Terms and Conditions

This page was last updated on 6th November 2026

Terms and Conditions

These terms and conditions govern the use of the services offered by the Vehicle Certification Agency (VCA), and by using these services you agree to these terms. You can accept the terms by making an application for work.

 

The terms and conditions that apply  are dependent on the application type and the work to be undertaken by the VCA.

 

• Section 1 applies to all customers and all applications for work with the VCA.
• Section 2 applies to customers applying for approval services through the VCA Technical Service, where testing or inspection of vehicles is involved.
• Section 3 applies to customers who are obtaining an approval from the VCA through the Type Approval Authority (TAA), whether this be in combination with the VCA Technical Service, an external Technical Service, or as a direct applicant.
• Section 4 applies to all customers applying for Conformity of Production (CoP) services where a VCA Compliance Statement is held or obtained.

Privacy Information

The personal information you have provided in this form has been provided to allow the VCA to process your application. Details of how this data will be handled, stored and used can be found in our “Privacy Notice”. If you are not completing this form electronically and would like us to send you a hard copy of the Notice, then please contact the Data Protection Manager, Vehicle Certification Agency (VCA), 1 The Eastgate Office Centre, Eastgate Road, Bristol BS5 6XX and we will be pleased to send you a copy.

Section 1 – General Terms and Conditions for the Supply of Services

Application for Work

All applications for work from customers must be made via the VCA customer portal depending on the application type, unless the VCA website states otherwise. Customers new to the VCA must complete the above VCA application form, to establish a customer record and financial clearance. Existing customers must complete the VCA work order request form only. Submission of the application will be deemed to mean agreement to these terms and conditions by the customer and that the applicant warrants that all information on the application form is complete and correct. Application for type approval may be made either by the manufacturer or by a representative appointed by the manufacturer. The manufacturer must notify the VCA of such an appointment in writing.

Fees

VCA fees will be charged in accordance with the VCA’s established fee schedules, based on time charges and/or other fees, dependent upon the service provided. The charging rate will be established in advance of work commencing. The VCA reserves the right to amend its price  to take into account any additional work that may be necessary.

 

Please note that VCA will automatically apply the Out-of-hours rate when working at a manufacturers premises or 3^rd party test site at the following times:

 

• outside of the hours 8.00 am to 6.00 pm
• on a Saturday or Sunday
• on a Good Friday*, Christmas Day* or a Bank holiday* when working in the UK

If it is required that the VCA staff member continues the documentation for this testing programme offsite during the out of hours conditions set out above in order to meet the timing of the programme as requested by the applicant the out of hours rate will automatically apply. In all other cases written confirmation from the applicant will be requested before completing the work under out of hours conditions.

Payment of Fees

Customers known to the VCA will be invoiced on completion of the work (usually after issue of the approval certificate). Customers not known to the VCA will be subject to credit checking and may be required to pay estimated fees in advance of work commencing. Payment will be required within 30 days of invoicing. Should invoices remain unpaid, the VCA reserves the right to refuse to undertake further work until payment is received, including payment in advance for further work.

Ownership

All approvals, reports or other documentation issued by the VCA shall be regarded as owned by the VCA.

Confidentiality

All information provided to the VCA by the customer relating to an approval or other work will be regarded by as secret processes, designs and information of a technical nature, which necessitate a high degree of confidentiality. Both the customer and the VCA acknowledge that disclosure of that information may prejudice the commercial interests of the customer and of the VCA, such that both the customer and the VCA are obliged to maintain that confidentiality.

 

However, once an approval has been issued, the VCA will make available approval documentation and information, on request and without reference to the manufacturer or their representative, to the United Kingdom Department for Transport, other UK government Departments, the Police, Courts and other official enforcement bodies in the United Kingdom, and to other Approval Authorities and relevant official bodies in other countries, and to others as required by law or any professional or regulatory obligation.

 

It should be noted that as a public body, the VCA is subject to the provisions of the Freedom of Information Act or the Environmental Information Regulations. The VCA shall be responsible for determining at its absolute discretion whether any Confidential Information, or any other information is exempt from disclosure under the legislation. The information owner will be consulted under the Code of Practice and will be required to confirm whether information can be released. Where it is felt that it can, the information owner must state what harm would be caused and state any exemptions that might apply.

 

If approvals are transferred to a new manufacturer from the declared manufacturer, the VCA will require written confirmation of the transfer from a Solicitor, Liquidator, or Official Receiver before the VCA will discuss the approval with the new manufacturer.

 

Where the law requires information to be disclosed to another party, the customer is informed of information provided as permitted by law. Customer confidentiality is supported through:

 

• VCA employees and sub-contractors being required to sign a confidentiality agreement prior to undertaking any assessment, verification, or certification activity.
• Inclusion of a confidentiality clause within any contract between the VCA and the customer, subject to the above.
• Inclusion of a confidentiality clause within the contract between the VCA and any sub-contractor that it employs.

Insurance

The VCA and its staff are covered by Crown Indemnity for the actions of VCA staff. The VCA and the Crown accept no liability for the actions of non-VCA staff. Where VCA staff are required to attend or be within facilities or vehicles operated by customer staff, the customer must provide evidence of adequate motor and public liability insurance.

Conflicts of interest

If you are aware of any conflicts of interest which may affect your nominated VCA inspector, auditor, or other employee, please raise your concern with the quality manager complaints@vca.gov.uk within 3 days of receiving confirmation. If no concerns are raised within 3 days, the VCA will automatically consider the plan accepted.

Use of the VCA Name

The VCA logo must not be used by third parties.

 

The VCA name may be used in reference to Type Approval documents obtained from the VCA, for example Type Approval Certificates, Test Reports or Facility Appraisals, and a link to the VCA website is permissible.  Further information is available on the VCA website: https://www.vehicle-certification-agency.gov.uk/use-of-the-vca-logo/

Application in Law

The VCA is an executive agency of the United Kingdom Department for Transport appointed by the Secretary of State for Transport. Hence, in the context of applicable Regulations, the Department for Transport and the Secretary of State for Transport shall be taken to include the VCA.

 

Fees charged by the VCA are governed by The Motor Vehicles (Type Approval and Approval Marks) (Fees) Regulations 1999 (S.I. 1999 No. 2149) as amended by The Motor Vehicles (Type Approval and Approval Marks) (Fees) (Amendment) Regulations 2026 (S.I. 2026 No. 992), and by other specific Regulations as are applicable. If there is any conflict between these terms and those Regulations, then the Regulations shall prevail.

 

These terms and conditions shall be governed by and interpreted in accordance with English law and shall be subject to the jurisdiction of the Courts of England and Wales.

Section 2 – Terms and Conditions Relating to the Services Offered by the VCA Technical Service

Worst Casing and Variant Selection

The VCA will endeavor to choose the “worst case” test sample for test i.e. the specification from a range of specifications that will exhibit the worst performance. If the worst case meets the required performance, then the range of specifications will be approved based on that one test. Worst casing is entirely at the VCA discretion. The worst-case agreement will be documented and will form part of the agreement to work.

 

The VCA will choose a variant from a range of variants for whole vehicle inspection on which to base approval of the whole vehicle type. Variant selection is entirely at the VCA discretion. The variant selection agreement will be documented and form part of the agreement to work.

Test and inspection Facilities

Some test facilities at which the VCA is required to witness or undertake tests or inspections will be subject to a facility appraisal by the VCA prior to commencement of testing. The VCA reserves the right to refuse to test or inspect at facilities that do not meet appropriate requirements, including the VCA health and safety risk assessment requirements. Further information on facility appraisal requirements is available from the VCA. Measuring equipment used will require calibration traceable to national or international standards in accordance with ILAC P10 or Global ACI-TECH-1-011. If the manufacturer becomes aware after the test of any equipment issue that may affect the validity of the results, they must inform the VCA who will review the information, discuss, and decide on the appropriate action needed if any.

Working facilities

VCA inspectors will require a suitable working environment, including access to a secure wi-fi connection in at least part of the facility.

Test witnessing

The VCA must witness or carry out all tests and inspections for approvals or reports that the VCA is to issue. Acceptance of manufacturer or other test reports that have not been witnessed by the VCA will be considered only by prior arrangement, and entirely at the VCA discretion, in order to assist worst case decisions, where minor changes to existing approvals are required, or where the technical standard specifically permits unwitnessed tests.

 

It is required that inspectors from Accreditation bodies or Approval Authorities can attend testing for auditing of VCA inspectors.

Submission of Manufacturer Information Documents

Manufacturer Information documents, describing the product to be approved in the required format, must be submitted to the VCA prior to test or inspection. The VCA reserves the right to refuse to proceed with the test or inspection if this is not done. Information on the required format is available  from the VCA or listed in the relevant regulations.

Alterations to Approved Specification

Once a product has been approved by the VCA, the specification of that product embodied in the approval documentation cannot be altered without re-approval by the VCA. The VCA must be notified of any deviation from that specification that the manufacturer wishes to implement and will consider whether retesting is necessary in order to approve the deviations. If the VCA is not notified, then the deviations will not be covered by the approval.

Interpretations and advice

VCA interpretations and advice on type approval issues will be applicable only to approvals issued by the VCA. The VCA makes no commitment to VCA advice or interpretations being applicable to approvals issued by other Type Approval Authorities. In offering advice on draft legislation, the VCA will not be liable for the effects of subsequent changes to that draft legislation. In interpreting the law, advice given by the VCA can be seen only as the VCA’s opinion. Interpretation of the law in Great Britain is the prerogative of the Courts.

Liability

If the customer fails to satisfy any the VCA requirements either prior to test or inspection such that the VCA cannot proceed, or otherwise such that VCA cannot issue the required approval, report, or other documents, then the VCA will not be liable for any costs caused to the manufacturer. The manufacturer will be liable for VCA costs. In the case of the customer cancelling or postponing work, the customer will be liable for any VCA costs incurred to date General liability falling to the VCA through any fault or error in the service provided by the VCA shall be limited to the monetary value of the contract/work order for that service.

 

Dates agreed for completion of contracts/work orders are given in good faith, but the VCA accepts no liability for late delivery no matter what the cause.

Section 3 – Terms and Conditions Relating to the Services Offered by the VCA Approval Authority

Conditions Relating to the Issue of GB, UK(NI) and United Nations (UN) Type Approvals

Type Approvals are issued by the VCA under the terms of the applicable statutory Regulations and UN Regulations (under the terms of the United Nations 1958 Agreement) referenced therein:

 

The Motor Vehicles (Designation of Approval Marks) Regulations 1979 as amended; The Motor Vehicles (Type Approval) Regulations 1980 as amended;

 

The Motor Vehicles (Type Approval for Goods Vehicles) (Great Britain) Regulations 1982 as amended; The Motor Vehicles (Type Approval) (Great Britain) Regulations 1984 as amended;

 

The Agricultural or Forestry Tractor and Tractor Components (Type Approval) Regulations 1988 as amended; The Motor Vehicles (EC Type Approval) Regulations 1998 as amended;

 

The Motor Cycles Etc. (EC Type Approval) Regulations 1999 as amended;

 

The Non-Road Mobile Machinery (Emission of Gaseous and Particulate Matter) Regulations 1999 as amended;

 

The Road Vehicles (Approval) Regulations 2020 as amended;

 

The Road Vehicles and Non-Road Mobile Machinery (Type-Approval) (Amendment) (EU Exit) Regulations 2019 as amended;

 

The Road Vehicles and Non-Road Mobile Machinery (Type-Approval) (Amendment and Transitional Provisions) (EU Exit) Regulations 2022

 

In particular (but not to the exclusion of other requirements):

1. Conditions

1.1  An Approval may be withdrawn at any time and while held is subject to the following conditions.

2. Conditions for Motor Vehicle Parts

2.1  The holder of the approval shall put the approval mark described in the Motor Vehicles (Designation of Approval Marks) Regulations 1979 as amended only on Motor Vehicle Parts that:

1. have been manufactured, assembled or completed in factories under his control and
2. conform in all material respects with the samples, which were tested before this approval was issued.

2.2  The holder of the approval shall mark his products in the manner set out in the relevant Regulation/Directive as given in the Motor Vehicles (Designation of Approval Marks) Regulations 1979 as amended together with:

1. the approval number allocated by the Secretary of State for Transport.
2. his name or trademark
3. any other markings specified in the appropriate international Regulation

2.3  The holder of the approval shall be prepared at any time to satisfy Department for Transport officials or agents of the Department, that the quality of the part being produced and marked or intended to be by him with the approval marking conforms in all material respects with that of the samples tested as the International Regulation requires.

 

2.4  The holder of the approval undertakes to admit duly authorised officials or agents of the Department at all reasonable times to any premises in which parts marked or intended to be marked are being manufactured, assembled or stored and to permit any such official or agent to inspect parts and all records relating to them and their production processes.

 

2.5  The approval may be suspended or withdrawn by the Secretary of State for Transport at any time without any particular length of notice being given and in the event of that being done the holder will absolve the Secretary of State from any claim for damages or compensation.

3. Conditions for Motor Vehicles

3.1  The holder of the approval shall put the approval mark described in the Motor Vehicles (Designation of Approval Marks) Regulation 1979 as amended only on Motor Vehicles fitted with Motor Vehicle parts which Motor Vehicles as fitted with such parts conform with the type of Motor Vehicle approved by as on behalf of the Secretary of State for Transport and only on Motor Vehicles that:

1. have been manufactured, assembled or completed in factories under his control and
2. conform in all material respects with the type of Motor Vehicle, which was tested before an approval certificate was issued.

3.2  The holder of the approval shall mark motor vehicles of the type approved. In the matter set out in the relevant Regulation/Directive using the authorised approval mark as given in the Motor Vehicles (Designation of Approval Marks) Regulation 1979 as amended together with the approval number allocated by the Secretary of State for Transport.

 

3.3  The holder of the approval shall mark Motor Vehicles of the type approved in the manner set out in the relevant Regulation annexed to the United Nations agreement of 1958 as amended using the authorised approval mark which comprises a capital letter E followed by the number 11 within a circle together with the approval number allocated by the Secretary of State for Transport.

 

3.4  The holder of the approval shall be prepared at any time to satisfy Department for Transport officials or agents of the Department that Motor Vehicles of the type approved which have been produced and marked or that are intended to be marked by him conform in all material respects with the type of vehicle approved.

 

3.5  The holder of the approval undertakes to admit duly authorised officials or agents of the Department at all reasonable times to any premises in which the Motor Vehicles of the type approved which have been or are intended to be marked are manufactured, assembled or stored and to permit any such official or agent to inspect the Motor Vehicles and all records relating to them and their production processes.

 

3.6  The approval may be suspended or withdrawn by the Secretary of State for Transport at any time without any particular length of notice given and in the event of that being done the holder will absolve the Secretary of State from any claim for damages or compensation

Submission of Manufacturer Documents

Manufacturer information documents and appropriate supporting evidence, such as test reports, drawings or receipts of work undertaken, must be provided to VCA at the time of application.  VCA reserves the right to refuse to proceed with work if this is not done, or the documentation is not of suitable quality, and approvals cannot be issued without suitable documentation and evidence being provided. Information on the required format is available from the VCA or listed in the relevant regulations.

Alterations to Approved Specification

Once a product has been approved by the VCA, the specification of that product embodied in the approval documentation cannot be altered without re-approval by the VCA. The VCA must be notified of any deviation from that specification that the manufacturer wishes to implement and will consider whether a new audit is required or whether scope needs to be updated prior to the change. If the VCA is not notified, then the deviations will not be covered by the approval.

Liability

If the customer fails to satisfy any VCA requirements such that the VCA cannot proceed, or otherwise such that the VCA cannot issue the required approval, then the VCA will not be liable for any costs caused to the manufacturer. The manufacturer will be liable for the VCA’s costs. In the case of the customer cancelling or postponing the contract/work order, the customer will be liable for any VCA costs incurred to date. General liability falling to the VCA through any fault or error in the service provided by the VCA shall be limited to the monetary value of the contract/work order for that service. Dates agreed for completion of contracts/work orders are given in good faith, but the VCA accepts no liability for late delivery no matter what the cause.

Section 4 – Terms and Conditions for the Supply of Conformity of Production Services

Audit witnessing

The VCA must carry out all audits for approvals that the VCA is to issue. Acceptance of a compliance statement from another Type Approval Authority will be considered only where  there is a legal basis to do so, and entirely at the VCA’s discretion.

 

It is required that inspectors from Accreditation bodies or Approval Authorities can attend audits for auditing of VCA auditors.

Submission of Manufacturer Documents

Manufacturer documents, such as relating to the quality management system, control plans and other evidence, must be provided to the VCA during the onsite audit as requested, or prior to any remote audit or document review taking place.  The VCA reserves the right to refuse to proceed with audit if this is not done. Information on the required format is available from the VCA or listed in the relevant regulations.

Alterations to Approved Specification

Once a product has been approved by the VCA, the specification of that product embodied in the approval documentation cannot be altered without re-approval by the VCA. The VCA must be notified of any deviation from that specification that the manufacturer wishes to implement and will consider whether a new audit is required or whether scope needs to be updated prior to the change. If the VCA is not notified, then the deviations will not be covered by the approval.

Liability

If the customer fails to satisfy any VCA requirements either prior to inspection such that the VCA cannot proceed, or otherwise such that the VCA cannot issue the required approval, report, or other documents, then the VCA will not be liable for any costs caused to the manufacturer. The manufacturer will be liable for VCA costs. In the case of the customer cancelling or postponing the contract/work order, the customer will be liable for any VCA costs incurred to date. General liability falling to the VCA through any fault or error in the service provided by the VCA shall be limited to the monetary value of the contract/work order for that service. Dates agreed for completion of contracts are given in good faith, but the VCA accepts no liability for late delivery no matter what the cause.

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PCAD-045 Revision 10 | 2^nd November 2026