Acceptable Use Policy

1. Scope & Applicability

This Acceptable Use Policy ("AUP") applies to all users of Part Sync, including:

• Current Phase: Visitors accessing our marketing site and booking system
• Future Phase: All registered users of our B2B automotive parts marketplace

This policy covers both phases and sections will activate as features become available. By using Part Sync, you agree to comply with this AUP at all times.

2. Eligibility & Account Requirements

2.1 Mandatory Requirements

To use Part Sync's marketplace services (when launched), you must:

• B2B Trade Accounts Only: Part Sync is exclusively for registered businesses in the automotive trade. Individual consumers and the general public are not permitted to use marketplace features.
• Registered UK Business: You must be a registered business operating within the United Kingdom and provide valid company registration details.
• Minimum Age: All users must be 18 years of age or older.
• Geographic Restriction: All users must operate within the United Kingdom. This is a UK-only marketplace.

2.2 VAT Registration Requirements

CRITICAL FOR SELLERS/SUPPLIERS:

• Sellers/Suppliers MUST be VAT registered. Both the standard VAT scheme and the VAT Margin Scheme (for eligible second-hand goods) are permitted.
• Declaration Required: Sellers must declare their VAT scheme at registration and notify Part Sync of any scheme changes.
• Invoicing: Part Sync raises VAT invoices on behalf of sellers under a self-billing arrangement (see Supplier Terms for details).
• Buyers: May be non-VAT registered OR use any VAT scheme. Buyers can reclaim VAT per standard B2B rules (not applicable for margin scheme transactions).

2.3 Business Verification

When registering for marketplace access, you will be required to provide:

• Valid Companies House registration number
• VAT registration number (for sellers/suppliers)
• Proof of business address
• Director/authorized signatory identification

3. Prohibited Parts & Items

3.1 Categorically Banned Items

The following items are STRICTLY PROHIBITED and will result in immediate account termination and law enforcement referral:

3.2 Restricted Items (Documentation Required)

The following items require proper documentation and traceability:

• Parts requiring manufacturer traceability documentation
• Components requiring specialist installation certification
• Items subject to export control regulations
• High-value components requiring proof of ownership

4. Prohibited Activities - Trading & Conduct

4.1 Fraud & Illegal Activity

4.2 Platform Manipulation & System Abuse

The following activities are strictly prohibited:

• Data Scraping/Harvesting: Automated extraction of listings, prices, supplier details, or user data.
• Bot Activity: Using bots for automated bidding, quote manipulation, fake engagement, or traffic generation.
• DDoS/System Attacks: Attempting to overload, disrupt, or compromise platform security.
• Multiple Accounts: Creating fake accounts or multiple accounts to circumvent restrictions or manipulate the system.
• Reverse Engineering: Attempting to decompile, reverse engineer, or exploit platform vulnerabilities.

4.3 Communication & Transaction Abuse

• Off-Platform Transactions: (When marketplace launches) Intentionally bypassing Part Sync to avoid platform fees after initial connection.
• Harassment: Threatening, abusive, discriminatory, or intimidating behavior toward other users or Part Sync staff.
• Spam: Sending unsolicited bulk messages, irrelevant contact, or promotional material unrelated to legitimate trade.
• Impersonation: Falsely representing yourself as another business, individual, or Part Sync representative.

5. Content Standards (Marketplace Launch)

5.1 Listing Requirements

All parts listings must:

• Be Accurate and Honest: Descriptions must reflect actual part condition, specifications, and compatibility.
• Include Clear Photographs: Real photographs of the actual part being sold (stock images must be clearly disclosed).
• Disclose Known Defects: Any damage, wear, missing components, or functionality issues must be stated.
• State Correct Part Numbers: OEM part numbers, cross-references, and vehicle compatibility must be accurate.
• Use Professional Language: No offensive, discriminatory, inappropriate, or unprofessional language.

5.2 Intellectual Property Compliance

• No Copyright Infringement: Do not use unauthorized images, descriptions, or branding from other sellers or manufacturers.
• Trademark Use: Manufacturer trademarks may only be used descriptively (e.g., "fits BMW 3 Series") and not to imply endorsement.
• Brand Protection: Respect Part Sync brand guidelines and do not misuse our logo or branding.

6. Regulatory Compliance

6.1 UK Automotive Trade Regulations

Motor Vehicle Block Exemption Regulation

• Applies primarily to manufacturers and authorized dealer networks
• Suppliers making claims about "genuine parts" or "OEM specification" must comply where applicable
• Independent parts suppliers must not misrepresent relationship with manufacturers

End-of-Life Vehicle (ELV) Regulations

• Applies to: Dismantlers, scrapyards, breakers, salvage operators
• Requirements:
  • Proper depollution procedures must be followed
  • Valid waste carrier license required
  • Authorized Treatment Facility (ATF) authorization
  • Environmental permits for hazardous materials

VAT Compliance

Distance Selling Regulations (B2B)

• Applies to remote sales between businesses
• Clear contract terms and delivery obligations required
• B2B warranties and return policies must be stated

Trading Standards Compliance

• All users must comply with UK Trading Standards regulations
• Accurate descriptions and fair trading practices mandatory
• Consumer Rights Act 2015 applies to B2B warranties where applicable
• False or misleading descriptions are prohibited

7. Enforcement & Consequences

7.1 Violation Severity Tiers

7.2 Appeals Process

• Users may appeal enforcement actions within 14 days of notification
• Submit appeals to Complaints Team via email
• Tier 3 and Tier 4 violations receive independent review
• Appeals do not guarantee reversal - decisions are final after review

8. Reporting Violations

8.1 How to Report

If you suspect a violation of this Acceptable Use Policy, report it immediately:

• Email: report@partsync.co.uk (primary channel)
• In-Platform Reporting: (Coming soon) Report button on listings and user profiles
• Formal Complaints: Escalate to Complaints Team for thorough investigation

8.2 What to Report

• Suspected stolen or counterfeit parts
• Fraudulent activity or money laundering concerns
• Competitor abuse (fake reports, buying stock to damage reputation)
• VAT scheme violations (misrepresenting VAT scheme status)
• Safety-critical items listed without certification
• Undisclosed write-off/salvage parts
• Harassment, threats, or discriminatory behavior
• System abuse (bots, scraping, DDoS attempts)

8.3 Response Times

• Critical (Tier 4): Acknowledged within 4 hours, investigated within 24 hours
• Serious (Tier 3): Acknowledged within 24 hours, investigated within 72 hours
• Moderate (Tier 2): Acknowledged within 48 hours, investigated within 5 days
• Minor (Tier 1): Acknowledged within 72 hours, investigated within 7 days

9. Data Protection & Investigations

9.1 Data Collection for Compliance

Part Sync collects and processes data to ensure platform safety and compliance:

• IP addresses, location data, and device information
• Transaction history and communication logs (when marketplace launches)
• Business verification documents and VAT registration details
• Listing content, images, and descriptions

See our Privacy Policy for full details on data handling.

9.2 Investigation Powers

Part Sync reserves the right to:

• Review user accounts, messages, and transaction records during investigations
• Share evidence with law enforcement, HMRC, Trading Standards, or regulatory bodies
• Suspend accounts pending investigation outcomes
• Cooperate fully with legal authorities in criminal investigations

By using Part Sync, you consent to monitoring and investigation for compliance and safety purposes.

10. Liability & Indemnification

10.1 Part Sync's Role

Part Sync operates as a platform provider. We are NOT responsible for:

• Quality, authenticity, or condition of parts listed by sellers
• Accuracy of seller descriptions or claims
• Disputes between buyers and sellers (though we facilitate resolution)
• Individual seller compliance with VAT obligations (sellers are responsible for their own tax compliance)
• Parts compatibility or fitness for purpose (sellers are responsible for accurate listings)

10.2 User Indemnification

You agree to indemnify and hold harmless Part Sync, its directors, employees, and agents from:

• Any violations of this Acceptable Use Policy
• Legal claims arising from your conduct on the platform
• Regulatory fines or penalties due to your non-compliance (e.g., HMRC penalties for VAT fraud)
• Third-party claims related to your listings, transactions, or communications
• Intellectual property infringement claims arising from your content

11. Platform-Specific Protections

Based on identified risks in the B2B automotive parts marketplace, Part Sync has specific policies addressing:

11.1 Predatory Pricing & Market Manipulation

• Prohibited: Intentionally pricing parts unsustainably low with the goal of eliminating competition
• Policy: Users must price sustainably and not engage in anti-competitive practices
• Enforcement: Evidence of coordinated price manipulation = Tier 3 violation

11.2 Fake Suppliers & Money Laundering

• Verification: All sellers undergo enhanced business verification before marketplace access
• Monitoring: Transaction patterns monitored for suspicious activity (e.g., shell companies, rapid fund movement)
• Enforcement: Suspected money laundering = Tier 4 violation (immediate termination + law enforcement referral)

11.3 Competitor Abuse Prevention

• False Reporting: Making knowingly false reports about competitors = Tier 3 violation (30-90 day suspension)
• Sabotage: Buying competitor stock to report as fake/defective = Tier 4 violation (permanent ban + legal action)
• Investigation Process: All abuse reports undergo evidence-based review to prevent false accusations

11.4 Counterfeit Parts Detection

• Zero Tolerance: Any counterfeit or fake parts = Tier 4 violation (permanent ban)
• Verification: High-risk categories (branded parts, OEM components) require supplier verification
• Traceability: OEM parts require traceability documentation where applicable

12. Future Marketplace Features

When the full Part Sync marketplace launches, this AUP automatically covers:

12.1 Payment Processing (Stripe)

• Transaction dispute policies and chargeback handling procedures
• Payment security and fraud prevention measures
• Stripe Identity verification requirements for high-value sellers

12.2 Messaging System

• Professional communication standards apply to all platform messages
• Harassment, spam, or off-platform transaction solicitation prohibited
• Messages monitored for compliance with communication policies

12.3 Logistics Tracking (Ship24)

• Sellers must provide accurate tracking information for shipped parts
• Delivery obligations and shipping standards apply
• False tracking information = Tier 2 violation

12.4 Membership Packages

• Fair use policies apply per membership tier
• Abuse of membership features (e.g., excessive API calls) may result in suspension
• Upgrade/downgrade terms governed by membership agreement

12.5 Quote & Order Management Systems

• Quotes must remain valid for stated validity periods
• Binding offer terms apply once quotes are accepted
• Cancellation policies and refund standards as per marketplace terms

13. Policy Amendments

• Part Sync reserves the right to update this Acceptable Use Policy at any time to reflect operational changes, legal requirements, or marketplace developments.
• Material Changes: Users will receive 30 days' notice via email and platform notification before material changes take effect.
• Continued Use: Continued use of Part Sync after policy updates constitutes acceptance of the updated terms.
• Version History: Previous versions of this policy will be archived and available upon request.

Current Version: 1.0 (Covers Waitlist + Full Marketplace)

Effective Date: 28th January 2025

14. Governing Law & Jurisdiction

• This Acceptable Use Policy is governed by the laws of England and Wales.
• Any disputes arising from this AUP or platform use are subject to the exclusive jurisdiction of the courts of England and Wales.
• Users consent to jurisdiction in English courts for enforcement actions.

15. Contact Information

For questions, concerns, or to report violations of this Acceptable Use Policy: