Terms of Service

MotorPortal HQ is operated by Anay Makwana, trading as MotorPortal HQ, of Glisson Road, Cambridge, CB1 2HA, United Kingdom, as a sole trader (“we”, “us”, “our”). You can contact us at anaymakwana@icloud.com.

These terms apply to the dealership business that creates a MotorPortal HQ account (“you”, “your”). MotorPortal HQ is provided for business use by motor dealers, not for consumers. By creating an account or using the service you agree to these terms, together with our Data Processing Agreement and Acceptable Use Policy, which form part of them. Our privacy notice explains how we handle personal data.

MotorPortal HQ is online software for used-car dealerships. Depending on your plan, it helps you manage stock and vehicle costs, sales, customers and enquiries, suppliers, invoices and dealership finances; publish vehicles to a customer-facing website; take reservation deposits; look up vehicle and MOT data; draft vehicle descriptions with AI; prepare VAT figures; and export records to accounting software.

Features marked “coming soon” (such as HPI checks and AI video) aren’t part of the service yet. We’ll tell you when they become available and on what terms.

MotorPortal HQ is currently in private beta. That means features may change, be added or be removed, and you may come across bugs. We’ll do our best to fix problems quickly and to tell you about significant changes, and we welcome your feedback. During the private beta, please keep your own records of anything critical to your business, and use the export tools regularly.

• The person who creates the account (the account owner) must be authorised to agree to these terms for the dealership, and must give us accurate details.
• You can add staff accounts and choose what each person can see and do. You are responsible for everything done by people you give access to, and for removing access promptly when someone leaves — removing a staff member signs them out straight away.
• Each person must have their own login. Don’t share passwords.
• Keep your login details secure and tell us straight away if you think someone has accessed your account without permission.

• MotorPortal HQ is offered on monthly subscription plans (Starter, Professional and Ultimate). The features and limits of each plan are shown on our website and in the app.
• Subscriptions are billed monthly in advance through our payment provider, Stripe, and renew automatically each month until cancelled.
• Prices are shown excluding VAT where VAT applies.
• There is no free trial during the private beta.
• You can cancel at any time from the Billing page in the app. Cancellation takes effect at the end of your current billing period, and you keep access until then. We don’t normally refund part-months, but if something has gone wrong on our side, contact us and we’ll look at it fairly.
• If a payment fails, we’ll let you know and give you a chance to update your payment details before we restrict access to paid features.
• If we change our prices, we’ll give you reasonable notice by email before the change applies to you, so you can cancel first if you wish.
• If we introduce paid add-ons, we’ll show you the price before you buy.

You are responsible for your business and how you use MotorPortal HQ. In particular, you agree to:

• make sure your vehicle listings are accurate and not misleading — including descriptions, mileage, history, condition and photos;
• show prices that include all mandatory fees and charges (such as admin or preparation fees) up front, rather than adding them later in the buying process;
• have a lawful basis for the customer data you keep in MotorPortal HQ, only keep what you need, and give your customers your own privacy notice;
• comply with consumer protection law in your dealings with customers, including their rights when buying at a distance or off-premises;
• comply with Financial Conduct Authority rules if you display or promote vehicle finance, including holding any authorisation you need;
• make your own tax filings, including VAT returns, and keep the records the law requires you to keep; and
• follow our Acceptable Use Policy.

MotorPortal HQ is a software provider. We are not a party to any sale, finance agreement or other arrangement between you and your customers.

• If you turn on online reservations, your customers can pay a deposit to reserve a vehicle through your MotorPortal HQ website.
• Deposits are taken by card through Stripe, into MotorPortal HQ’s Stripe account, on your behalf. We never see or store full card numbers.
• You set the deposit amount and the terms of the reservation (for example how long the vehicle is held and whether the deposit is refundable), and you must make those terms clear to your customer before they pay.
• You decide whether a deposit is refunded. When you use the refund button in the app, we process that refund through Stripe on your instructions.
• How and when deposits we collect are passed to you is agreed with you directly during the private beta, and will be set out in these terms before public launch.

MotorPortal HQ can look up vehicle details and MOT history from the DVLA and DVSA using registration numbers you enter. This information comes from those organisations and we can’t guarantee that it is complete or accurate. Check anything important before relying on it, and make sure the registration numbers you enter are correct.

MotorPortal HQ can draft vehicle descriptions using AI, based on the vehicle details you provide. AI drafts can contain mistakes. Every description is a draft for you to check and edit — it is never published automatically — and once you publish it, it is your listing and your responsibility.

MotorPortal HQ helps you keep records and prepare VAT figures, and can export journals to Xero or QuickBooks if you connect them. Our connection to HMRC’s Making Tax Digital service is currently in HMRC’s test environment only.

MotorPortal HQ is not HMRC-recognised software. These tools help you, but you remain responsible for your VAT treatment (including margin scheme decisions), your records and your returns. Please check your figures with your accountant before you file anything.

When MotorPortal HQ handles personal data about your customers, suppliers and enquiries, you are the controller and we are your processor. Our Data Processing Agreement forms part of these terms and sets out how we handle that data. For data we control ourselves, see our privacy notice.

You can export your dealership’s data at any time from inside the app.

You keep ownership of the content and data you put into MotorPortal HQ, such as photos, descriptions and records. You give us permission to store, process and display it as needed to provide the service — for example, showing your vehicles on your public website. You confirm you have the right to use anything you upload.

We own MotorPortal HQ, including the software, design and branding. You may use it for your dealership’s business while your subscription is active, but you may not copy, resell or reverse-engineer it.

You must use MotorPortal HQ lawfully and in line with our Acceptable Use Policy.

We work hard to keep MotorPortal HQ available and secure, but we can’t promise it will always be available or free of errors, particularly during the private beta. We may need to take it offline for maintenance, and we’ll try to give notice where we can. We rely on third-party providers (listed on our sub-processors page) and can’t control their services.

• You can stop using MotorPortal HQ at any time by cancelling your subscription and, if you want your data removed, asking to close your account in the app.
• We may suspend or restrict your account if you don’t pay, if you seriously or repeatedly break these terms or the Acceptable Use Policy, or if we need to protect the platform, other dealers or members of the public. Where it’s reasonable, we’ll tell you first and give you a chance to put things right.
• We may end these terms by giving you at least one month’s notice by email, or straight away if you seriously break them.
• When your account closes, we’ll offer you an export of your data. We’ll then delete or anonymise it as described in our privacy notice and Data Processing Agreement, keeping only what the law requires.

• Nothing in these terms limits or excludes liability for death or personal injury caused by negligence, for fraud or fraudulent misrepresentation, or for anything else that cannot be limited or excluded by law.
• We are not liable for loss of profits, sales, business, goodwill or anticipated savings, or for any indirect or consequential loss.
• We are not responsible for your listings, prices, sales, tax returns or other business decisions, or for information supplied by third parties such as the DVLA, DVSA or HMRC.
• Otherwise, our total liability to you for all claims in any 12-month period is limited to the greater of the subscription fees you paid us in that period and £100.

We may update these terms, for example to reflect changes to the service or the law. We’ll tell you about important changes by email or in the app before they take effect. If you don’t agree with a change, you can cancel before it applies to you.

These terms are governed by the law of England and Wales, and the courts of England and Wales have exclusive jurisdiction over any dispute.

Questions about these terms: anaymakwana@icloud.com.