Terms & Conditions

1. Who we are

FleetSafe (“we”, “us”) provides the web application at this site, including the account area, the van walkaround check, defect reporting, tool and stock tracking, and the compliance reminders described on our landing page. You contract with FleetSafe when you use the service.

FleetSafe is sold as a monthly subscription, priced by the number of vans you keep on the account. Each company that signs up gets its own account, and each company’s vans, tools, checks, stock and staff are kept separate from every other company.

2. What the service does

FleetSafe records and displays information you and your team enter: vehicle details and due dates (MOT, service, insurance, vehicle tax), daily walkaround checks, defects, tool locations and tool movements, stock levels, and the drivers assigned to each van. It raises reminders and alerts in the app. It does not inspect, repair or maintain your vehicles, and it is not a substitute for the statutory checks and records the law requires you to keep.

3. Your account and your data

• You must give accurate information and keep it up to date, including your company name, contact email and the details of your vehicles.
• You are responsible for keeping your sign-in details confidential and for all activity carried out under your account. Tell us promptly if you think someone else has used them.
• You decide who in your organisation may see and enter information. Managers can add and remove staff; employees can enter checks, defects, tool movements and stock counts.

Manager-approved support access

The platform owner is separate from company managers and does not have manager rights in your company. The owner can see the company list, van counts and trial or subscription status, but cannot open your fleet records unless a manager requests support and separately approves access. A support request can include an optional note; requesting support alone does not grant access.

Each approval gives the owner access to that company’s fleet data for 24 hours from approval, including vehicles, assigned drivers, tools, consumables, checks, defects and tool movements. During this window the owner can make emergency corrections without becoming a company manager. Only a company manager can clear a dangerous vehicle defect. A manager can revoke support access at any time, and it expires automatically after 24 hours. Further access needs a new approval.

Every owner fleet view and edit is logged and visible to company managers. Edit logs include the owner, time, reason and before-and-after values. Approval does not grant any other company access to your records, and does not permit the owner to change company roles or subscription payments.

4. Your licence to use FleetSafe

While your subscription is active we give you a limited, non-exclusive, non-transferable right to use FleetSafe for your own organisation, within the limits of the plan you have chosen. That licence does not give you any other rights over the service.

5. Making sure the service is used properly

You must not:

• use FleetSafe for anything unlawful, or to record information you have no right to hold;
• use it to commit fraud, or to send spam or unwanted messages;
• copy, imitate, or infringe our rights or anyone else’s intellectual property;
• interfere with the service or its security — including introducing malware, probing or scanning it for weaknesses, attempting to access another company’s account or data, or automated scraping of content;
• reverse engineer, decompile or try to derive the source code of the service, resell, sublicense or redistribute it, or work around the van and staff limits of your plan.

6. Your content and our intellectual property

You keep everything you and your team enter. You give us permission to host, store and process that information only so we can provide FleetSafe to you, and only for as long as your account is open.

We own the service itself — the software, the design, the documentation, the FleetSafe name and branding — and you acquire no ownership of them by using the service.

7. Payment, billing and tax

Subscriptions are billed monthly in pounds sterling and renew until you cancel. The price shown on the plan page is the price you are charged, together with any VAT that applies. Payment collection, billing, tax calculation, invoicing, cancellations and refunds are handled for us by Paddle. The mechanics of payment, billing, tax, cancellation and refund are set out in Paddle’s Buyer Terms: https://www.paddle.com/legal/checkout-buyer-terms, which apply alongside these terms.

If a payment fails we will try to take it again, and we may limit access to the account until payment is settled. You can cancel a subscription at any time from the billing area; your subscription stays active until the end of the period you have already paid for.

8. Merchant of Record

Our order process is conducted by our online reseller Paddle.com. Paddle.com is the Merchant of Record for all our orders. Paddle provides all customer service inquiries and handles returns.

9. Availability and no guarantee of results

We aim to keep FleetSafe available at all times, but we do not guarantee that it will be uninterrupted or free from errors. Features may change, and scheduled maintenance may briefly take the service down.

FleetSafe is a record-keeping and reminder tool. Compliance with UK road traffic, vehicle safety and employment law remains your responsibility, and you should not rely on the service as your only source of information about your vehicles.

10. Suspension and termination

We may suspend or end your access to FleetSafe if:

• you materially breach these terms and do not put it right where that is possible;
• you do not pay for your subscription;
• we reasonably believe your use creates a security or fraud risk to us, to other customers, or to the service; or
• you repeatedly or seriously breach these terms or our acceptable use rules.

Where it is practicable we will tell you why. You can end your account at any time by cancelling your subscription.

11. When your account ends

For 30 days after your access ends you may ask us to give you your records in a usable format. After that we will delete or anonymise your company’s data, unless we are required by law to keep it.

12. Warranties and disclaimers

FleetSafe is provided “as is”. To the fullest extent the law allows, we exclude all implied terms, conditions and warranties, including satisfactory quality, fitness for a particular purpose and reasonable care and skill. Nothing in this clause limits rights that cannot lawfully be excluded.

13. Our liability to you

Where we are liable to you, our total liability for any claim is limited to the subscription fees you have paid to us in the six months before the event giving rise to the claim. We are not liable for indirect, consequential or special losses, including loss of profits, loss of revenue, loss of data or loss of goodwill.

Nothing in these terms limits our liability for fraud, for death or personal injury caused by our negligence, or for anything else that cannot lawfully be limited or excluded.

14. Your responsibility

You will cover us for claims brought against us by someone else that arise from your content, from your use of the service in breach of these terms, or from your breach of the law.

15. Events outside our control

We are not responsible for a failure to perform where it is caused by something beyond our reasonable control, such as a failure of the internet or of third-party hosting, a natural event, industrial action, or action taken by a government or regulator.

16. Changes to these terms

We may update these terms. Where a change materially affects you we will tell you in the app or by email before it takes effect. Continuing to use FleetSafe after that date means you accept the updated terms.

17. Assigning your rights

You may not transfer or assign your rights under these terms without our written agreement. We may transfer them, for example if our business is sold or restructured, on terms that do not reduce your rights.

18. Governing law

These terms are governed by the law of England and Wales, and any dispute about them will be dealt with by the courts of England and Wales. This does not affect your statutory rights as a consumer, or your right to complain to the Competition and Markets Authority.

19. Contact

Questions about these terms? contact us through the app or by replying to any email we have sent you about your account or your order.