Terms of Service

These Terms of Service ("Terms") govern access to and use of the Fleetwood fleet-management service (the "Service"), provided by [Company legal name] ("we", "us"). By creating an account, inviting team members, or otherwise using the Service, you agree to these Terms on behalf of yourself and the business you represent. If you do not agree, do not use the Service.

1. Business use only

The Service is provided for business purposes to companies and their staff. You confirm that you are using the Service in the course of a business and not as a consumer. Statutory consumer rights and consumer cancellation rules therefore do not apply to your subscription.

2. Accounts, owners and administrators

• The person who creates a company becomes its owner. The owner controls the company's account, may appoint administrators, and may transfer ownership to another active administrator at any time.
• Administrators can invite, disable, and manage other users, approve records, and manage billing. You are responsible for who you appoint and for all activity under your company's accounts.
• You must keep passwords confidential and notify us promptly of any suspected unauthorised access.
• Where a company loses access to its own account (for example, the owner has left the business), we may — at our discretion and after reasonable identity checks — restore access, reset credentials, or reassign ownership at the written request of the business. We are not liable for any consequences of acting in good faith on such a request.

3. Subscriptions, billing and refunds

• Paid plans are billed in advance on a monthly basis via our payment provider (Stripe). Plan limits (such as vehicle and user counts) are described on the pricing page and may be enforced automatically.
• You can upgrade, downgrade or cancel at any time. Changes and cancellations take effect from the next billing period; access continues until the end of the period already paid for.
• All fees are non-refundable. Except where required by law, we do not provide refunds or credits for partial months, unused vehicles or seats, downgrades, disabled users, or periods where you did not use the Service.
• Where a free trial is offered, the subscription begins automatically at the end of the trial unless cancelled before then.
• We may change our prices; we will give at least 30 days' notice before a price change takes effect for you, and continuing to use the Service after that constitutes acceptance.
• If payment fails, we may downgrade, suspend or restrict the account until payment is made.

4. AI features — important disclaimer

5. Your data and your responsibilities

• You retain all rights to the data you and your team put into the Service ("Customer Data"). You grant us a licence to host, process, display and back it up solely to provide the Service (including processing by the AI features you invoke).
• You are responsible for the accuracy and legality of Customer Data, for having the right to upload it, and for your own statutory record-keeping obligations. The Service is a management tool, not a system of legal record — keep your own copies of documents you are legally required to retain.
• You must not use the Service unlawfully, attempt to access other companies' data, probe or disrupt the Service, or resell it without our written agreement.

6. Acceptable use by your team

Actions taken by your users — including administrators disabling accounts, deleting or archiving records, or approving changes — are your company's actions. We provide audit logs and safeguards (such as owner protections), but we are not responsible for internal disputes, malicious or mistaken actions by your own personnel, or data they delete within the permissions you gave them.

7. Availability and changes

We aim to keep the Service available but do not guarantee uninterrupted or error-free operation. We may modify, add or remove features, and may suspend the Service for maintenance or security reasons. We may modify these Terms; material changes will be notified in-app or by email, and continued use after the effective date constitutes acceptance.

8. Termination

• You may cancel at any time from the billing settings.
• We may suspend or terminate accounts that breach these Terms, fail to pay, or create risk for the Service or other customers.
• After termination or cancellation we may delete Customer Data following a reasonable retention window as described in the Privacy Notice. Export your data before cancelling.

9. Disclaimer of warranties

The Service is provided "as is" and "as available". To the fullest extent permitted by law we exclude all implied warranties, conditions and terms, including fitness for a particular purpose and non-infringement. We do not warrant that the Service will meet your requirements or that data will never be lost — maintain your own backups of critical documents.

10. Limitation of liability

• Nothing in these Terms excludes liability that cannot be excluded by law (including for death or personal injury caused by negligence, or fraud).
• Subject to that, we are not liable for: loss of profits, revenue, business, goodwill or data; vehicle downtime; regulatory penalties; or any indirect or consequential loss — even if foreseeable.
• Our total aggregate liability arising out of or in connection with the Service in any 12-month period is limited to the fees you paid us for the Service in that period.

11. Indemnity

You will indemnify us against claims, losses and costs arising from your Customer Data, your breach of these Terms, or your use of the Service in violation of law.

12. General

These Terms are governed by the laws of England and Wales, and the courts of England and Wales have exclusive jurisdiction. If any provision is found unenforceable, the rest remains in effect. Failure to enforce a provision is not a waiver. These Terms, together with the Privacy Notice and your plan order, form the entire agreement between us regarding the Service.

13. Contact

Questions about these Terms: [contact email], [Company legal name], [registered address].