Terms of Service

1. Agreement

These Terms of Service ("Terms") are an agreement between Fleet Comply, LLC, a Delaware limited liability company ("Fleet Comply," "we," "us"), and the company or other organization that uses the Fleet Comply service ("Customer," "you"). By checking the box to agree, or by using the service, you accept these Terms. If you accept on behalf of a company, you confirm that you have authority to bind it. The Privacy Policy explains how we handle personal information and is part of these Terms.

2. The service

Fleet Comply helps commercial fleets track compliance requirements for vehicles, drivers and locations: it stores documents and expiration dates, assigns work, and sends reminders and escalations. Optional AI document scanning reads uploaded documents and suggests details for a person to review.

Fleet Comply is a tracking tool. It is not legal, regulatory or safety advice, and it does not replace your own obligations under FMCSA, DOT, state or other rules. You remain responsible for your fleet's compliance and for checking the information you enter or confirm.

3. Accounts and administrators

• Each user needs their own sign-in. Keep credentials confidential and tell us about any unauthorized use.
• Company administrators control who has access, and what they can see and change.
• You are responsible for activity under your company's accounts.

4. Free trial

A new company may start one free trial of 15 days. No card is required. The trial includes 25 pages of AI document scanning, and bulk exports are not available until you move to a paid plan. We may limit trials to one per person or company, refuse trials for abuse, and change trial terms for future trials. Your records remain available after the trial ends.

5. Paid plans and billing

• Price. Paid plans are priced per vehicle, monthly or annually, at the prices shown on the Billing page when you subscribe, with a minimum charge per billing period. Payments are processed by our payment processor; we do not store full card numbers.
• Vehicles billed. The number of vehicles billed is the number of active vehicles in your account, at least the plan minimum. When it changes, we update your subscription automatically; changes on a paid plan are prorated.
• Renewal. Plans are billed in advance and renew automatically for the same term until cancelled. You can cancel at any time from the Billing page; cancellation takes effect at the end of the current billing period, and you keep access until then.
• Taxes. Prices do not include taxes. You are responsible for applicable sales, use and similar taxes, which we add to your invoice where required.
• Late payment. If a payment fails, we retry it and notify you. If it remains unpaid, we may move your company back to the free plan limits (no exports or AI scanning) until it is paid. Your records stay available.
• Price changes. We will give at least 30 days' notice of a price change, which applies from your next renewal.
• Refunds. Monthly plans are not refunded; cancelling stops the next renewal. Annual plans can be cancelled for a full refund of that annual payment within 30 days after it is charged. After 30 days, annual payments are not refunded and the plan runs to the end of the paid year. Otherwise, fees are non-refundable except where required by law or stated in an order.

6. Your data

"Customer Data" means the information you and your users put into Fleet Comply, including documents, vehicle, driver and location records, and dates.

• You own Customer Data. We claim no ownership of it.
• You give us permission to host, copy, process and display Customer Data only as needed to provide, secure and support the service for you. That includes sending documents to our AI and OCR providers when you use scanning.
• We do not sell Customer Data or personal information. We do not use your documents, or personal information about your drivers or users, for advertising.
• You are responsible for having the rights and any notices or consents needed to put Customer Data, including driver information, into the service.

7. Aggregated Data

Plain-language summary: we combine high-level, anonymized facts from many fleets (for example fleet size, vehicle mix, number of drivers and industry) into industry benchmarks. Benchmarks never include your documents, your company's name, or personal information, and never single out your company.

7.1 What Aggregated Data is. "Aggregated Data" means statistics and other information that we derive from Customer Data and use of the service, combined with data from other customers, in a form that does not identify, and cannot reasonably be linked to, you, any of your users or drivers, or any other person. Examples include:

• fleet size, and the mix of vehicle types, classes and model years;
• number of drivers and locations;
• industry, and broad region (for example, state);
• which requirement types fleets track, and compliance rates and renewal timing in aggregate.

7.2 What it never includes. Aggregated Data never includes your documents, document images or their contents. It also never includes company names, or names, contact details, addresses, driver's license numbers, medical information or other personal information. It never includes VINs, license plates, unit numbers or other identifiers of a specific vehicle.

7.3 How we may use it. You agree that we may create Aggregated Data. We may use, publish, share and commercialize it, including in industry benchmarks, reports and insights offered to others, during and after your subscription. As between you and us, we own Aggregated Data.

7.4 Safeguards. When we create or share Aggregated Data, we will:

• publish or share a figure only when it combines data from at least 10 companies, so no single company's data can be picked out;
• take reasonable technical and organizational measures to keep it de-identified;
• publicly commit to keep it de-identified, and not attempt to re-identify any customer or person from it;
• contractually prohibit anyone who receives it from attempting to re-identify any customer or person.

7.5 Not retroactive. This section applies to Customer Data from the date you accept these Terms. If we materially change this section, we will ask you to agree again before the change applies to your data.

7.6 Enterprise agreements. Customers on an enterprise agreement may negotiate different terms for Aggregated Data in their order form.

8. AI document scanning

AI scanning reads documents automatically and can make mistakes. Suggested dates and details are drafts until a person reviews and confirms them. Check them against the original document.

Paid plans include 7 AI scan pages per billed vehicle per month, shared across your company. Pages reset on the first day of each month and do not roll over. A company also receives a one-time 100 bonus pages after it first moves to a paid plan, used once the month's pages run out. When no pages are left, AI scanning pauses until the reset; uploading documents and entering details manually keep working.

9. Acceptable use

You agree not to:

• use the service unlawfully, or upload information you have no right to share;
• upload malware;
• try to get around access controls, trial limits or usage limits;
• probe, scrape or overload the service;
• resell the service, or use it to build a competing product.

10. Security and confidentiality

We use reasonable administrative, technical and physical safeguards to protect Customer Data. Each company's data is kept separate from every other company's. We will notify you without undue delay if we learn of a security incident affecting your Customer Data. Each party will keep the other's non-public information confidential.

11. Term, termination and your data

These Terms last while you use the service. You may stop at any time. We may suspend or end access for a material breach, non-payment or abuse, with notice where practical. After termination you may request an export of your Customer Data for 30 days, after which we delete it, except as required by law or kept in routine backups for a limited period. Sections 6, 7, 12, 13 and 15 survive termination.

12. Disclaimers

Except as expressly stated in these Terms, the service is provided "as is" and "as available". We disclaim all implied warranties, including merchantability, fitness for a particular purpose and non-infringement. We do not guarantee that reminders will always be delivered, or that AI suggestions will be accurate.

13. Limitation of liability

To the extent permitted by law, neither party is liable for indirect, incidental, special, consequential or punitive damages, or for lost profits, fines or penalties. Our total liability under these Terms is limited to the amount you paid us in the 12 months before the claim.

14. Changes to these Terms

We may update these Terms. For material changes we will give notice in the app or by email. Before you can continue using the service, we will ask you to review and agree to the new version. Changes are not retroactive.

15. General

These Terms are governed by the laws of the State of Delaware, without regard to its conflict of laws rules. You may not assign these Terms without our consent, except with a sale of your business. If any part is unenforceable, the rest stays in effect. These Terms, the Privacy Policy and any order form are the entire agreement on this subject.

16. Contact

Questions about these Terms: legal@getfleetcomply.com.