Terms of Service

These Terms of Service (the “Terms”) govern access to and use of the FLOTA fleet management platform — the web dashboard at app.flota.me, the FLOTA mobile applications for iOS, Android and Huawei AppGallery, any tracking hardware we supply, and related services (together, the “Service”).

The Service is operated by FLOTA,(“FLOTA”, “we”, “us”). By creating an account, signing an order form, or using the Service, you agree to these Terms. If you are agreeing on behalf of a company, you confirm you have authority to bind that company (the “Customer”).

01Definitions

• Customer — the business that subscribes to the Service.
• Authorised User — an employee, contractor or agent of the Customer granted access to the Customer’s account.
• Tenant — the isolated account and data space belonging to a Customer.
• Device — GPS tracking hardware and connected sensors installed in a vehicle and reporting to the Service.
• Customer Data — all data submitted to, or generated in, the Service by or for the Customer, including positions, trips, telemetry, alerts and vehicle and driver records.
• Subscription Term — the period for which the Customer has paid for access.

02The Service

FLOTA provides live vehicle tracking, trip history, fuel monitoring, geofencing, alerting, reporting and, on supported hardware, remote vehicle commands. The Service is provided on a subscription basis and is delivered over the internet.

We may add, change or remove features over time. We will not materially reduce the core functionality the Customer is paying for during a Subscription Term without notice and, where the reduction is material, the option to terminate.

The Service depends on third parties outside our control — mobile network operators, GNSS satellite availability, map providers, push notification services and the Device manufacturers. Gaps, delays or inaccuracies originating with those parties are not a failure of the Service.

03Accounts and access

• The Customer is responsible for all activity under its Tenant, including the acts and omissions of its Authorised Users.
• Credentials must be kept confidential and must not be shared between individuals. Each Authorised User should have their own login.
• The Customer must notify us promptly at sales@flota.me of any suspected unauthorised access.
• We may suspend an account or individual user where we reasonably believe credentials have been compromised or the Service is being misused.

04Fees, billing and renewal

• Subscription fees are charged per vehicle per month, at the rates in the applicable order form or published price list. Prices shown on our website exclude VAT and other applicable taxes.
• Unless the order form says otherwise, subscriptions run monthly and renew automatically until cancelled.
• Vehicles added during a billing period are charged pro rata from the date they begin reporting.
• Invoices are payable within 15 days of the invoice date. Late amounts may accrue interest at the statutory rate.
• We may suspend access to the Service where an invoice remains unpaid after written reminder. Data is retained during suspension in accordance with the retention section below.
• Fees for a Subscription Term already paid are non-refundable except where these Terms expressly state otherwise.
• We may change prices with at least 30 days’ written notice, effective from the next renewal. The Customer may decline by cancelling before that renewal.

05Hardware and installation

Where we supply Devices, sensors or accessories, title passes on full payment and risk passes on delivery. Manufacturer warranties are passed through to the Customer where they are transferable. Devices supplied under a rental or bundled arrangement remain our property and must be returned in working order, fair wear and tear excepted.

The Customer is responsible for ensuring installation is carried out competently and lawfully, that it does not invalidate a vehicle warranty, and that the vehicle remains roadworthy and compliant after fitting. Where we or our partners perform the installation, we are responsible for that workmanship.

The Customer may use its own compatible hardware. Compatibility is confirmed case by case; we do not warrant the performance, firmware or data accuracy of hardware we did not supply.

06Remote commands and immobilisation

The Customer is solely responsible for how, when and by whom remote commands are used, and must restrict this permission to trained and authorised personnel. Every command is logged against the user who issued it. To the fullest extent permitted by law, we accept no liability for loss, injury or damage arising from the Customer’s use of remote commands.

07Acceptable use

The Customer and its Authorised Users must not:

• Use the Service to track individuals without a lawful basis, or to track any vehicle the Customer does not own, lease or otherwise have authority over.
• Use the Service for covert surveillance, harassment, stalking, or any unlawful purpose.
• Attempt to access another Tenant’s data, probe or test the security of the Service, or circumvent access controls or rate limits.
• Reverse engineer, decompile or attempt to derive the source code of the Service, except where that restriction is prohibited by law.
• Resell, sublicense or provide the Service to a third party as a service, except under a written reseller agreement with us.
• Introduce malware, or use the Service in a way that impairs its availability for others.
• Scrape or extract data by automated means other than through the API we provide.

08Driver monitoring and Customer obligations

Vehicle tracking data can identify individual drivers. The Customer is the data controller for this data and is responsible for using it lawfully.

In particular, the Customer must, where required by applicable law:

• Inform drivers and other affected employees, clearly and in advance, that vehicles are tracked, what is recorded and for what purposes.
• Establish a valid legal basis for the monitoring and complete any assessment or consultation its jurisdiction requires.
• Consult employee representatives or works councils where local law requires it.
• Limit access to tracking data to personnel with a legitimate need, and avoid monitoring outside working hours or in private vehicles unless lawfully justified.
• Respond to data subject requests from its own personnel. We will assist as processor.

The Customer warrants that it has all rights, consents and notices necessary for us to process Customer Data as contemplated by these Terms.

09Data protection

Our handling of personal data is described in the Privacy Policy, which forms part of these Terms. For personal data within Customer Data, the Customer is the controller and FLOTA is the processor, acting on the Customer’s documented instructions. A separate Data Processing Agreement is available on request at sales@flota.me.

10Customer Data and ownership

As between the parties, the Customer owns all Customer Data. The Customer grants us a non-exclusive licence to host, process, transmit and display Customer Data solely to provide, secure and support the Service.

The Customer can export its data from the Service at any time during the Subscription Term. On request within 30 days of termination, we will provide a machine-readable export. After that period we may delete Customer Data in accordance with the Privacy Policy.

We may generate aggregated, anonymised statistics that cannot identify the Customer, any individual or any vehicle, and use them to operate and improve the Service.

11Intellectual property

The Service, including its software, interfaces, documentation and the FLOTA name and logo, is and remains our property or that of our licensors. These Terms grant the Customer a limited, non-exclusive, non-transferable right to use the Service during the Subscription Term, and nothing more.

If the Customer sends us feedback or suggestions, we may use them without restriction or obligation.

12Third-party services

The Service integrates third-party components, including map and satellite imagery providers, push notification services, email delivery, messaging platforms and bot protection. Use of those components may be subject to the third party’s own terms. We are not responsible for third-party services, and their availability is outside our control.

13Availability and support

We aim to keep the Service available continuously, but we do not guarantee uninterrupted access. Planned maintenance will be scheduled outside peak hours and announced in advance where practical. Emergency maintenance may be carried out without notice.

Support is provided by email at sales@flota.me during business hours. Where an order form specifies a service level or named contact, that document prevails over this section.

14Warranties and disclaimers

We warrant that we will provide the Service with reasonable skill and care, and in accordance with these Terms.

Beyond that, and to the fullest extent permitted by law, the Service is provided “as is”. We do not warrant that the Service will be uninterrupted or error-free, that positional or sensor data will be accurate or complete in every instance, or that alerts will be delivered without delay or failure. Location, fuel and sensor readings are indicative operational data produced by hardware and networks we do not fully control. They must not be relied on as the sole basis for safety-critical decisions, legal proceedings, disciplinary action, or regulatory compliance including driver hours records.

15Limitation of liability

Nothing in these Terms limits liability for death or personal injury caused by negligence, for fraud, or for any liability that cannot lawfully be limited.

Subject to that, and to the fullest extent permitted by law:

• Neither party is liable for indirect, incidental, special or consequential loss, or for loss of profit, revenue, goodwill, business opportunity, or data, however caused.
• Our total aggregate liability arising out of or relating to the Service in any twelve-month period is limited to the subscription fees actually paid by the Customer for the Service in the twelve months preceding the event giving rise to the claim.
• We are not liable for loss arising from vehicle theft, cargo loss, fuel theft, accident or driver conduct that the Service did not detect, alert on, or prevent.

16Indemnity

The Customer will indemnify us against claims, losses and reasonable costs arising from its use of the Service in breach of these Terms, from its use of remote commands, or from a failure to meet its obligations under the driver monitoring and data protection sections above.

17Term, suspension and termination

• These Terms apply from account creation until the subscription ends and all Customer Data has been exported or deleted.
• Either party may terminate a monthly subscription with notice before the next renewal date. Termination takes effect at the end of the paid period.
• Either party may terminate immediately if the other commits a material breach and fails to remedy it within 30 days of written notice, or becomes insolvent.
• We may suspend the Service immediately where use threatens the security or integrity of the platform, breaches the acceptable use section, or where required by law. We will restore access once the cause is resolved.
• On termination, access ends, and the export and deletion provisions in the Customer Data section apply.

18Confidentiality

Each party may receive non-public information from the other. Each will protect the other’s confidential information with at least reasonable care, use it only to perform under these Terms, and disclose it only to personnel who need it and are bound by equivalent obligations. These duties do not apply to information that is public through no fault of the receiving party, independently developed, or required to be disclosed by law.

19Changes to these Terms

We may update these Terms. Where a change is material, we will give at least 30 days’ notice by email or in-app before it takes effect. Continued use after the effective date constitutes acceptance. If the Customer does not accept a material change, it may terminate before the change takes effect and receive a pro rata refund of any prepaid fees for the unused period.

20General

• Assignment — neither party may assign these Terms without the other’s consent, except to a successor in a merger or sale of substantially all assets.
• Force majeure — neither party is liable for delay or failure caused by events beyond its reasonable control.
• Entire agreement — these Terms, the Privacy Policy and any order form are the entire agreement between the parties on this subject.
• Severability — if a provision is unenforceable, the rest remains in force.
• No waiver — failure to enforce a provision is not a waiver of it.
• Order of precedence — where a signed order form conflicts with these Terms, the order form prevails for that Customer.

21Governing law and disputes

These Terms are governed by the laws of U.K, without regard to conflict of law rules. The parties submit to the exclusive jurisdiction of the courts of London, UK . The parties will attempt to resolve any dispute in good faith before commencing proceedings.

22Contact

Questions about these Terms? Email sales@flota.me.