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 sealed 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 renter's verified identity and the DVLA licence check.
- Your rental agreement, e-signed and bound to the booking.
- The condition photos at both ends of the hire.
- The fuel and mileage readings and the deposit.
- A timeline of what happened when: created, checked in, signed, verified, returned, closed.
The signed agreement and its hash seal
When the renter signs, KeyProof does not just store a tick. It snapshots the exact wording they signed and records a hash of that text: a short fingerprint of the agreement. If the stored agreement were ever altered by so much as a character, the fingerprint would no longer match, so the record can show that what the renter signed is exactly what is held. That is what makes it evidence rather than a claim.
Finding and handing on a record
Open any hire's record from the Records tab. Each record is the sealed evidence pack for one hire, ready to view or hand on to your insurer or to back a charge on a deposit. See Deposits and card holds and Fines and liability transfer.
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.