Transporter / Haulier Portal Terms and Conditions

1. Parties and application

1.1 These Transporter / Haulier Portal Terms and Conditions apply to any person, firm, company, haulier, recovery operator, vehicle logistics provider, transport broker or transport supplier who registers for, accesses, updates or uses the ShipMyCar Transporter Portal, SMC Portal, or any connected pricing, quoting or booking system.

1.2 "ShipMyCar", "we", "us" and "our" means ImportMyVehicle.com Ltd, trading as ShipMyCar and/or ShipMyCar.co.uk. The existing customer terms in the repository identify ImportMyVehicle.com Ltd as the company trading as ShipMyCar, with company registration number 5711750 and VAT registration number 876 0794 79.

1.3 "Transporter", "Haulier", "you" and "your" means the transport provider, its employees, officers, agents, drivers, subcontractors, account users and any person accessing the Portal on its behalf.

1.4 These Terms are business-to-business terms. By registering for the Portal, logging in, saving any rates or settings, accepting any job, responding to any instruction, or carrying out any transport service for ShipMyCar, you agree to be bound by these Terms.

1.5 These Terms prevail over any terms printed on your invoice, email footer, booking acknowledgement, delivery note, POD, subcontract terms, standard trading conditions or other document, unless ShipMyCar expressly agrees otherwise in writing signed by a director of ShipMyCar.

2. Definitions

In these Terms: Accepted Job means any transport job, collection, delivery, movement, recovery, storage movement, inspection-related movement or other vehicle logistics service confirmed, instructed, allocated or accepted through the Portal, by email, by telephone, by message, by API, or by any other written or electronic method. Booking Confirmation means ShipMyCar's written, electronic or portal-based confirmation that a Transporter has been selected, allocated or instructed for a job. Customer means ShipMyCar's customer or prospective customer. Current Portal Data means all rates, charges, currencies, operational flags, profile details, depot details, operating areas, transport-type settings, vehicle weight limits, surcharge settings, customs/crossing charges and other information saved by or for you in the Portal at the time a quote, calculation, booking or pricing snapshot is generated. Exceptional Charge means an additional charge that is not included in a System Generated Rate and is only payable where expressly allowed under clause 10. Manifest System Error means an obvious technical or mathematical error in the Portal that a reasonable transport provider would immediately recognise as a system fault. A commercially bad rate, missing rate, incorrectly entered figure, outdated surcharge, incorrect currency, missing operating restriction or configuration mistake by you is not a Manifest System Error. Portal means the ShipMyCar Transporter Portal, SMC Portal, any admin portal, any connected API, and any system used to store, calculate, display, snapshot or apply transport pricing. Quote Validity Period means 30 days from the date the relevant quote or pricing calculation is generated, unless ShipMyCar specifies a different validity period in writing, in the Portal or in the Booking Confirmation. Rate Settings means all pricing and operational settings entered or saved in the Portal, including mileage rates, minimum charges, fixed country or province prices, UK regional pricing, regional surcharges, customs charges, crossing charges, non-runner charges, currency settings, operating-region switches and open/enclosed transporter settings. System Generated Rate means any transporter cost, supplier charge, quote, rate, calculated price or pricing snapshot produced by the Portal or ShipMyCar's connected systems using your Current Portal Data. Transport Services means the vehicle transport, collection, delivery, recovery, loading, unloading, handover, storage-related movement, customs-linked movement, documentation handover, condition reporting and related services supplied or to be supplied by you. Vehicle means any car, motorcycle, van, trailer, commercial vehicle, non-runner, rolling shell, project vehicle, classic vehicle, race vehicle, modified vehicle, parts vehicle or other item ShipMyCar asks you to collect, transport or deliver.

3. Registration, authority and account users

3.1 You warrant that all information supplied during registration and onboarding is true, accurate and complete.

3.2 You warrant that each person using your Portal account is authorised to bind you contractually, including authority to enter rates, change rates, accept these Terms, accept the short-form rate-change acknowledgement, and commit you to honour System Generated Rates.

3.3 You are responsible for all actions taken through your Portal account, whether by your directors, employees, drivers, subcontractors, agents, administrators or any unauthorised person who gained access because of your failure to keep login details secure.

3.4 You must immediately notify ShipMyCar if any account user leaves your organisation, no longer has authority, or if you suspect unauthorised access.

3.5 ShipMyCar may rely on Portal activity, login records, timestamps, saved rate data, quote snapshots, audit logs, emails and system records as evidence of your instructions, acceptance, rate changes and contractual commitments.

4. Independent contractor status

4.1 You act as an independent contractor. Nothing in these Terms creates any employment, partnership, joint venture, franchise or agency relationship between you and ShipMyCar.

4.2 You must not represent yourself as ShipMyCar, ImportMyVehicle.com Ltd, or as having authority to bind ShipMyCar or vary ShipMyCar's customer terms.

4.3 ShipMyCar is not obliged to offer you any minimum number of jobs, any minimum revenue, exclusivity, territory or guaranteed volume.

4.4 ShipMyCar may use, not use, suspend, remove, replace or rank Transporters at its discretion.

5. Portal access and permitted use

5.1 ShipMyCar grants you a limited, revocable, non-exclusive right to access the Portal solely for managing your transporter profile, rates, operating capability, job visibility and ShipMyCar transport work.

5.2 You must not misuse the Portal, scrape it, reverse engineer it, interfere with it, attempt to access data not intended for you, upload malicious content, share login credentials, or use Portal data for any purpose other than supplying Transport Services for ShipMyCar.

5.3 ShipMyCar may suspend or remove Portal access at any time where it reasonably considers this necessary for security, operational, commercial, compliance, customer protection or dispute reasons.

6. Accuracy of profile, capability and rate data

6.1 You are solely responsible for ensuring all Current Portal Data is accurate, complete, up to date and commercially workable before it is saved.

6.2 Your Current Portal Data includes, without limitation: a. company name, contact details, VAT details and invoicing details; b. depot address, depot postcode, depot country and any location data used for calculations; c. whether you handle UK, EU or international transport; d. whether you handle open transport, enclosed transport or both; e. vehicle weight limits, vehicle-type restrictions and operating restrictions; f. countries, provinces, UK regions and other areas you do or do not service; g. UK mileage rates, EU mileage rates, fixed prices, fallback rates and minimum charges; h. country, province and regional prices; i. regional surcharges, non-runner surcharges, customs charges, crossing charges and other saved charges; j. currency settings; and k. any notes, restrictions or service requirements saved in the Portal.

6.3 The repository shows the transporter profile API stores operational fields such as depot details, UK/EU/international handling, open/enclosed capability, countries of operation, non-runner surcharge, maximum vehicle weight, VAT registration and default currency.

6.4 You must review and update your Current Portal Data whenever your costs, depot, operating areas, availability, equipment, licences, insurance, subcontracting arrangements, fuel assumptions, customs capability, ferry/tunnel costs, toll exposure or other commercial assumptions change.

6.5 You must not save a rate, surcharge, operating-region setting or capability flag unless you are prepared to perform jobs generated from that saved data at the resulting System Generated Rate.

6.6 You acknowledge that ShipMyCar may quote Customers, accept Customer bookings, allocate jobs and price Transport Services in reliance on your Current Portal Data.

7. Binding nature of System Generated Rates

7.1 You agree that any System Generated Rate calculated from your Current Portal Data is binding on you for the applicable Quote Validity Period and for any Accepted Job arising from that quote.

7.2 Where ShipMyCar confirms, allocates or instructs an Accepted Job based on a System Generated Rate, you must perform the Transport Services for the amount shown in the Booking Confirmation or Portal pricing snapshot, plus VAT only where lawfully chargeable and correctly invoiced.

7.3 You must honour System Generated Rates even if: a. you later realise your saved rate was too low; b. you entered the wrong figure; c. you selected the wrong currency; d. you omitted a surcharge; e. you forgot to update a depot, region, operating-area flag or vehicle limit; f. your costs have changed; g. fuel, driver, toll, congestion, ferry, tunnel, wage or subcontractor costs have increased; h. you later change your Portal rates; or i. the job is less profitable than expected.

7.4 A mistake or omission in your Current Portal Data is your responsibility and is not a Manifest System Error.

7.5 The repo's pricing structure supports mileage rates, fixed EU country/province pricing, UK regional fixed/surcharge pricing and operational flags, and the analysis document describes a hierarchy where province pricing overrides country pricing, fixed prices override mileage fallback rates, and operating flags can block service.

7.6 The quote API retrieves quote data that contains matching transporter pricing snapshots and exposes the transporter's quoted price, while the helper totals supplierCharge from the matching snapshots.

7.7 ShipMyCar's Portal records, quote snapshots, booking records and audit logs are conclusive evidence of the rate generated and the Current Portal Data used, unless you can prove a Manifest System Error.

7.8 ShipMyCar may decline, correct or withdraw a quote affected by a Manifest System Error. A Manifest System Error does not include a rate generated correctly from inaccurate, incomplete, outdated or commercially unsuitable data entered by you.

8. Rate changes

8.1 You may update Rate Settings through the Portal where the Portal permits this.

8.2 A rate change applies only after it has been successfully saved, accepted by the Portal, and processed by ShipMyCar's systems.

8.3 A rate change is prospective only. It does not alter, cancel or increase: a. any quote generated before the change; b. any pricing snapshot already created; c. any Customer quote already issued by ShipMyCar; d. any Accepted Job; or e. any Booking Confirmation already sent.

8.4 You must honour all System Generated Rates created before your rate change for the relevant Quote Validity Period, and all Accepted Jobs arising from those rates.

8.5 The standard rates API saves UK/EU rate data and clears the transport cache after saving, and the EU and UK-region pricing APIs similarly clear cache or save pricing changes after rate updates.

8.6 You must not use a rate change to avoid, re-price or refuse a job that was quoted, sold, confirmed or allocated using your earlier saved data.

8.7 ShipMyCar may require you to accept a short-form acknowledgement every time you save or change rates. Portal acceptance of that acknowledgement is binding.

9. Quotes, bookings and job review

9.1 ShipMyCar may generate Customer quotes and internal job costs automatically using your Current Portal Data, Customer-supplied details and ShipMyCar's calculation logic.

9.2 You must promptly review each Booking Confirmation and notify ShipMyCar immediately if any material job detail appears incorrect, unsafe, unlawful or impossible.

9.3 Unless you notify ShipMyCar of a genuine material issue before collection or within any shorter response deadline stated by ShipMyCar, you will be treated as having accepted the job details and the System Generated Rate.

9.4 You must not contact the Customer to renegotiate price, request additional payment, change the scope, refuse service, delay collection, delay delivery, or impose conditions not approved by ShipMyCar.

9.5 Time estimates are estimates unless ShipMyCar expressly agrees a guaranteed collection or delivery time in writing. You must nevertheless use all reasonable skill, care and diligence to meet agreed windows and notify ShipMyCar immediately of any delay.

10. Additional charges and Exceptional Charges

10.1 Your System Generated Rate is deemed to include all ordinary, foreseeable and operational costs of performing the Transport Services, except charges that are expressly entered in the appropriate Portal field or expressly agreed in writing by ShipMyCar before they are incurred.

10.2 Ordinary and foreseeable costs include driver cost, fuel, normal loading and unloading, normal road mileage, depot-related mileage where the Portal calculation includes it, vehicle equipment normally required for your stated service, administration, communications, insurance overhead, normal waiting risk, ordinary route planning and your profit margin.

10.3 You must not add any surcharge, fuel supplement, congestion charge, toll, ferry, tunnel charge, waiting charge, storage charge, wasted journey fee, customs/admin fee, non-runner charge, overweight charge, out-of-area charge or currency uplift unless: a. it was included in the Portal calculation; b. it was entered by you in the relevant Portal field before the quote was generated; c. ShipMyCar approved it in writing before it was incurred; or d. it arises solely because the Customer's job details were materially inaccurate and you notified ShipMyCar as soon as you became aware.

10.4 Potential Exceptional Charges may include, where approved by ShipMyCar: a. the Vehicle being a non-runner where it was described as running; b. the Vehicle being materially heavier, larger, lower, modified or less accessible than disclosed; c. keys, documents or access not being available; d. the collection or delivery location being materially different, inaccessible, unsafe or unlawful; e. a Customer-caused wasted journey; f. storage, port, customs, ferry, tunnel or border costs caused by inaccurate Customer information or third-party events outside your control; g. emergency equipment that could not reasonably have been anticipated; or h. other costs expressly approved by ShipMyCar in writing.

10.5 You must provide evidence for any Exceptional Charge, including receipts, photographs, driver notes, timestamps and supporting correspondence.

10.6 ShipMyCar may reject any additional charge that is not pre-approved, not evidenced, not caused by a genuine material difference, or arises from your incorrect Portal data.

11. Performance standards

11.1 You must perform all Transport Services with reasonable skill, care and diligence and in accordance with good industry practice.

11.2 You must hold and maintain all licences, operator authorities, insurances, permits, registrations and approvals required for the Transport Services.

11.3 You must ensure all vehicles, trailers, recovery equipment, straps, winches, loading equipment and other equipment are roadworthy, suitable, legal, maintained and appropriate for the Vehicle being moved.

11.4 You must ensure all drivers are competent, licensed, insured, legally permitted to drive, medically fit, properly trained and compliant with all relevant working-time, tachograph, road-safety, border, customs and transport rules.

11.5 You must collect and deliver only in accordance with ShipMyCar's instructions.

11.6 You must take reasonable care of all Vehicles, keys, documents, parts and accessories in your possession, custody or control.

11.7 You must not use, drive, test, repair, modify, store, photograph for marketing, or move a Vehicle other than as reasonably necessary to load, transport, unload, inspect, document or comply with ShipMyCar's instructions.

11.8 You must complete collection and delivery evidence where reasonably required, including photographs, condition reports, signed PODs, timestamps, location records and notes of pre-existing damage.

11.9 You must immediately notify ShipMyCar of any accident, damage, theft, loss, police stop, customs issue, border issue, missed collection, missed delivery, delay, complaint, Customer dispute or other incident.

12. Refusal, cancellation and failure to perform

12.1 You must not refuse, cancel, delay or attempt to renegotiate an Accepted Job because the System Generated Rate is lower than you expected or because you entered incorrect Rate Settings.

12.2 If you cannot perform an Accepted Job because of breakdown, driver illness, legal restriction, safety issue or another genuine operational reason, you must notify ShipMyCar immediately and cooperate fully to minimise disruption.

12.3 If you wrongfully refuse, cancel, delay, fail to collect, fail to deliver, overcharge, or seek to re-price an Accepted Job, ShipMyCar may: a. reallocate the job to another provider; b. recover from you any additional transport cost; c. recover storage, wasted journey, Customer compensation, administration and other reasonable losses; d. set off those sums against amounts owed to you; e. suspend or remove you from the Portal; and/or f. terminate your account.

12.4 You must not exercise any lien, retention right, withholding right or similar right over a Customer's Vehicle, keys, documents or property because of a pricing, invoice or payment dispute with ShipMyCar, except where such right cannot lawfully be excluded.

13. Subcontracting

13.1 You must not subcontract any Transport Services without ShipMyCar's prior written consent.

13.2 If ShipMyCar consents to subcontracting, you remain fully responsible for the acts, omissions, charges, delays, damage, losses, insurance, compliance and performance of the subcontractor.

13.3 You must ensure any approved subcontractor complies with these Terms as if it were you.

13.4 You must not add any subcontractor uplift, broker margin or additional charge unless included in the System Generated Rate or approved by ShipMyCar in writing.

14. Insurance, damage and claims

14.1 You must maintain adequate insurance for all Transport Services, including road risk, carrier's liability, goods in transit, public liability, employer's liability where required, and any specialist cover appropriate to the Vehicles you transport.

14.2 You must provide insurance certificates and policy summaries to ShipMyCar on request.

14.3 You must notify ShipMyCar immediately of any policy cancellation, non-renewal, material restriction, excess increase or circumstance that may affect your ability to transport Vehicles.

14.4 You are responsible for loss, theft, damage, delay, misdelivery, mishandling, missing keys, missing documents or missing accessories to the extent caused by your breach of contract, negligence, wilful default, misconduct, failure to follow instructions or failure to maintain appropriate insurance.

14.5 You must cooperate with ShipMyCar, the Customer, insurers, loss adjusters, repairers and authorities in relation to any claim.

14.6 ShipMyCar may settle Customer claims where it reasonably considers settlement commercially appropriate, and may recover from you any amount attributable to your breach, negligence, default or failure to perform.

15. Invoicing, VAT and payment

15.1 You must invoice ShipMyCar only for the amount shown in the Booking Confirmation, System Generated Rate or other written price agreed by ShipMyCar.

15.2 Unless the Portal or Booking Confirmation expressly says otherwise, transporter rates are treated as net of VAT. VAT may be charged only where lawfully due, correctly calculated, supported by a valid VAT registration and shown on a valid VAT invoice.

15.3 You must not invoice the Customer directly unless ShipMyCar expressly instructs you to do so in writing.

15.4 You must not add charges to an invoice unless permitted under clause 10.

15.5 ShipMyCar may reject invoices that are inaccurate, unsupported, incorrectly addressed, missing a job reference, not VAT compliant, or include unapproved charges.

15.6 ShipMyCar may set off against any amount payable to you any sum you owe ShipMyCar, including alternative transport costs, Customer compensation, damage claims, chargebacks, overpayments, rejected charges or administration costs caused by your breach.

15.7 Payment terms are as agreed in writing between the parties. If no payment term is expressly agreed, payment will be made within 30 days of receipt of a valid undisputed invoice.

16. Customer relationship and non-circumvention

16.1 Customers introduced through ShipMyCar remain ShipMyCar's Customers.

16.2 You must not use Customer details obtained through ShipMyCar or the Portal to market to, solicit, contract directly with, quote directly to, undercut, bypass or divert any Customer.

16.3 You must not encourage a Customer to cancel, vary or place future work outside ShipMyCar.

16.4 You must not disclose your ShipMyCar rates, ShipMyCar margins, Portal pricing logic or any confidential commercial information to any Customer or third party.

17. Confidentiality and data protection

17.1 You must keep confidential all ShipMyCar business information, Portal information, Customer information, pricing data, job data, vehicle data and operational information.

17.2 You may use Customer personal data only for the purpose of performing the relevant Transport Services for ShipMyCar.

17.3 You must comply with all applicable data protection laws, including UK GDPR and the Data Protection Act 2018 where applicable.

17.4 You must not retain, copy, sell, share, upload, publish, market to, or otherwise misuse Customer personal data.

17.5 You must notify ShipMyCar immediately if Customer data is lost, accessed by an unauthorised person, sent to the wrong person, compromised, misused or subject to any suspected data breach.

17.6 You must securely delete or return Customer personal data when it is no longer required for the relevant Transport Services, unless retention is required by law.

18. Compliance

18.1 You must comply with all laws, regulations, codes and standards applicable to the Transport Services, including road transport, driver licensing, operator licensing, customs, border, health and safety, employment, tax, anti-bribery, sanctions and modern slavery obligations.

18.2 You warrant that you are not subject to sanctions and will not use any sanctioned person, entity, vehicle, route or subcontractor.

18.3 You must not offer or accept bribes, secret commissions, kickbacks or improper incentives in connection with ShipMyCar work.

18.4 You must immediately notify ShipMyCar of any investigation, licence issue, insurance issue, enforcement action or event that may affect your ability to perform Transport Services.

19. Portal records, audit and electronic acceptance

19.1 ShipMyCar may record and rely on Portal logs, saved data, quote snapshots, timestamps, IP addresses, user IDs, audit entries, emails, system events and API records.

19.2 Electronic acceptance, including ticking a box, pressing "save", clicking "accept", updating a rate, submitting a form, or continuing to use the Portal, is binding.

19.3 ShipMyCar's records are admissible and sufficient evidence of: a. the terms accepted; b. the user who accepted them; c. the rate or setting saved; d. the time of the change; e. the System Generated Rate produced; and f. the Booking Confirmation or Accepted Job generated.

19.4 The UK-region pricing route in the repo records old values, new values, change type and changed-by data for regional pricing changes, which is a useful pattern to follow for the rate acceptance wording as well.

20. Indemnity

20.1 You indemnify ShipMyCar against all losses, liabilities, damages, claims, costs, expenses, chargebacks, Customer refunds, alternative transport costs, storage charges, wasted journey costs, administration costs, legal costs and reputational losses arising from or connected with: a. inaccurate, incomplete, outdated or misleading Current Portal Data; b. your failure to honour a System Generated Rate; c. your refusal, cancellation, delay or failure to perform an Accepted Job; d. your attempt to charge more than the System Generated Rate; e. loss, theft, damage or mishandling of a Vehicle, keys, documents or accessories; f. your breach of these Terms; g. your breach of law, licence, insurance or regulatory obligation; h. your subcontractors, drivers, employees or agents; i. data protection breaches; j. Customer complaints caused by your acts or omissions; and k. ShipMyCar having to source replacement transport because of your breach or failure.

21. ShipMyCar liability

21.1 Nothing in these Terms limits or excludes liability that cannot lawfully be limited or excluded, including liability for death or personal injury caused by negligence, fraud or fraudulent misrepresentation.

21.2 Subject to clause 21.1, ShipMyCar is not liable to you for indirect loss, consequential loss, loss of profit, loss of business, loss of opportunity, loss of goodwill, loss of reputation, loss of expected savings or loss arising from suspension or removal from the Portal.

21.3 Subject to clause 21.1, ShipMyCar's total liability to you in connection with any Accepted Job is limited to the properly payable undisputed amount for that Accepted Job.

21.4 ShipMyCar is not responsible for any loss caused by your reliance on incorrect data you entered into the Portal.

22. Suspension and termination

22.1 ShipMyCar may suspend or terminate your Portal access, remove you from active pricing, stop sending jobs, cancel allocations or terminate your account immediately if: a. you breach these Terms; b. you fail to honour System Generated Rates; c. you overcharge or attempt to re-price jobs; d. your Portal data is inaccurate or unreliable; e. you fail to maintain insurance, licences or compliance; f. you receive repeated Customer complaints; g. you misuse Customer data; h. you become insolvent or unable to pay debts; i. you pose a security, legal, regulatory, insurance, operational or reputational risk; or j. ShipMyCar reasonably considers suspension necessary.

22.2 Termination does not affect any rights, liabilities, indemnities, confidentiality obligations, data protection obligations, payment obligations or Accepted Jobs already accrued.

23. Force majeure

23.1 Neither party is liable for failure or delay caused by events beyond its reasonable control, including extreme weather, road closure, strike, civil unrest, war, terrorism, epidemic, border closure, ferry/tunnel cancellation, port closure, government action or major systems outage.

23.2 A force majeure event does not excuse inaccurate Portal data, failure to update rates, overcharging, or refusal to honour a rate generated before the event unless performance of the specific Accepted Job is genuinely prevented.

23.3 The affected party must notify the other promptly and take reasonable steps to minimise disruption.

24. Amendments

24.1 ShipMyCar may amend these Terms from time to time.

24.2 Updated Terms may be notified through the Portal, email, onboarding documents or other reasonable method.

24.3 Continued Portal use, saving of rates, acceptance of jobs or performance of Transport Services after updated Terms are made available constitutes acceptance of the updated Terms.

25. Notices

25.1 Notices to ShipMyCar must be sent to the email or postal address specified by ShipMyCar for transporter communications.

25.2 Notices to you may be sent to the email address, postal address, Portal account, contact person or other contact details saved in your profile.

25.3 You must keep your contact details up to date in the Portal.

26. Governing law and jurisdiction

26.1 These Terms and any dispute or claim arising from them, the Portal, System Generated Rates, Accepted Jobs or Transport Services are governed by the laws of England and Wales.

26.2 The courts of England and Wales have exclusive jurisdiction, except that ShipMyCar may bring proceedings in any jurisdiction where necessary to protect its property, Customers, confidential information or commercial interests.