Version 1.1 · Effective 22 September 2026
Approved Supplier Terms and Conditions
Vehicle movement supplier network standards and subcontractor agreement
Issued by ASI Vehicle Solutions Ltd trading as AVS Vehicle Solutions—Effective date 22 September 2026—Version 1.1
These Terms govern every carrier, trade-plate operator, inspection provider, preparation centre and other approved subcontractor performing work for AVS. The Supplier remains an independent business and chooses whether to accept offered work and how to organise lawful performance. Once it accepts a Job, it must deliver the agreed outcome and comply with the mandatory safety, licence, evidence, insurance and AVS customer-conduct standards in these Terms.
AVS
ASI Vehicle Solutions Ltd trading as AVS Vehicle Solutions, with its company number and registered office stated on the applicable Job confirmation and invoice.
Supplier
The approved independent business accepting or performing a Job, including its Personnel.
Personnel
Every director, employee, worker, driver, substitute or approved subcontractor used by the Supplier.
Job
A vehicle movement or related service offered by AVS and accepted through the portal or in writing.
Contract order
A signed framework agreement, then the Job card, then these Terms, then current AVS operational and safety policies.
1.1 The Supplier contracts as an independent business and subcontractor of AVS. It is not an employee, worker, agent, partner or representative authorised to bind AVS. The Supplier must not make promises, admissions, warranties or pricing commitments on AVS behalf.
1.2 The Supplier may accept or reject each offered Job without penalty for rejection, may work for other customers and receives no guaranteed minimum volume, territory, revenue, exclusivity or duration. AVS is not obliged to offer work and the Supplier is not obliged to remain available between accepted Jobs.
1.3 Subject to the accepted Job outcome, collection and delivery windows, applicable law, insurance, safety and these Terms, the Supplier decides how to organise its business, working pattern, lawful route, rest, equipment and Personnel. AVS requirements about customer conduct, evidence, security, safety and service outcome do not give the Supplier authority to ignore the Job specification.
1.4 The Supplier bears its own business costs and financial risk, provides its own suitable equipment and is responsible for tax, VAT, National Insurance, payroll, pension, holiday pay and employment rights relating to its Personnel. No Personnel member becomes an AVS employee or worker merely by performing a Job.
1.5 The legal status of each relationship depends on the agreement and actual working arrangements. The Supplier must promptly tell AVS if its operating model changes materially or if any authority challenges the stated status. The parties will cooperate in making any change required by law without disguising the true arrangement.
2.1 Supplier approval is conditional, revocable and personal to the approved business. AVS may conduct proportionate company, ownership, identity, insurance, financial, sanctions, driving-history, right-to-work, reference, criminal-record where lawful and relevant, and compliance checks.
2.2 The Supplier warrants that every application, certificate, check and declaration is complete, current and accurate. It must notify AVS immediately of any change that could affect legality, insurance, competence, safety, financial standing, availability or reputation.
2.3 The Supplier must not use an unapproved trading name, bank account, depot, driver or subcontractor. A change of control, sale of business, insolvency event, regulator investigation, licence action or material insurance change requires prior notice where possible and otherwise immediate notice.
3.1 Before a driver is first deployed, the Supplier must complete and record a driving licence check using the applicable DVLA or DVA service with the driver's lawful consent and check code, or an equivalent reliable process for a non-UK licence. A visual inspection of the photocard alone is insufficient.
3.2 The check must verify identity, licence number, expiry, categories and entitlements, restrictions, penalty points, endorsements and disqualification status. The Supplier must also verify that the driver meets insurer age, experience, residency and claims criteria for the relevant Vehicle and movement method.
3.3 Checks must be repeated at least every 6 months and immediately after any disclosed or suspected endorsement, disqualification, collision, medical restriction, licence change, insurer request or other event that may affect entitlement. AVS may require more frequent checks based on risk or insurer conditions.
3.4 The Supplier must retain a dated record of the result and provide evidence on request, while handling personal data lawfully. It must immediately suspend a driver from AVS Jobs if entitlement, identity, insurance eligibility or competence is uncertain. It must not wait for AVS to instruct suspension.
3.5 Each driver must notify the Supplier immediately of any point, notice of intended prosecution, conviction, disqualification, medical condition, medication or other change that may affect lawful or safe driving. The Supplier must pass material information to AVS without undue delay where relevant to current or future Jobs.
4.1 Before accepting work and throughout performance, the Supplier must maintain insurance appropriate to every Service, Vehicle, driver, route and method. Unless AVS approves otherwise in writing, minimum cover is road risks of £100,000 per Vehicle for driven movements, goods in transit of £100,000 per load for transported Vehicles, public liability of £5,000,000 and employers liability of £10,000,000 where legally required.
4.2 Policies must expressly permit the commercial activity performed, including trade-plate use, customer Vehicles, collection and delivery, loading and unloading, and every named-driver or any-driver arrangement used. The Supplier must not accept a Vehicle value, load or activity exceeding or excluded from its cover.
4.3 The Supplier must provide certificates, schedules, endorsements, excesses and broker or insurer verification on request. It must notify AVS within 24 hours of any claim circumstance, reservation of rights, avoidance, cancellation, non-renewal, lapse, material exclusion or restriction.
4.4 The Supplier is responsible for its policy excesses, uninsured loss caused by its breach and the acts and omissions of Personnel. Insurance does not replace or cap contractual liability unless a signed framework agreement expressly states a lawful cap.
5.1 All equipment used on a Job must meet applicable law, recognised industry standards and manufacturer instructions, be suitable for its intended use, compatible with the Vehicle and load, and be maintained in a safe and serviceable condition. Where PUWER, LOLER or another statutory inspection regime applies, the Supplier must comply fully.
5.2 The Supplier must provide, as relevant, lawful trade plates, insured support vehicles, compliant transporters and trailers, correctly rated straps and restraints, wheel chocks, ramps, winches, recovery aids, PPE, warning equipment, charged communication devices and any tachograph, operator-licence or transport documents required.
5.3 Equipment must be checked before use and inspected, examined, tested, calibrated and maintained at the intervals required by law, risk assessment and manufacturer guidance. Defective, damaged, contaminated, unmarked or out-of-date equipment must be removed from service immediately.
5.4 Only trained and competent Personnel may use specialist equipment. The Supplier must maintain inspection, maintenance, defect, repair and training records and provide them to AVS on reasonable request. AVS may refuse equipment or suspend a Job where suitability or condition is doubtful.
5.5 The Supplier is responsible for secure loading and restraint, axle and gross-weight limits, dimensions, route suitability and periodic load checks. It must never improvise with unsuitable restraints or use the Vehicle itself as an anchor contrary to manufacturer guidance.
6.1 Every person assigned must be competent, properly trained, legally entitled to work, fit for the task and familiar with the relevant vehicle type, inspection method, equipment, site and emergency procedure.
6.2 No person may work while impaired by alcohol, illegal drugs, misused medication, fatigue, illness, emotional distress or any condition that makes performance unsafe. The Supplier must plan lawful driving and working time, breaks, rest and overnight arrangements.
6.3 Handheld device use while driving is prohibited. Seat belts, speed limits, road traffic law, site rules, safe parking and dynamic risk assessment are mandatory. No driver may carry an unauthorised passenger, smoke or vape in a customer Vehicle, or use a Vehicle for a personal purpose.
6.4 The Supplier must maintain suitable risk assessments, emergency contacts and lone-worker arrangements. It may stop work where conditions are unsafe and must contact AVS before proceeding if the Vehicle, Site, route or instruction creates a material concern.
7.1 The Supplier may propose a substitute driver through the AVS approval process, but may deploy only a person whom AVS has confirmed as approved for the relevant work. Approval may depend on licence, identity, insurance, competence and background evidence.
7.2 The Supplier must not further subcontract, assign, exchange or pass a Job to another business without prior written AVS approval. Approval does not release the Supplier from responsibility for performance, evidence, conduct, data, tax, insurance or loss.
7.3 The Supplier remains responsible for directing and paying its Personnel and for resolving internal staffing issues. AVS may communicate operational information directly to a driver for safe and timely delivery without assuming the Supplier's employment responsibilities.
8.1 A Job is accepted when the Supplier confirms it in the portal or in writing. Before acceptance, it must review the location, timing, Vehicle type and value, service method, price, restrictions and required evidence and confirm that it has lawful capacity and insurance.
8.2 Once accepted, the Supplier must meet the stated collection and delivery windows, complete the booked outcome, maintain accurate live status updates, respond promptly to AVS and report an expected delay as soon as it becomes known.
8.3 The Supplier must not abandon, combine, exchange, divert or materially change a Job without AVS approval. It must use a lawful and commercially reasonable route, protect keys and documents and maintain secure custody until authorised handover.
8.4 The Supplier may refuse an unsafe or unlawful instruction. It must pause and contact AVS where the Vehicle appears unroadworthy, the identity or details do not match, keys or documents are missing, access is unsafe, a recipient refuses delivery or any material uncertainty exists.
9.1 While attending a customer Site or communicating about a Job, the Supplier and its Personnel act as visible subcontractors within the AVS service. They must represent the AVS brand courteously, honestly and professionally without claiming to be AVS employees.
9.2 Personnel must be clean and presentable, wear any required identification or suitable workwear, introduce themselves politely, follow reasonable site etiquette, protect property, minimise disruption, avoid arguments and direct commercial or complaint issues to AVS.
9.3 AVS operates zero tolerance for violence, threats, intimidation, aggression, bullying, abuse, discriminatory language or conduct, sexual harassment, deliberate humiliation, retaliation, dishonesty, theft and knowingly offensive behaviour. Swearing at or insulting a customer, member of the public, AVS staff member or another supplier is prohibited.
9.4 A credible serious-conduct allegation may result in immediate removal from the Job and temporary suspension while AVS investigates. Substantiated serious misconduct, or repeated lower-level misconduct after warning, may result in permanent removal of Personnel, termination, recovery of losses and referral to a customer, insurer, regulator or police where appropriate.
9.5 The Supplier must investigate complaints promptly, preserve evidence, cooperate with AVS and take corrective action. It must not contact a complainant to pressure, threaten or influence them and must not publish Job, customer or incident details on social media.
10.1 The Supplier must communicate only what is needed to complete the Job and must not discuss AVS prices, margins, supplier rates, commissions, allocation decisions or other confidential commercial information with a customer or third party.
10.2 The Supplier must not offer a customer a direct price, accept direct work arising from an AVS introduction, promote its own competing service during a Job or encourage a customer to cancel or bypass AVS. Any additional request must be referred to AVS for approval and pricing.
10.3 The Supplier must not make negative, misleading or speculative statements about AVS, the customer, a Vehicle, another supplier or a claim. A genuine safety, integrity or service concern must be reported factually through the AVS escalation route.
11.1 Before moving a Vehicle, the Supplier must verify the registration and identity, complete the required visual inspection, photograph each required angle and identified damage, and record mileage, fuel or charge, warnings, keys, documents, weather and every inspection limitation.
11.2 Images and entries must be clear, contemporaneous, unedited, correctly assigned and captured at the collection or delivery Site unless connectivity prevents upload. Where rain, darkness, dirt or access limits inspection, the Supplier must record the limitation and use reasonable additional lighting, positioning or images where safe.
11.3 At delivery the Supplier must park lawfully and safely, complete the POD inspection, record mileage and condition, obtain the authorised recipient's name and signature, and hand over keys and documents. If a signature is refused or no recipient is available, the Supplier must contact AVS and record the refusal, contact attempts, GPS, time and photographs.
11.4 A Supplier or driver must never fabricate a signature, backdate an entry, reuse an image, conceal an incident, change a damage description to avoid responsibility or state that damage was pre-existing without a proper basis. Missing, false or misleading evidence is a material breach and may justify withheld payment while investigated.
12.1 After any collision, impact, new damage, theft, breakdown, near miss or loss of keys or documents, the driver must stop safely, protect people and property, call emergency services where required, exchange lawful details, identify witnesses and obtain clear photographs and third-party information.
12.2 The Supplier must notify AVS immediately through the emergency channel and in any event within 15 minutes once safe. It must provide a full incident report within 2 hours, continue to update AVS and comply with road traffic reporting duties.
12.3 The driver must never conceal the event, give a false account, admit legal liability, negotiate a private settlement, promise payment or continue the Job unless safety and AVS instructions permit. A minor-looking impact still requires reporting because hidden damage or a later claim may arise.
12.4 Where another vehicle leaves or details cannot be obtained, the Supplier must record its registration where possible, description, location, direction, time, witnesses and available CCTV and report the matter to police where legally required or reasonably requested.
12.5 The Supplier must preserve dashcam, tracking, call, message, image and inspection evidence; cooperate with AVS, the customer and insurers; and not arrange non-emergency repair, disposal or recovery without AVS approval.
13.1 The Job card rate is full payment excluding VAT unless it expressly identifies a reimbursable item. Extra mileage, waiting, recovery, parking, toll, ferry or accommodation requires prior approval except for a genuine emergency, when evidence must be supplied promptly.
13.2 A valid invoice must quote the Job reference and include complete POC, POD, receipts and required evidence. Unless otherwise agreed, AVS will pay an approved undisputed invoice within 30 days after receipt of a valid invoice.
13.3 AVS may withhold the genuinely disputed part while investigating and may set off an amount finally agreed, admitted or determined as due from the Supplier. AVS will explain the basis and will not withhold an unrelated undisputed sum without a reasonable contractual basis.
13.4 Payment does not confirm compliance, waive a later-discovered claim or prevent recovery of duplicate, fraudulent or mistaken payment. The Supplier is responsible for all tax and employment liabilities connected with its business and Personnel.
14.1 The Supplier is responsible for direct loss, physical damage, reasonable recovery and storage cost, insurance excess, customer claim and regulatory cost caused by its breach, negligence, unlawful act, dishonesty or failure of Personnel, subject to proof, causation, mitigation and applicable law.
14.2 The Supplier will indemnify AVS against third-party claims and reasonable professional costs arising from the Supplier's breach, negligence, infringement, employment responsibility, tax failure, unlawful data processing or use of an unapproved person, except to the extent caused by AVS negligence or breach.
14.3 Nothing limits liability for death or personal injury caused by negligence, fraud or fraudulent misrepresentation, deliberate misconduct or liability that cannot lawfully be limited. Any other limitation must appear in a signed framework agreement and applies only so far as reasonable under the Unfair Contract Terms Act 1977.
14.4 The Supplier must notify AVS promptly of any claim and must not compromise an AVS interest without consent. AVS will take reasonable steps to mitigate recoverable loss and give the Supplier reasonable information about the basis of a material recovery.
15.1 The Supplier must retain Job records, inspections, driver checks, maintenance, working time, insurance, training, complaints and incident evidence for at least 6 years, or longer where law or a live claim requires. Records must be accurate, secure, retrievable and protected against alteration.
15.2 AVS may audit records remotely or on reasonable Site notice and may conduct proportionate spot checks. The Supplier must answer accurately and remediate findings by the stated deadline. AVS may suspend allocation immediately where evidence, insurance, safety or integrity is in doubt.
15.3 The Supplier must comply with applicable road traffic, operator licensing, load security, health and safety, environmental, equality, anti-bribery, modern slavery, sanctions, tax, employment and data protection law and reasonable AVS operational policies notified to it.
15.4 The Supplier must promptly report a regulator visit, prohibition notice, improvement notice, operator-licence action, serious complaint or investigation relevant to AVS work and provide updates and resulting decisions where lawful.
16.1 The Supplier may use customer, recipient, Vehicle and location data only to perform the Job, protect safety, create required evidence and comply with law. It must not copy customer lists, market directly, post images online or retain data on a personal device beyond the authorised period.
16.2 Where the Supplier processes personal data for AVS, it must follow documented instructions, restrict access to trained confidential Personnel, use appropriate security, assist with rights and incidents, notify AVS without undue delay and within 12 hours of a suspected breach, obtain prior written approval for a sub-processor, and delete or return data when instructed unless law requires retention.
16.3 The Supplier authorises proportionate GPS and status tracking during an accepted Job for dispatch, customer visibility, safety, evidence, fraud prevention and claims. It must provide legally required privacy information to Personnel and must not disable, spoof or manipulate tracking.
16.4 AVS rates, routes, customer identities, systems, security arrangements and all other non-public information are confidential. Disclosure is permitted only to Personnel who need it and are bound by equivalent duties, or where law requires it. Confidentiality continues after termination.
17.1 During approval and for 12 months after the last Job, the Supplier must not knowingly use an AVS introduction or confidential information to solicit, quote or provide substantially similar services directly to a customer first introduced through AVS.
17.2 The restriction does not cover an independently evidenced pre-existing customer relationship or genuine general advertising not targeted using AVS information. The Supplier must disclose a pre-existing relationship before accepting direct work that could reasonably appear to breach this clause.
17.3 A breach entitles AVS to recover its proven lost margin, reasonable investigation and enforcement costs and any other remedy available by law. The restriction protects introductions and confidential information and is not intended to impose a penalty.
17.4 The Supplier must disclose any actual or potential conflict immediately. It must not offer or accept a secret commission, referral payment, gift or benefit intended to influence allocation, evidence, price, conduct or claim handling.
18.1 AVS may suspend a driver, system access or new Jobs immediately where insurance, licensing, safety, conduct, evidence, data security, honesty or legal compliance is in doubt, or while it proportionately investigates a serious complaint.
18.2 AVS may terminate immediately for serious or repeated breach, falsification, theft, violence, threats, abuse, discriminatory or sexual harassment, impairment, unlawful driving, unapproved subcontracting, confidentiality or data breach, insurance failure, customer circumvention or conduct creating material safety, legal or reputational risk.
18.3 For a remediable lower-level breach, AVS may require training, a corrective plan or removal of specified Personnel by a deadline. AVS is not required to permit remediation where the breach is serious, dishonest, unsafe or has destroyed trust.
18.4 Either party may otherwise terminate the approval arrangement on 14 days written notice. The Supplier may stop accepting new work immediately but must safely complete each accepted Job unless AVS agrees another arrangement.
18.5 On termination, the Supplier must return property, stop system access, follow AVS directions for live Jobs, deliver records, delete data when instructed and submit final valid invoices within 14 days. Accrued payment, claims, audit, confidentiality, data, liability, non-circumvention and dispute clauses survive.
19.1 The Supplier may not assign or transfer its rights or obligations without AVS written consent. No course of dealing or delay is a waiver. If a provision is invalid or unenforceable, it is modified to the minimum extent necessary and the remainder continues.
19.2 AVS may update operational policies immediately where reasonably required for safety, insurance or legal compliance and may update these Terms on reasonable notice. A change does not retrospectively alter a completed Job. Acceptance of a Job after the effective date confirms acceptance of the updated terms.
19.3 Notices must be sent to the registered account email and to AVS at the legal notice email or registered office stated on the applicable Job confirmation or invoice. Operational instructions may be given through the portal, telephone or dispatch channel.
19.4 These Terms and each Job are governed by English law. The courts of England and Wales have exclusive jurisdiction. Senior managers should first attempt resolution within 10 Business Days except where urgent relief or limitation protection is required.
Collection: registration and VIN where required; all required exterior angles and panels; wheels, glass and interior where in scope; existing damage close-up and context; mileage; fuel or charge; dashboard warnings; keys and documents; weather; time and GPS.
Delivery: matching exterior views; new or changed condition; mileage; fuel or charge; delivery location; recipient name and signature, or recorded refusal or absence with AVS instructions; and key and document handover.
Incident: immediate safety actions; exact location and time; third-party registration, driver and insurer details where available; witnesses; photographs and video; police reference where applicable; AVS notification time; and no unauthorised admission or settlement.
Company, VAT, ownership, trading address, authorised contact and bank verification records.
Insurance certificates, full schedules, endorsements, limits, excesses and broker or insurer verification.
For each driver: verified identity, right to work, lawful DVLA or DVA licence check or equivalent, entitlement, endorsements, experience, insurer eligibility and required training.
Trade plate authority; operator licence where applicable; support vehicle, transporter, trailer, equipment, inspection, maintenance and examination records.
Risk assessments, emergency arrangements, data-security confirmation, tax details, complaints process and signed declarations.
Be punctual, polite and calm. Use the authorised entrance and contact, follow site rules and avoid avoidable noise, obstruction or disruption.
Wear presentable clothing and required identification. Do not smoke, vape, eat, carry passengers or leave personal items in a customer Vehicle.
Do not argue about price, damage or blame. Record facts, protect evidence and refer disputes, extra work, complaints and commercial questions to AVS.
Never threaten, intimidate, abuse, discriminate against, sexually harass or deliberately humiliate another person. Serious misconduct can lead to immediate removal and termination.
Do not disclose AVS or supplier pricing, solicit direct work, exchange private business details for that purpose or publish customer, Vehicle, Job or incident information online.
Acceptance
By signing below, clicking acceptance in the AVS portal, accepting a Job or continuing to perform AVS work after notice of these Terms, the Supplier confirms that it has authority to bind its organisation, has read these Terms and agrees to be bound by them.