VROOM ONE
Legal

Terms of Service

Last updated: 20 October 2026

These Terms of Service (the “Terms”) govern your use of Vroom One — the Vroom One web portal, the Vroom One iOS and Android applications, the Vroom Tour Desk application used by organisers, and the related services (together, the “Service”). The Service is operated by the Vroom One team (“Vroom One”, “we”, “us”). By creating an account, joining an event, or otherwise using the Service, you agree to these Terms. If you do not agree, please do not use the Service.

1. About these terms

These Terms apply to everyone who uses the Service. Some sections apply specifically to organisers, and some specifically to participants; where that is the case we say so. Our Privacy Policy explains how we handle personal data and forms part of these Terms.

2. Who can use Vroom One

You may use the Service only if you can form a legally binding contract, and only in compliance with these Terms and all applicable laws. The Service is not directed at children, and you must be at least 18 years old to create an account or to use the Service. If you are using the Service on behalf of an organisation, you confirm that you are authorised to bind that organisation to these Terms.

3. Your account

Some features require an account. You can sign in with an email address and password, or with your Google or Apple account where we offer it. Connecting a Google or Apple account to an existing Vroom One account proves control of that account; it does not create an account, change your role, or give you access to an organisation you were not already part of. You are responsible for keeping your credentials confidential and for all activity that takes place under your account. Tell us promptly if you believe your account has been used without your permission. The information you give us when registering must be accurate and kept up to date.

4. Organisers and participants

There are two main kinds of user on Vroom One:

  • Organisers create and run driving events — designing multi-stage routes, inviting and managing participants, publishing documents, and live-tracking vehicles during an event.
  • Participants (drivers) join an event, receive turn-by-turn navigation and event information, and — with their consent — share their live location while the event is running.

If you are an organiser, you are responsible for the events you run, including the lawfulness of your event, the accuracy of the routes and information you publish, obtaining any permissions or insurance your event requires, and how you handle the personal data of your participants. You must give your participants clear information about what data you collect through the Service and why, and a lawful basis for doing so.

5. Safety while driving

Vroom One is a tool to help organise and navigate driving events. It is not a substitute for safe, lawful and attentive driving. You are always responsible for the safe and legal operation of your vehicle.

  • Always obey the road traffic laws, speed limits, and signage that apply where you are driving. Routes and navigation provided through the Service are guidance only and may not reflect current road, weather, or traffic conditions.
  • Where what you see on the road differs from what the Service shows, the road always wins. Real-world signs, signals, closures, and the instructions of the police or other authorities take precedence over anything in the app.
  • Do not interact with the app in a way that distracts you while the vehicle is moving. Set up your route and device before you set off, and use a hands-free mount and voice guidance where available. You are responsible for complying with the law on handling a device while driving in the place you are driving.
  • Follow the directions and safety briefings of your event organiser, and stop driving if you are tired, unwell, or conditions make it unsafe.
  • Satisfy yourself that a route is appropriate for you, your vehicle, and your passengers before you drive it.

Speed, location and other telemetry shown in the Service are estimates derived from your device’s sensors and may be inaccurate or delayed. Never rely on them for safety-critical decisions.

6. Safety alerts and SOS are not an emergency service

The Service is not an emergency service and must never be relied on as one. In an emergency, call the emergency services on the number for your location (999 in the UK, 112 across the EU).

The Service includes an SOS control that alerts your organiser. It notifies the people running your event; it does not contact the emergency services, dispatch assistance, or guarantee that anyone will see, receive, or act on an alert. The Service does not detect accidents or incidents automatically, and does not treat a driver who stops or loses signal as being in difficulty. Your phone’s own crash detection, where available, is the right tool for that. An SOS depends on your device, its battery, mobile network coverage, third-party infrastructure, and a person being available to respond. Any of those can fail, and coverage on a driving route is often poor.

Alerts, positions, and arrival estimates may be delayed, incomplete, or wrong. Organisers must not treat the absence of an alert as evidence that a participant is safe.

7. Your vehicle, licence and insurance

If you drive on an event organised through the Service, you confirm that you hold a valid, current licence for the vehicle and the places you will drive, that the vehicle is roadworthy and lawfully able to be driven there, and that it carries the insurance required by law and by your organiser. Keeping all of that in place is your responsibility and your organiser’s, not ours. We do not check, verify, or take any responsibility for licences, roadworthiness, insurance, or permissions.

8. Acceptable use

When using the Service, you agree not to:

  • break any law, or use the Service for any unlawful or fraudulent purpose;
  • encourage or take part in dangerous, reckless, or illegal driving, including racing on public roads or exceeding speed limits;
  • upload, share, or transmit content that is unlawful, infringing, defamatory, harassing, or that you do not have the right to share;
  • attempt to access accounts, data, or parts of the Service you are not authorised to access, or to track or surveil any person without a lawful basis and their knowledge where required;
  • probe, scan, or test the vulnerability of the Service, interfere with its operation, or circumvent any security or rate-limiting measure, except as expressly authorised in writing;
  • copy, scrape, reverse-engineer, or build a competing product from the Service, or resell or commercially exploit it without our permission;
  • use the Service where doing so would breach trade sanctions or export controls that apply to you.

9. Location and telemetry

Live location sharing is a core feature of the Service for participants. We collect and process your location and telemetry only while you are actively taking part in an event and only with your consent, so that your organiser can coordinate the drive and help keep participants safe. Location sharing stops when the drive ends, and you can withdraw your consent through your device’s settings or by leaving the event. How we handle this data is described in our Privacy Policy.

10. The tour co-pilot

Organisers may have access to an AI assistant that helps them watch a live event, plan changes and draft messages. It may search the web and open web pages. Its output is assistance, not advice, and it can be wrong, incomplete, or out of date. It cannot publish a change, send a message, resolve an SOS, or alter safety settings by itself: an organiser must approve every message and change, and remains responsible for every decision taken on their event. Do not rely on it for safety-critical decisions. Our Privacy Policy explains what data it receives.

11. Content you provide

You may provide content through the Service — for example event documents, photos, profile details, vehicle information, and messages (your “Content”). You keep ownership of your Content. You grant Vroom One a worldwide, non-exclusive, royalty-free licence to host, store, reproduce, and display your Content solely to operate and provide the Service to you and the events you take part in.

You are responsible for your Content and confirm that you have the rights necessary to provide it and that it does not infringe anyone’s rights or break any law. We may remove Content that we reasonably believe breaches these Terms or the law.

You can report a message, photo or voice message that you think breaks these Terms, and you can block another participant so that you no longer see their messages. Reports go to the organiser of the event and to us. We aim to review them promptly and may remove content or end access. To contact us about a report, email support@vroomtours.app.

12. Feedback

If you send us feedback, bug reports, or suggestions, you grant us a perpetual, irrevocable, royalty-free licence to use them to improve the Service, without obligation or payment to you. You do not have to send us feedback, and please do not send us anything confidential in it.

13. Service availability and changes

We work to keep the Service available and reliable, but we provide it on an “as is” and “as available” basis. We may update, change, suspend, or withdraw features from time to time, and we may carry out maintenance that temporarily interrupts access. We do not guarantee that the Service will be uninterrupted, error-free, or that any route, map, or estimate it provides will be accurate or complete.

14. Third-party services

The Service relies on third-party providers — including mapping and navigation (Mapbox), sign-in (Google and Apple), push notifications (Apple and Google), artificial-intelligence processing (Anthropic), email delivery, network protection, and cloud hosting. Your use of those features may also be subject to the relevant provider’s terms. We are not responsible for third-party services or content, and links to them are provided for convenience only.

15. Plans and payment

Some features are offered under a paid plan. Where you buy a plan, the fees, billing period, and any renewal arrangements are those set out when you order. Prices are inclusive of all taxes, including VAT, and we do not add a separate tax charge at checkout. If a payment is not made when due we may suspend access to paid features. Participants joining an event are not charged by us for taking part; anything your organiser charges you for their event is a matter between you and them.

16. Disclaimers

To the fullest extent permitted by law, we exclude all warranties, conditions, and terms implied by statute, common law, or otherwise, except those that cannot lawfully be excluded. In particular, we do not warrant the accuracy, completeness, or timeliness of routes, maps, navigation, speed, or location information, which you use at your own risk.

17. Limitation of liability

Nothing in these Terms limits or excludes our liability for death or personal injury caused by our negligence, for fraud or fraudulent misrepresentation, or for any other liability that cannot be limited or excluded under the laws of England and Wales. If you are a consumer, nothing in these Terms affects your statutory rights.

Subject to that, we are not liable for any loss or damage that is not reasonably foreseeable, for any loss arising from your or any third party’s driving, navigation, or conduct during an event, or for any indirect or consequential loss, loss of profit, loss of data, or business interruption. Where we are liable to you, our total liability arising out of or in connection with the Service is limited to the greater of the amount you paid us for the Service in the twelve months before the event giving rise to the claim, or £100.

The Service is intended to help organise and navigate driving events; it does not make any event safe, and responsibility for the conduct and safety of an event rests with its organiser and participants, not with Vroom One.

18. Suspension and termination

You may stop using the Service and close your account at any time. A driver can delete their account in the Vroom One app (Profile, then Settings, then Delete Account). Instructions for drivers and organisers, including how to ask us to delete an account if you cannot use the app, are at vroomtours.app/account-deletion. Deleting an account does not by itself erase the records of events you took part in; the Privacy Policy explains what is deleted and what is kept. We may suspend or terminate your access if you break these Terms, if we reasonably believe your use poses a risk to others or to the Service, or if we are required to do so by law. Where it is reasonable to do so, we will give you notice. On termination, the licences you have granted us for the limited purpose of providing the Service may continue to the extent necessary, and any terms that by their nature should survive termination will do so. What happens to your personal data after your account closes is described in our Privacy Policy.

19. Events outside our control

We are not liable for any failure or delay in providing the Service that is caused by something outside our reasonable control — including network or power failure, the failure of a third-party provider, severe weather, industrial action, or the act of any government or authority. If such an event continues for a significant period, either of us may end the affected paid plan.

20. Additional terms for apps downloaded from the Apple App Store

If you download one of our apps from the Apple App Store, the following also applies, and prevails over anything inconsistent in these Terms:

  • These Terms are between you and Vroom One only, not with Apple. Apple is not responsible for the app or its content.
  • Your licence to use the app is a non-transferable licence to use it on any Apple-branded device that you own or control, as permitted by the App Store Usage Rules.
  • Apple has no obligation to provide any maintenance or support for the app.
  • If the app fails to conform to any applicable warranty, you may notify Apple and Apple will refund the purchase price (if any). To the maximum extent permitted by law, Apple has no other warranty obligation.
  • Apple is not responsible for addressing any claim by you or a third party relating to the app, including product liability claims, claims that the app fails to conform to a legal or regulatory requirement, and claims under consumer protection, privacy, or similar legislation.
  • If a third party claims the app infringes their intellectual property rights, Vroom One, not Apple, is responsible for the investigation, defence, settlement, and discharge of that claim.
  • You confirm that you are not located in a country subject to a US Government embargo or designated as a “terrorist supporting” country, and that you are not on any US Government list of prohibited or restricted parties.
  • Apple and its subsidiaries are third-party beneficiaries of these Terms and may enforce them against you.

21. Additional terms for apps downloaded from Google Play

If you download one of our apps from Google Play, these Terms are between you and Vroom One only. Google is not a party to them, and has no responsibility or liability in relation to the app.

22. Changes to these terms

We may update these Terms from time to time. When we make material changes, we will update the “Last updated” date above and, where appropriate, give you additional notice. If you continue to use the Service after a change takes effect, you accept the updated Terms. If you do not accept them, you should stop using the Service and may close your account.

23. General

These Terms, together with our Privacy Policy, are the entire agreement between us about the Service. You may not assign or transfer your rights under them without our consent; we may assign ours to a company that takes over the Service, provided your rights are not reduced. If any part of these Terms is found to be unenforceable, the rest continues to apply. If we do not enforce a right straight away, we do not lose it. Nobody other than you and us has any right to enforce these Terms, except where these Terms expressly say otherwise.

24. Governing law

These Terms, and any dispute or claim arising out of or in connection with them or the Service (including non-contractual disputes), are governed by the laws of England and Wales. The courts of England and Wales have exclusive jurisdiction, except that if you are a consumer you may also be entitled to bring proceedings in the courts of the part of the UK in which you live.

25. Contact

If you have any questions about these Terms, please contact us at support@vroomtours.app.

Questions? Contact support@vroomtours.app.