Terms of service

These terms govern your use of FleetMgtSystem. By subscribing or using the service you accept them. [REVIEW] Whether these are the right terms for your contracting model, and whether a separate data processing agreement should be attached, are questions for your solicitor.

1. Who these terms are with

[REVIEW] Fleet Management System Ltd, company number [REVIEW], registered office [REVIEW] ("we", "us"). "You" means the company or individual subscribing.

2. The service

We provide a hosted fleet management application: vehicle and asset records, driver records, maintenance scheduling and work orders, fuel and energy logging, tracking and telematics, cost reporting, and an API. What is included depends on your plan.

We develop the product continuously. Features may be added, changed or withdrawn. We will not remove a feature your plan depends on without notice.

3. Subscriptions, pricing and payment

• Plans are priced per vehicle per month, with a minimum vehicle count per plan. Published prices exclude VAT.
• Your allowance is the number of vehicles you paid for, not the plan's tier ceiling.
• Payment is taken through Stripe. We do not store your card details.
• Subscriptions renew automatically until cancelled. Cancel through the billing portal.
• [REVIEW: refund policy] Our position on refunds and mid-term cancellation. Note that consumer cancellation rights may apply to sole traders in some circumstances.

4. Going over your allowance, and lapsed subscriptions

Stated plainly because it is the term most likely to surprise: if you exceed your vehicle allowance, or your subscription lapses, your account moves to a Restricted state. Everything already recorded stays visible and editable. You cannot create new vehicles, drivers or users until you upgrade or renew.

We do not delete your records because you went over a limit or missed a payment.

5. Your data

Your fleet data is yours. You grant us only the licence needed to host, process, back up and display it in order to provide the service. We do not use it to train models, we do not sell it, and we do not share it with other customers.

For that data you are the controller and we are the processor — see the privacy notice. You are responsible for having a lawful basis for what you record, particularly driver medical information and vehicle position history, and for telling your drivers what you record.

6. Your data when you leave

Export what you need before you cancel. Every list screen exports to CSV and Excel, and the API reads every module.

Be aware of a current limitation: a full one-click account export and a true hard deletion are not built yet. Closing an account marks it deleted and stops access rather than erasing rows. We will export or erase your data on written request and do it by hand. [REVIEW] The period we commit to for that.

7. Acceptable use

Do not use the service to break the law, store data you have no right to, attempt to reach another customer's data, probe or attack the service, resell it without agreement, or overload the API beyond documented limits. We may suspend an account that does, and will tell you why.

8. Availability and support

[REVIEW] We do not currently publish an uptime commitment or a service credit scheme, and this page will not claim one. If you need a contractual SLA, ask before you subscribe and we will agree it separately.

We take backups and maintain the service in good faith. Planned maintenance will be notified where practical. Support is [REVIEW: support channel and hours].

9. Liability

[REVIEW: this whole clause needs legal drafting.] Our intended position: we do not exclude liability for death or personal injury caused by negligence, for fraud, or for anything else that cannot lawfully be excluded. Otherwise our total liability is capped at the fees you paid in the twelve months before the claim, and we are not liable for indirect or consequential loss.

The service does not discharge your regulatory duties. It records and reminds; it does not make your fleet compliant. Responsibility for your operator's licence, maintenance obligations, drivers' hours and roadworthiness remains yours.

10. Termination

You may cancel at any time, effective at the end of the paid period. We may terminate for material breach, or on [REVIEW] days' notice, refunding any prepaid unused period.

11. Changes to these terms

We may update these terms. Material changes will be notified to account holders before they take effect. Continuing to use the service after that constitutes acceptance.

12. Governing law

[REVIEW] Intended: the laws of England and Wales, with the courts of England and Wales having exclusive jurisdiction. Confirm this matches where you are incorporated and who you sell to.

[REVIEW] Last updated: to be set on publication.