate technical and organisational measures and so far as possible, to respond to requests from individuals exercising their data protection rights, and to complaints made to the Customer about the processing.

A7.2 If TUZO HQ receives such a request or complaint directly, it will pass it to the Customer without undue delay and will not respond itself, except to direct the individual to the Customer, unless required by law.

A8. Personal data breaches

A8.1 TUZO HQ will notify the Customer without undue delay, and in any event within 48 hours, after becoming aware of a personal data breach affecting Customer Personal Data.

A8.2 The notification will describe, so far as known, the nature of the breach, the categories and approximate number of individuals and records concerned, the likely consequences and the measures taken or proposed. Where information is not available at once, it will be provided in stages without undue delay.

A8.3 TUZO HQ will take appropriate steps to contain, investigate and mitigate the breach and will cooperate with the Customer in meeting its obligations to notify the Information Commissioner and affected individuals.

A9. Assistance

A9.1 Taking account of the nature of the processing and the information available to it, TUZO HQ will assist the Customer in meeting its obligations under Articles 32 to 36 of the UK GDPR, covering security, breach notification, data protection impact assessments and prior consultation with the Information Commissioner.

A9.2 TUZO HQ may charge reasonable fees, agreed in advance, for substantial assistance that does not arise from its own breach.

A10. Information and audits

A10.1 TUZO HQ will make available to the Customer all information necessary to demonstrate compliance with Article 28 of the UK GDPR and this Schedule.

A10.2 TUZO HQ will allow for and contribute to audits, including inspections, conducted by the Customer or an independent auditor it appoints who is bound by confidentiality. The Customer will give at least 30 days' notice, and audits will normally take place no more than once in any 12 months, except following a personal data breach or where required by the Information Commissioner.

A10.3 Audits will be conducted during Working Days, so as to minimise disruption and protect the confidentiality and security of other Customers' data. TUZO HQ may first offer current independent assurance reports or documentation, but this does not remove the Customer's right to audit.

A11. Return and deletion

A11.1 At the end of the provision of the Service, TUZO HQ will, at the Customer's choice, return Customer Personal Data to the Customer in accordance with clause 18 of the Terms and/or delete it, and delete existing copies, unless UK law requires storage.

A11.2 If the Customer does not make a choice within 90 days after the end of its Subscription, or after its account becomes inactive, TUZO HQ will delete Customer Personal Data, having emailed the Customer's administrators at least 14 days beforehand. This does not apply to an account that became inactive at the end of a PDI Free Period or its grace period (clause 8.3).

A11.3 Copies held in encrypted backups will be kept secure, will not be edited and will not be restored for operational use except to recover the system. Each backup is deleted when it reaches the end of its life on TUZO HQ's normal backup cycle, which is up to 400 days after it was taken. Deleting or anonymising personal data in the live Service takes effect at once and is not the same as its expiry from backups. If a backup is restored, TUZO HQ will first erase again, in the restored Service, every person erased since that backup was taken, using a list of erasures that it keeps outside the database, and the Service will not be used until that is done.

A11.4 Where data must be retained by law, TUZO HQ will limit processing to the purpose for which retention is required. TUZO HQ will confirm deletion in writing on request.

A11.5 The Customer instructs TUZO HQ, as its processor, to apply automatic housekeeping to learner records while the Subscription continues. The standard retention instruction is the same for every Customer: a learner with no meaningful activity for 24 months is anonymised, never deleted, whether or not the learner is marked Active. The Customer, as controller, may ask TUZO HQ for an exception for a learner where it has a justified reason, which it does by placing a hold under paragraph A11.6. Housekeeping runs once a month, on the third Tuesday at 02:30 London time. TUZO HQ will email the Customer's administrators when a learner has had no meaningful activity for 23 months, and a learner is anonymised at 24 months only if that warning was given at least 30 days before then; otherwise it happens at a later monthly run. Because third Tuesdays are 28 or 35 days apart, a learner may remain slightly longer than 24 months. No routine approval is needed for each learner. A small daily task only keeps the list of erasures up to date, ends holds that have expired and sends the 14-day reminder in paragraph A11.6. Meaningful activity includes lessons and bookings that have taken place, test results, payments, messages sent by the learner or a parent or guardian, and a cancellation by the learner. It does not include signing in, editing a record, or messages sent automatically or by staff. Housekeeping is not carried out while, for example, a lesson or test is still to come, money is owed, prepaid hours remain, a payment is open or disputed, funded training has not ended, a privacy request is open, a photograph review is open, a hold is in place, the record does not add up, or the Customer has no active administrator. If a reason for waiting ends, a fresh 30 days' warning is given. Separately, the Service shows the Customer's staff an internal reminder when an active learner has had no completed lesson for 8 weeks; it sends nothing to the learner and does not change housekeeping.

A11.6 The Customer's administrators may place a hold on a learner's record, with a written reason and an end date at most 12 months away, for example for a complaint, a dispute, an incident, a safeguarding matter or a legal obligation. TUZO HQ will remind them 14 days before the hold ends. A hold can be renewed only with a new reason and date. When a hold has expired it no longer prevents housekeeping, which resumes with a fresh warning.

A11.7 When a learner is anonymised, the learner's contact details, licence details, notes, availability, login, message text, conversations and progress ratings are removed. The record remains as "Former learner" with a number, lessons and bookings remain as dated records without notes, and the Customer's financial records remain in full. The Customer's record of a learner's photograph and publicity choices is kept separately, with the name encrypted. While a permission is authorised and in use the record is kept. It is then kept for six years after the final authorised use or the withdrawal, with justified exceptions, and is then removed. The Customer records the date of the last use in Housekeeping, and an administrator may record a former learner's withdrawal there. TUZO HQ does not store publicity photographs and cannot remove material the Customer has published or printed. On withdrawal the Customer must stop further use, review its publications and take reasonable steps to remove the photograph from channels it controls. When no learner remains linked to a parent or guardian's login, that login is closed automatically in the monthly run; it is kept if another learner is still linked, a login that also has another role keeps that role, and consent, financial and audit records are kept.

A12. International transfers

A12.1 TUZO HQ will not transfer Customer Personal Data outside the United Kingdom unless the transfer complies with Chapter V of the UK GDPR, for example a transfer to a country covered by UK adequacy regulations, or under the International Data Transfer Agreement or the UK Addendum to the EU Standard Contractual Clauses.

A12.2 Information about any such transfers is included in the sub-processor list under paragraph A6.2.

A13. Duration and precedence

A13.1 This Schedule applies for as long as TUZO HQ processes Customer Personal Data.

A13.2 If this Schedule conflicts with any other part of the Terms in relation to processing Customer Personal Data, this Schedule prevails.

A13.3 Nothing in this Schedule limits obligations imposed directly on either party by Data Protection Legislation.

Schedule 2: Authorised User and Portal Conditions

These conditions apply to instructors, office staff, learners, parents, guardians and anyone else invited to use TUZO HQ through a Customer's account. They are written to be read on their own.

B1. Who we are and how this works

B1.1 TUZO HQ is software provided by TUZO HQ LTD (company number 17444620). Your driving school or instructor (the "School") subscribes to TUZO HQ and has invited you to use it.

B1.2 TUZO HQ does not charge you for using the portal. Any lesson fees are agreed between you and your School.

B1.3 What you can see and do depends on the permissions your School gives you.

B1.4 Nothing in these conditions affects your legal rights as a consumer.

B2. Keeping your account safe

B2.1 Please keep your login details private and do not let anyone else use your account.

B2.2 Tell us at [email protected], or tell your School, if you think someone else has accessed your account.

B3. Using TUZO HQ properly

B3.1 Please communicate respectfully. Do not send harassing, threatening, discriminatory or illegal messages, and do not share other people's personal information without permission.

B3.2 Do not try to view or change records you are not authorised to access.

B3.3 You can report any message or content you think is illegal or harmful by emailing [email protected], or using a reporting option in the app where one is provided. We will look into it and take appropriate action.

B4. Lesson records and disputes

B4.1 Lesson bookings, progress notes, charges and balances are maintained by your School. If you think something is wrong, please contact your School first.

B4.2 We can help with technical problems, but we do not decide disagreements between you and your School about lessons, fees or refunds.

B5. Learners under 18 and guardian access

B5.1 A parent or guardian can be given access to a learner's information only where the School has authorised it.

B5.2 When a current learner turns 18, guardian access pauses unless the learner agrees to it continuing.

B5.3 Learners and guardians do not see instructors' internal location or arrival records.

B6. Ending access

B6.1 Your School can remove your access. We may restrict an account where reasonably necessary for safety, security, legal compliance or serious misuse, and we will tell you why where it is appropriate to do so.

B7. Your information

B7.1 Your School is responsible for the information it keeps about you in TUZO HQ, and its privacy notice explains how it is used. Please contact your School to exercise your data protection rights in relation to those records.

B7.2 Where TUZO HQ uses your information for its own purposes, such as keeping the platform secure, our Privacy Policy explains how, and you can contact us or complain to us at [email protected]. You also have the right to complain to the Information Commissioner's Office.

B8. Our responsibility to you

B8.1 We will provide the portal with reasonable care and skill. We are not responsible for the content your School enters, but nothing in these conditions limits our liability for death or personal injury caused by our negligence, for fraud, or for anything else that cannot be limited by law.

B8.2 These conditions are governed by the law of England and Wales. If you live in Scotland or Northern Ireland, you may also bring proceedings in your local courts.

Proposed effective date: To be confirmed on approval.