Import Policy & Terms and Conditions

Scope of Service

1.1 Agency & Sourcing Consultation: Used Cars Japan ("the Company", "we", "us") operates as a specialist UK-based sourcing agency and logistics consultancy. Our primary service encompasses identifying vehicles from Japanese wholesale automotive auctions (including USS, TAA, CAA, JU, and related auction platforms), coordinating pre-bid translations, facilitating bidding representation via licensed export agents in Japan, and managing multimodal maritime logistics into UK designated ports.

1.2 Distinction from Direct Stock Retail: Unless explicitly noted in a designated UK-stock sales contract, vehicles procured through our Japanese sourcing channel are not held in immediate UK inventory. We act on the customer's behalf to procure, de-register in Japan, export, clear UK customs, and deliver vehicles.

1.3 Third-Party Operational Boundaries: Certain lifecycle stages—specifically ocean freight carriage, marine underwriting, domestic UK road haulage, MOT and IVA testing centres, and DVLA processing—are executed by independent third-party authorities and licensed statutory bodies. While we coordinate and oversee these processes end-to-end, our services remain distinct from the sovereign or carrier operations of these third parties.

1.4 Advisory Nature of Pre-Bid Guidance: Any recommendations provided regarding vehicle rarity, investment potential, estimated repair costs, or historical auction values represent professional judgment and opinion only and do not constitute financial or asset-guarantee advice.

Vehicle Sourcing and Availability

2.1 Auction Volatility & Unconfirmed Availability: Japanese auction catalogues change dynamically twice daily. Inclusion of a vehicle in search listings or customer briefings does not constitute guaranteed reservation. A vehicle is only secured once a winning bid has been confirmed by the auction house auctioneer and verified in writing by our Japanese export office.

2.2 Bidding Rules & Pre-Bid Authorisation: Bids are submitted exclusively upon receipt of explicit written authorisation (via customer portal, signed bid sheet, or verified email) and verification of the required security commitment deposit. Maximum bid amounts agreed with the client represent the upper limit in Japanese Yen (JPY); actual hammer prices may be lower, and savings are fully passed through to the customer.

2.3 Mandatory Inspection Sheet Review: Customers must review and confirm understanding of the official Japanese auction inspection sheet translation provided by our staff prior to auction commencement. Should an auction inspection sheet identify critical advisories (such as structural repair history or non-functioning odometers), written customer re-confirmation is mandatory before any bid is entered.

Vehicle Condition and Inspections

3.1 Used Vehicle Inherent Wear: Vehicles imported through Japanese auctions are pre-owned goods and exhibit age, climate, and mileage-typical wear and tear. Japanese auction grading scales (ranging from Grade 5/S pristine down to Grade 3, RA, or R modified/repaired) are generated by independent Japanese auction evaluators in accordance with Japanese auction association standards.

3.2 Auction Sheet Translations & Scope: Translations provided by Used Cars Japan convert Japanese kanji and specialised evaluator shorthand into plain English. While translated with utmost diligence, auction sheets are high-speed visual condition snapshots prepared by the auction house and do not constitute an exhaustive mechanical disassembly or dynamometer test.

3.3 Recommended Independent Yard Inspections: For premium or high-value lots, we strongly encourage commissioning supplementary physical yard inspections (such as third-party mechanic checks or high-resolution video walkarounds) prior to bidding where auction venue rules permit.

3.4 Preservation of Non-Excludable Rights: Nothing in this section seeks to diminish or exclude mandatory consumer rights under the Consumer Rights Act 2015 or relevant UK statutory regulations where the customer acts as a consumer rather than a commercial motor trade buyer.

Pricing, Estimates and Payments

4.1 Cost Structure Breakdown: Complete vehicle import expenditure encompasses:

• Japanese Hammer Price (JPY): Final bid amount secured at the auction venue.
• FOB (Free On Board) Charges: Auction fees, Japanese inland transport, port storage, radiation testing, and export certificate issuance.
• Ocean Freight: Ro-Ro (Roll-on/Roll-off) or dedicated container shipping from Japanese ports to UK ports.
• Agency Brokerage Fee: The transparent fixed service fee charged by Used Cars Japan.
• UK Statutory Import Taxes: HMRC Import Duty, Import VAT, port clearance, and customs agent handling.
• UK Registration & Testing: IVA test fees (where applicable), MOT, registration fee (£55), and Vehicle Excise Duty (VED).

4.2 Currency Fluctuation & Estimate Disclaimers: Quotations rendered in British Pounds Sterling (GBP) for Japanese domestic components are based upon live spot exchange rates at the time of quotation. Final billing reflects the effective rate at execution. Estimates are clearly marked as indicative models until auction success and carrier booking confirmation.

4.3 Verified Payment Channels & Anti-Fraud Safeguards: Invoices are delivered solely via verified client correspondence referencing your official Vehicle Order Token. Under no circumstance do we solicit payment via unverified links, cryptocurrency, or personal accounts. Always verify payment instructions directly with our UK desk prior to initiating international wires.

Shipping and Delivery

5.1 Vessel Schedules & Transit Windows: Ocean transit typically ranges between 35 and 65 calendar days depending on routing (direct, transshipment hubs, or via the Cape of Good Hope). Schedules provided by commercial ocean carriers remain subject to adverse weather, maritime canal congestion, and port labour delays outside our direct control.

5.2 UK Port Terminal Handling: Vehicles arrive primarily at Southampton, Bristol (Portbury), Newcastle (Tyne), or Tilbury. Terminal handling fees and discharge dues are accounted for in our landed cost documentation.

5.3 Marine Cargo Transit Insurance: All vehicles booked under our CIF (Cost, Insurance, and Freight) terms include standard marine cargo insurance cover against major total loss, fire, and catastrophic maritime casualty during ocean carriage. Policy limits, deductibles, and supplementary scratch/dent coverage extensions are outlined prior to departure.

UK Customs, VAT and Import Duty

6.1 Declarations & HMRC Processing: Upon arrival in United Kingdom waters, all imported motor vehicles must be formally entered into HM Revenue & Customs (HMRC) through the Customs Declaration Service (CDS). Used Cars Japan coordinates customs entry documentation in accordance with UK tariff classifications.

6.2 Determination of Customs Value: Customs Duty is calculated on the vehicle purchase price plus ocean freight and marine insurance (CIF value). UK Import VAT (standard rated at 20%) is calculated on the aggregate total of (CIF Value + Import Duty + UK Port Handling Charges).

6.3 Historic Vehicle Relief & Preferential Tariffs: Qualifying vehicles manufactured over 30 years ago, retaining original specification without substantial modification, may qualify for HMRC Special Historic Relief (0% Customs Duty and reduced 5% Import VAT under tariff code 9705). Classification requires formal validation by HMRC customs officers.

UK Vehicle Approval and Registration

7.1 HMRC NOVA Notification: Every imported vehicle must be notified to HMRC via the Notification of Vehicle Arrivals (NOVA) system within 14 calendar days of landing in the UK. A valid NOVA confirmation reference is mandatory before the DVLA can process registration.

7.2 Type Approval & IVA Requirements: Passenger cars under 10 years of age from the date of Japanese manufacture must undergo statutory Individual Vehicle Approval (IVA) testing conducted by the Driver and Vehicle Standards Agency (DVSA) to confirm adherence to UK construction and use regulations. Vehicles aged 10 years and older are exempt from IVA but require standard UK MOT certification.

7.3 Required UK Conversions: Japanese domestic vehicles (JDM) require minor technical modifications to pass UK compliance, including:

• Installation and wiring of an independent rear fog lamp with illuminated dashboard tell-tale switch.
• Speedometer recalibration/overlay dual-marking MPH (Miles Per Hour).
• Headlamp beam alignment adjustment for driving on the left.

7.4 DVLA Registration Application: Final registration is submitted via DVLA application form V55/5 accompanied by Japanese Export Certificate (original and certified translation), IVA/MOT certificates, HMRC NOVA reference, and proof of address. DVLA processing times remain entirely within DVLA administrative discretion.

Customer Responsibilities

8.1 Information Accuracy: The customer represents that all identification documents, proof of residential address, and customs declaration forms provided are authentic, accurate, and compliant with UK Anti-Money Laundering (AML) standards.

8.2 Milestone Payment Adherence: Timely settlement of auction invoices and duty payments is essential. Failure to settle auction settlement balances within 5 business days of lot win may incur Japanese storage penalties or lot cancellation fees assessed by the auction house.

8.3 Intended Road Use Disclosure: The customer must disclose whether the imported vehicle is intended for immediate public highway registration, off-road exhibition, track use, or static display, as this governs DVSA compliance and customs documentation pathways.

Cancellations, Refunds and Disputes

9.1 Pre-Auction Cancellation: Sourcing deposits are fully refundable at any time prior to the physical submission and acceptance of a bid at an auction hall. Written notice must be received at least two hours prior to the scheduled auction lot run time.

9.2 Post-Auction Binding Status: Under Japanese auction house rules, once the hammer falls in favour of our purchasing agent, the vehicle purchase is irrevocably binding. Sourced vehicles cannot be cancelled unilaterally after purchase without incurring severe auction resale penalties and re-listing fees, which remain the responsibility of the purchaser.

9.3 UK Consumer Rights & Distance Selling: Contracts entered into by consumers are subject to applicable UK consumer protection legislation. Where statutory cancellation provisions under the Consumer Contracts (Information, Cancellation and Additional Charges) Regulations 2013 apply, exemptions relating to goods made to custom specification or fluctuations in financial/foreign exchange markets will be clearly stated in writing prior to formal transaction execution.

Warranties and Liability

10.1 Preservation of Statutory Consumer Rights: Nothing in these Terms shall limit, restrict, or exclude any rights, remedies, or claims which cannot lawfully be limited or excluded under the Consumer Rights Act 2015, the Unfair Contract Terms Act 1977, or any replacement enactments.

10.2 Second-Hand Vehicle Mechanical Warranty: Vehicles purchased directly through Japanese wholesale auctions are acquired as inspected used items without manufacturer warranty unless explicitly purchased under an optional third-party aftermarket mechanical warranty policy arranged in the UK.

10.3 Limitation of Consequential Loss: To the extent permissible by law, Used Cars Japan shall not be liable for indirect or consequential damages, commercial losses, vehicle rental hire costs, or missed business opportunities arising from customs inspection delays or maritime shipping interruptions.

Privacy and Customer Information

11.1 UK GDPR Compliance Notice: We process personal data exclusively in compliance with the Data Protection Act 2018 and UK GDPR regulations. Data collected (including passport details, driving licences, utility statements, and billing addresses) is used strictly for statutory customs clearance, DVLA registration, and fraud prevention purposes.

11.2 Cross-Border Data Transfer: Information required for shipping manifests and Japanese export certificates is transferred to licensed logistics partners in Japan under appropriate international data transfer safeguards.

11.3 Dedicated Privacy Policy: A standalone Privacy & Cookies Policy detailing data retention terms and Subject Access Rights must be reviewed in conjunction with these terms before placing an order.

Complaints and Contact

12.1 Official Complaint Handling Procedure: We pride ourselves on clear and professional communication. If a dispute or query arises, customers are encouraged to submit a formal notification referencing their unique Order ID and Chassis Number (VIN) to our designated escalations desk:

12.2 Alternative Dispute Resolution (ADR): In the unlikely event that an agreeable resolution cannot be reached through internal review, customers retain the right to refer disputes to recognised automotive ADR bodies or relevant UK regulatory ombudsman services.

Changes and Applicable Law

13.1 Amendments to Policy Terms: Used Cars Japan reserves the right to amend these terms to reflect changes in HM Revenue & Customs import tariffs, DVSA vehicle testing procedures, shipping carrier surcharges, or statutory consumer laws. The version current at the moment of initial vehicle bid submission remains the binding framework for that specific transaction.

13.2 Governing Law: These terms, and any non-contractual obligations arising out of or in connection with them, are governed by and construed in accordance with the laws of England and Wales.

13.3 Jurisdiction: The courts of England and Wales shall have exclusive jurisdiction to settle any dispute or claim arising out of or in connection with these Terms, subject to mandatory consumer protections allowing residents of Scotland or Northern Ireland to commence proceedings in their local courts.