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 not sealed by a fingerprint in the same way. What protects it is that it cannot be edited once the hire is closed, and that every photo carries the time it was taken.

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, as a fraction and a phrase: "5/6 on record, none missing", with anything genuinely absent counted separately from anything the hire has simply not reached yet. Tap the row and the record opens in place with its reference, its sections and the gaps named. From there, Printed pack opens it as its own 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.

Once a hire is closed, its record can no longer be edited. A record you can change after the fact is not evidence, so add anything you need before you close the hire.