Rental & Tracker Software in the UK

About Rental & Tracker Software

We build rental and tracking software: live GPS and IoT tracking, geofencing, booking, KYC, and billing for businesses that rent out vehicles, bikes, or equipment. This sits on real work. We have built telemetry pipelines and firmware bridges for connected hardware, including an EV cycle's rider app and dashboard and the telemetry behind PlugEV.

What the engagement includes

• GPS and GSM tracker integration
• Device servers for Teltonika, GT06 and AIS 140 trackers
• Live map with real-time asset location
• Geofencing with entry and exit alerts
• Trip history and route playback
• Rental booking app for rider and operator
• KYC, deposits, and damage handling
• UPI and card billing (Razorpay)

Passing fines to hirers, LOLER checks at dispatch and the Consumer Credit Act in UK rental tracking software

For a vehicle rental business in Great Britain the hiring agreement is the instrument that moves a fine onto the hirer, and the software either produces one that works or leaves the firm paying. Section 66 of the Road Traffic Offenders Act 1988 lets a vehicle-hire firm transfer liability for a fixed penalty, but only under an agreement letting the vehicle for a fixed period of less than six months that contains the particulars in Schedule 2 to the Road Traffic (Owner Liability) Regulations 2000, backed by a statement of liability the hirer has signed. Those particulars read like a schema: the hirer's full name, date of birth and permanent address, an address at the time of hire if the stay is likely to exceed two months, the driving licence's country of issue, number and expiry date, which should fall no earlier than the expected end of the hire, the registration, make and model of the vehicle, and the registration of any substitute with the time and date of the swap. The firm's own copy must also hold the start and expected end of any authorised extension and the actual time and date of return, or the next opening time if the vehicle came back out of hours. A tracker that records a swap by editing the booking, overwriting the first registration, cannot produce that agreement when a notice arrives for the first car. The originals can be demanded at any reasonable time within six months of the notice to owner, so signed statements are kept as retrievable documents. Council penalty charge notices in England carry a matching ground under the 2022 representations regulations: the firm shows the vehicle was on hire to someone who had signed a statement of liability, and names them, with representations made after 28 days liable to be disregarded. So each notice is matched by registration and timestamp to the hire that held the vehicle at that moment. How this applies to your contracts is for your counsel.

Plant and tool hire firms carry a duty that belongs on the dispatch screen. Regulation 9(4) of the Lifting Operations and Lifting Equipment Regulations 1998 says no lifting equipment may leave an employer's undertaking, or be used in another's after being obtained from it, unless it is accompanied by physical evidence that the last thorough examination the regulation requires has been carried out. A hoist or a set of chains going out on hire travels with that evidence, and the customer's site carries the mirror duty before using it, so the rental tracker is where examination status is checked at the moment of dispatch rather than discovered at the site gate. In-service thorough examinations fall due at least every six months for equipment that lifts people and for lifting accessories, and at least every twelve months for other lifting equipment, unless a competent person's examination scheme sets different intervals, and again whenever exceptional circumstances such as damage arise. For the tracker that means each asset carries its examination regime rather than a single service date: the interval or scheme reference, the date of the last report, the date the next is due, and a block on allocating it to any hire that would run past that date, because an examination expiring halfway through a long hire leaves the customer with equipment it may not use. HSE's guidance covers what happens after a report. A defect posing a serious risk takes the equipment out of service immediately, and a defect given a repair deadline means no use after that date unless it has been put right, so the defect entries in each report become status changes and dates on the asset record. Records of in-service examinations are kept until the next report or for two years, whichever is later. LOLER 1998 covers Great Britain, with Northern Ireland under its own equivalent regulations, and how it applies to your fleet is for your competent person.

Long-term rentals to individuals cross into consumer credit law at three months. Under section 15 of the Consumer Credit Act 1974 a consumer hire agreement is one with an individual for the hire of goods, other than hire purchase, that is capable of subsisting for more than three months, and entering into a regulated one as owner, or exercising the owner's rights under it, is an activity the FCA authorises under article 60N of the Regulated Activities Order. The test is what the contract allows rather than how long a hire actually runs, so a rolling monthly subscription for a car, a camera kit or a garden machine with no fixed end can be capable of lasting more than three months from its first day. The hirer is not only a private person either: the Order brings in some small partnerships and unincorporated bodies, so a sole trader renting a van for the business can be inside it. A tracker selling both short hires and open-ended subscriptions should therefore classify each agreement when it is made, from its terms and from who the hirer is, and keep regulated agreements on their own template and workflow. Section 101 gives the hirer under a regulated consumer hire agreement a statutory right to end it by notice, which cannot expire earlier than 18 months after the agreement was made; beyond that, the minimum notice is one payment interval or three months, whichever is less, unless the agreement allows shorter. The right does not apply where payments exceed £1,500 in any year, to certain business hires of goods the hirer selected and the owner bought at their request, or to goods taken for hiring on to others. So the billing engine records the annual payment total and the purpose of each hire, and works out the earliest statutory end date per agreement rather than relying on the contract's own cancellation clause. Whether your agreements are regulated, and whether you need permission, is for your own counsel.

How we work with UK clients

UK engagements tend to start with procurement questions rather than technical ones. Who holds the data, which law governs the contract, whether you can produce a record of processing if the ICO asks. We answer those in the proposal instead of leaving them to a legal review three weeks in, because that review is where UK projects usually stall.

Invoicing is the other thing worth settling early. We are outside the UK, so services we supply generally fall under the reverse charge and your finance team accounts for the VAT rather than paying it to us. Our invoices say so explicitly. We quote in pounds, the figure does not move with the exchange rate mid-project, and payment by bank transfer avoids the card fees that make a five-figure invoice unnecessarily expensive.

Indicative pricing in GBP

Converted from our published Indian rates and rounded. Exchange rates move, so the figure on your quote is calculated on the day it is issued.

Questions UK clients ask

Rental & Tracker Software: common questions

Other markets we work in