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Terms of Service

Last updated: 3 March 2026

These Terms of Service ("Terms") govern your access to and use of the FleetPilot platform, including the website at www.fleetpilot.co.uk and the FleetPilot mobile application (collectively, the "Service"), operated by FleetPilot ("we", "us", or "our"). By accessing or using the Service, you agree to be bound by these Terms.

1. Description of Service

FleetPilot is a software-as-a-service (SaaS) platform that provides fleet management, booking management, driver dispatch, and operational tools for chauffeur and private hire transportation businesses. The Service includes:

  • Booking creation, management, and dispatch.
  • Driver management and real-time GPS tracking.
  • Vehicle fleet management and maintenance tracking.
  • Customer relationship management.
  • Invoicing, payment processing, and financial reporting.
  • Embeddable booking widgets for customer-facing websites.
  • Email and messaging notifications.

2. Account Registration

2.1 Eligibility

You must be at least 18 years of age and have the legal authority to enter into these Terms on behalf of yourself or the organisation you represent. By registering, you confirm that the information you provide is accurate and complete.

2.2 Account Security

You are responsible for maintaining the confidentiality of your account credentials and for all activity that occurs under your account. You must notify us immediately of any unauthorised access or use of your account.

2.3 Driver Accounts

Fleet operators may invite drivers to join their organisation on the platform. Drivers accept their own set of obligations when accepting an invitation, including accurate availability reporting and compliance with booking assignments.

3. Subscription and Payment

3.1 Free Trial

New accounts may be eligible for a free trial period. During the trial, you have access to the full feature set of the Service. At the end of the trial, you must subscribe to a paid plan to continue using the Service.

3.2 Billing

Subscription fees are billed in advance on a recurring basis (monthly or annually, depending on your chosen plan). All payments are processed securely through Stripe. By subscribing, you authorise us to charge your payment method for the applicable fees.

3.3 Cancellation

You may cancel your subscription at any time through your account settings. Cancellation takes effect at the end of the current billing period. No refunds are provided for partial billing periods.

3.4 Pricing Changes

We reserve the right to modify pricing with 30 days' advance notice. Continued use of the Service after a price change constitutes acceptance of the new pricing.

4. Acceptable Use

You agree not to:

  • Use the Service for any unlawful purpose or in violation of any applicable laws or regulations.
  • Attempt to gain unauthorised access to the Service, other accounts, or computer systems.
  • Interfere with or disrupt the integrity or performance of the Service.
  • Upload or transmit viruses, malware, or other harmful code.
  • Use the Service to send unsolicited communications (spam).
  • Reverse engineer, decompile, or disassemble any part of the Service.
  • Resell, sublicense, or redistribute the Service without written consent.

5. Data and Content

5.1 Your Data

You retain ownership of all data you input into the Service ("Your Data"). You grant us a limited licence to use, store, and process Your Data solely for the purpose of providing and improving the Service.

5.2 Data Processing

We process your data in accordance with our Privacy Policy, which forms part of these Terms. You are responsible for ensuring you have the necessary rights and consents to share any personal data of your customers, drivers, and employees through the Service.

5.3 Data Export

You may export your data at any time during your active subscription. Upon account termination, we will retain your data for 30 days to allow for export, after which it may be permanently deleted.

6. Intellectual Property

The Service, including its design, features, code, and documentation, is owned by FleetPilot and protected by intellectual property laws. These Terms do not grant you any rights to our trademarks, logos, or brand elements.

7. Third-Party Services

The Service integrates with third-party services including Stripe, Google Maps, MailerSend, and WhatsApp Business API. Your use of these integrations is subject to the respective third-party terms of service. We are not responsible for the availability or performance of third-party services.

8. Service Availability

We strive to maintain high availability of the Service but do not guarantee uninterrupted access. We may perform scheduled maintenance with reasonable advance notice. We shall not be liable for any downtime or service interruptions beyond our reasonable control.

9. Limitation of Liability

To the maximum extent permitted by law:

  • The Service is provided "as is" and "as available" without warranties of any kind, whether express or implied.
  • We shall not be liable for any indirect, incidental, special, consequential, or punitive damages arising from your use of the Service.
  • Our total liability for any claims arising from or related to the Service shall not exceed the amount you paid us in the 12 months preceding the claim.
  • We are not liable for any loss of revenue, bookings, or business opportunities resulting from use of the Service.

10. Indemnification

You agree to indemnify and hold harmless FleetPilot, its officers, directors, and employees from any claims, damages, losses, or expenses (including legal fees) arising from your use of the Service, violation of these Terms, or infringement of any third-party rights.

11. Termination

We may suspend or terminate your access to the Service at any time if you breach these Terms, fail to pay subscription fees, or engage in activity that harms the Service or other users. Upon termination, your right to use the Service ceases immediately.

12. Changes to These Terms

We may update these Terms from time to time. We will notify you of material changes via email or through the Service. Your continued use of the Service after changes take effect constitutes acceptance of the updated Terms.

13. Governing Law

These Terms are governed by and construed in accordance with the laws of England and Wales. Any disputes arising from these Terms shall be subject to the exclusive jurisdiction of the courts of England and Wales.

14. Contact Us

If you have any questions about these Terms, please contact us:

  • Email: support@fleetpilot.co.uk
  • Website: www.fleetpilot.co.uk