PASSFAN Terms & Conditions

Operator: PASSFAN HUB LTD Company number: 17438949 Registered office: 71-75 Shelton Street, Covent Garden, London, United Kingdom, WC2H 9JQ Support: support@passfanhub.co.uk Effective date: 8 September 2026

These Terms govern use of PASSFAN and PASSFAN Hub. Instructor subscription terms are in Part A. Learner terms are in Part B. Parts C and D apply to all users where relevant.

Part A — Instructor subscription terms

1. The service

PASSFAN provides online software and apps for managing a driving-instruction business. Features may include learners, lessons, progress, resources, messages, business records, receipts, notifications and exports.

PASSFAN is a management and support tool. The Instructor remains professionally responsible for teaching decisions, road safety, learner relationships, regulatory compliance and the lawful handling of learner information. PASSFAN does not prescribe teaching methods or guarantee that a Learner will pass a test.

2. Account and authority

The subscriber must provide accurate information, be authorised to operate the business account and keep credentials and devices secure. Accounts must not be shared in a way that defeats PASSFAN's identity, role or trusted-device controls. The subscriber is responsible for activity carried out through authorised users and devices, except to the extent caused by PASSFAN's breach of duty.

3. Subscription and app stores

The PASSFAN subscription is purchased directly from PASSFAN. Apple App Store and Google Play distribute apps only. Apple and Google do not sell, renew, cancel, refund or manage the PASSFAN subscription and are not parties to it. Subscription payment, cancellation and refund enquiries must be directed to PASSFAN at support@passfanhub.co.uk.

The price, billing period, plan and any trial or introductory terms shown at purchase form part of the contract.

4. Fees and price changes

Fees are payable when due. PASSFAN may change subscription pricing by giving reasonable advance notice. A new price will apply only from a future renewal period. The customer may cancel before the new price takes effect. PASSFAN will not retrospectively change the price of a paid period.

5. Failed payment

If a subscription becomes unpaid or past due, normal service access may be restricted immediately. Restricted access may be limited to suitable account, billing, export, cancellation and deletion functions. Successful payment restores normal access to the existing account and data, subject to any separate security or legal restriction.

One failed payment does not immediately delete account data. Continued non-payment may result in termination and later deletion under the cancellation and data-retention provisions.

To the extent permitted by law, PASSFAN is not liable for business loss caused by a legitimate suspension for unpaid fees. This does not apply where the restriction was caused by PASSFAN's own error or where liability cannot lawfully be limited.

6. Customer cancellation

The customer may cancel in the manner provided by PASSFAN. Unless stated otherwise, cancellation takes effect at the end of the paid subscription period, and normal access continues until the paid-through date.

Cancellation does not waive fees already due. The customer is responsible for exporting and securely retaining records needed after access or storage entitlement ends. Any storage or access entitlement supplied with a subscription ends in accordance with the subscription terms shown at purchase. PASSFAN is not an indefinite free archive, and deleted data should not be assumed recoverable.

Cancellation is separate from Delete account.

7. Delete account

Delete account is a deliberate and irreversible process separate from subscription cancellation. PASSFAN may require recent authentication and exact confirmation. During deletion, access may end or become restricted while export and deletion steps run asynchronously.

PASSFAN will permanently delete or anonymise account information and associated data where there is no lawful reason to retain it. Limited information may be retained for legal, tax, accounting, fraud-prevention, security, dispute or legal-claim purposes. Once irreversible purge begins, the account cannot normally be restored.

8. Data retention and record keeping

Supported closure workflows use staged export and cleanup. Retention depends on record type and account state and may be affected by holds, incomplete processing, accounting or legal obligations, and technical backup lifecycle. PASSFAN does not promise a single deletion deadline or immediate deletion from every backup.

Service storage is not a statutory record-keeping guarantee. The customer remains responsible for exporting and keeping records required by HMRC, Companies House or another authority.

9. Tax and accounting disclaimer

PASSFAN accounting features are record-keeping and management tools. Any estimates, categories, summaries or tax calculations are informational only. PASSFAN does not provide tax, accounting or legal advice. The customer is responsible for accurate returns, checking outputs and obtaining professional advice where appropriate.

10. Customer data and permissions

The customer retains their rights in, and control over, the business data and content they provide to PASSFAN, and remains responsible for its accuracy and lawfulness. The customer grants PASSFAN a non-exclusive right to host, copy, process, transmit and otherwise use that data only as necessary to provide, secure, support and lawfully operate the service.

The Instructor must have an appropriate lawful basis and any necessary notices or permissions for learner records, logos, resources and other content uploaded to PASSFAN. The Instructor remains responsible for responding to data-subject requests concerning records for which the Instructor is controller, with PASSFAN's assistance as described in the Data Processing Addendum.

11. Data accuracy

The customer must check lesson records, income and expenses, pupil details, payment status, accounting information and exports. PASSFAN is not responsible for loss caused solely by inaccurate, incomplete or unlawful information supplied by the customer.

Part B — Learner terms

12. Learner service

PASSFAN Learner lets a Learner access information and features connected to their own Instructor relationship. This may include lessons, progress, homework, learning resources, reflections and messages.

Learners must use their own account, provide accurate information, protect their password and not access another person's information. A Learner must not misuse messages, resources or notifications.

PASSFAN supports learning but does not replace the Instructor's professional judgement, official road-safety guidance or the Learner's responsibility to act safely. PASSFAN does not guarantee test success.

13. Young Learners

Learners under 18 should read the Learner-friendly privacy summary. Where appropriate, a parent or person with parental responsibility may assist, but login credentials should remain protected. Questions about an Instructor-controlled pupil record should normally be raised with the Instructor.

14. Learner account deletion

A Learner may use Delete account in the Learner service. PASSFAN may require reauthentication and exact confirmation. Deletion removes the Learner sign-in and learner-owned account, preference, notification and activity information, and removes the Learner account link from the Instructor's pupil record.

Deletion does not automatically remove Instructor-owned lesson, payment or business records where the Instructor has an independent lawful purpose to keep them. Such records should be minimised where appropriate. Once irreversible deletion begins, the Learner account cannot normally be restored.

Part C — Rules applying to all users

15. Acceptable use

Users must not:

• gain or attempt unauthorised access to accounts, data or systems;
• scrape, probe, overload or interfere with PASSFAN;
• test security without written permission;
• bypass billing, authentication, App Check, role or ownership controls;
• upload illegal, infringing, malicious or harmful content;
• misuse learner information or use PASSFAN to harass or unlawfully contact anyone;
• impersonate another person or misrepresent authority;
• reverse engineer PASSFAN except where the law expressly permits it;
• use PASSFAN for unlawful activity.

16. Intellectual property

PASSFAN software, interfaces, designs, branding and platform content are owned by or licensed to PASSFAN HUB LTD and are protected by intellectual-property law. These Terms give a limited, non-transferable right to use the service during an authorised subscription or Learner relationship. They do not transfer ownership of PASSFAN technology.

Users retain ownership of their own content and data, subject to the limited processing rights needed to provide the service. Users must have the rights necessary to upload logos, documents, images, links and resources.

17. Third-party services

PASSFAN depends on services supplied by Google/Firebase, Apple, email and SMS providers, internet and mobile networks, and optional external map, video and resource providers. These services may be unavailable or governed by separate terms.

PASSFAN is not responsible for a third-party failure outside its reasonable control, but this does not remove liability where PASSFAN itself is at fault or where liability cannot lawfully be limited.

18. Availability and changes

PASSFAN is an online service. PASSFAN does not guarantee uninterrupted or error-free availability. PASSFAN uses appropriate technical and organisational security measures, but no online service can guarantee absolute security. Planned maintenance and unexpected outages may occur. PASSFAN will take reasonable steps to maintain and restore the service but does not promise a specific service level unless agreed separately.

Where PASSFAN provides calendar integration or export tools, users should use them as part of sensible business-continuity arrangements. Users remain responsible for maintaining reasonable independent access to information needed to manage lessons, contact pupils, operate their business or meet legal and tax duties, particularly where loss of access could cause missed or cancelled lessons. This is a risk-reduction measure, not a requirement to duplicate every PASSFAN record.

PASSFAN may change or improve features. Material changes that significantly reduce a paid service will be handled fairly, taking account of the remaining subscription period and applicable law.

19. Suspension and termination by PASSFAN

PASSFAN may proportionately restrict, suspend or terminate access for non-payment, serious or repeated breach, illegal use, security abuse, or risk to PASSFAN or its users. Where appropriate and lawful, PASSFAN will give notice and a reasonable opportunity to remedy the problem.

Data access and export rights will be handled under these Terms, the Privacy Policy and applicable law. PASSFAN will not use punitive data forfeiture.

Part D — Liability and general provisions

20. Responsibilities and loss

PASSFAN is responsible for providing the service with reasonable care and skill and for its obligations under applicable law. Users remain responsible for the accuracy of information they enter, protecting account access, deciding how they use outputs, and keeping independent copies of records they are legally required to retain.

When considering responsibility for a loss, relevant circumstances may include:

• downtime or temporary loss of service;
• a user's failure to maintain reasonable independent access to information needed to manage lessons or contact pupils;
• a device, network, calendar-integration service or other third-party service being unavailable or failing;
• a user's failure to use an available export or retain records needed for business or legal purposes;
• inaccurate information entered by a user;
• misuse of PASSFAN;
• unsupported devices, configurations or external services;
• events outside PASSFAN's reasonable control.

This list does not automatically exclude liability and does not excuse PASSFAN's own breach. Responsibility will depend on the facts, whether reasonable care was taken, whether the loss was reasonably foreseeable, and applicable law. A user is expected to take reasonable steps to reduce avoidable loss where appropriate.

21. Liability cap

These Terms do not set a fixed monetary cap on PASSFAN HUB LTD's liability. Any entitlement, limitation or remedy will be determined under applicable law and the circumstances of the claim.

22. Liability that is not excluded

Nothing in these Terms excludes or limits liability for:

• fraud or fraudulent misrepresentation;
• death or personal injury caused by negligence;
• any liability that cannot lawfully be excluded or limited;
• data-protection liability to the extent the law prevents exclusion or limitation.

23. Privacy and data processing

Personal information is handled under the PASSFAN Privacy Policy. Where PASSFAN acts as processor for an Instructor, Schedule 1 — Instructor Data Processing Addendum forms part of the agreement.

24. Changes to these Terms

PASSFAN may update these Terms for legal, security, operational or service reasons. Material changes will be identified and notified in a reasonable way. Renewed acceptance will be requested where required. Changes will not retrospectively remove rights relating to a paid period unless legally required.

25. Assignment and third-party rights

Users may not transfer their account or contract without PASSFAN's written agreement. PASSFAN may transfer its rights and obligations as part of a genuine business reorganisation or transfer, provided this does not reduce the user's legal rights.

Except where expressly stated, no person other than the parties has a right to enforce these Terms under the Contracts (Rights of Third Parties) Act 1999.

26. Severability and waiver

If a provision is unenforceable, the remaining provisions continue to apply. A delay in enforcing a right is not a waiver of that right.

27. Governing law and courts

These Terms and any non-contractual dispute are governed by the law of England and Wales. The courts of England and Wales will have jurisdiction, subject to any mandatory rights that apply to a consumer in another part of the United Kingdom or elsewhere.

28. Contact

Questions, notices and complaints may be sent to PASSFAN HUB LTD at support@passfanhub.co.uk or 71-75 Shelton Street, Covent Garden, London, United Kingdom, WC2H 9JQ.