The sealed record and incident pack

The one file per hire you hand an insurer: verified identity, signed agreement with its hash seal, photos and timeline.

Every hire ends as one record: the complete file for that hire in one place, not a scroll of screenshots. This is what you hand an insurer when a dispute lands.

What is in the record

• The hirer's verified identity, and exactly what was established about their licence.
• Your hire agreement, e-signed and bound to the booking, with the signature itself.
• The condition photos at both ends of the hire, with the time each was taken.
• The fuel and mileage readings and the deposit.
• Any additional drivers you recorded on the hire.
• A timeline of what happened when: created, checked in, signed, verified, returned, closed.

The signed agreement and its seal

When the hirer signs, KeyProof does not just store a tick. It takes a copy of the exact wording they signed and records a hash of that text: a short fingerprint of the agreement. If the stored wording were ever altered by so much as a character, the fingerprint would no longer match, so the record can show that what the hirer signed is exactly what is held. That seal is on the agreement on every booking, on every plan.

The rest of the record is sealed too, just at a different moment: closing the hire takes a second fingerprint over everything else on the record as it then stands, including every photo and walkaround video's own hash, the mileage, fuel and deposit outcome, and the timeline up to that point. Between the two fingerprints, a change to anything they cover can be detected. Two things sit outside them by design: the wording of timeline notes, and the hire's money (its price and payments), which can still be corrected after the close.

What the record says about the licence

The wording is different for a GB licence and a foreign one, on purpose, so an insurer reading it knows precisely what was and was not checked. A GB licence record says a share code was supplied and when you marked the check done against the DVLA record on gov.uk. A foreign licence record says the document was verified as genuine and matched to the holder, that entitlement was not checked against an issuing authority because none exists outside GB, and that you inspected the physical licence at handover. See Licences issued outside Great Britain.

Finding, printing and handing on a record

Records is a ledger, newest first, searchable by vehicle, hirer, phone or reference. Each row says what that record holds before you open it: its evidence as "5 of 6", with anything genuinely missing counted separately from anything the hire has simply not reached yet. Tap the row and the record opens on its own page with its reference, its sections and the gaps named. From there, Print record opens it as a page you can print or save as a PDF, and the insurer link sends it to an insurer without them needing a login. See Raise a dispute and share the record.

Add everything you need before you close the hire. Anything added afterwards is kept, but it is marked as after the seal, so it carries less weight than what the record held when it closed.