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Fleet Admins – Terms & Conditions

These Terms govern access to and use of the Fleet Admins SaaS platform.

By purchasing a subscription, creating an account or using Fleet Admins, the customer agrees to these Terms.

1. Fleet Admins Provides Software Only

Fleet Admins provides a technology platform on a Software-as-a-Service (“SaaS”) basis.

Fleet Admins does not manage, control or operate the customer's business.

The customer independently manages its:

  • Trucks
  • Trailers
  • Drivers
  • Loads
  • Dispatch operations
  • Revenue
  • Expenses
  • Maintenance
  • Insurance
  • Compliance
  • Documents
  • Business operations

Fleet Admins provides the software through which customers may manage this information.

2. Customer Controls Its Own Data

The customer is solely responsible for entering, uploading, maintaining, updating, reviewing and validating its data.

Fleet Admins does not independently verify Customer Data.

Customers remain responsible for decisions made using information displayed through the platform.

3. Active Subscription Requirement

The customer's right to access and use Fleet Admins exists only while the customer has:

  • A valid and active subscription; and
  • Paid all applicable subscription fees when due.

Failure to maintain an active subscription or make payment when due may result in immediate restriction, suspension or termination of access.

4. Scope of Fleet Admins' Service Obligations

Fleet Admins' contractual obligations to provide platform access, functionality, maintenance and customer support apply only during the period in which the customer maintains a valid, active and fully paid subscription.

Upon expiration, cancellation, suspension or termination of the subscription, Fleet Admins has no continuing contractual obligation to provide:

  • Platform access
  • Dashboard access
  • Customer support
  • Data entry access
  • Reports
  • Calculations
  • Compliance reminders
  • Maintenance reminders
  • Document processing
  • Data exports
  • New features
  • Platform updates

except where otherwise expressly agreed in writing or required by applicable law.

5. Customer Data Responsibility

The customer is responsible for:

  • Accuracy of data
  • Completeness of data
  • Legality of data
  • Keeping information current
  • Obtaining required permissions
  • Managing authorised users
  • Protecting credentials
  • Reviewing platform outputs
  • Maintaining required business records
  • Making appropriate backups or exports
  • Compliance with applicable law

Fleet Admins is not responsible for losses caused by inaccurate, incomplete, outdated or improperly entered Customer Data.

6. Customer Data Access by Fleet Admins

The customer authorises Fleet Admins and its authorised service providers to access Customer Data where reasonably necessary to:

  • Operate the platform
  • Maintain the platform
  • Provide technical support
  • Troubleshoot problems
  • Investigate errors
  • Maintain security
  • Perform backups or recovery
  • Prevent misuse
  • Improve platform functionality

This does not transfer ownership of Customer Data to Fleet Admins.

7. No Compliance Guarantee

Fleet Admins may provide reminders and tools relating to FMCSA, DOT, IFTA, IRP, HVUT, insurance, maintenance and other operational or regulatory requirements.

These are convenience features only.

The customer remains solely responsible for identifying, monitoring and satisfying its legal and regulatory obligations.

A missing, delayed or incorrect reminder does not transfer the customer's regulatory responsibility to Fleet Admins.

8. No Financial or Business Guarantee

Fleet Admins does not guarantee:

  • Revenue
  • Profitability
  • Cost savings
  • Revenue per mile
  • Cost per mile
  • Fleet utilisation
  • Driver performance
  • Regulatory compliance
  • Successful audits
  • Insurance outcomes
  • Broker payments
  • Business performance

Dashboards, calculations, reports and analytics are informational software outputs based on available data.

9. Platform Availability

Fleet Admins will use commercially reasonable efforts to provide the platform.

Fleet Admins does not guarantee uninterrupted, error-free or continuously available service.

Downtime may occur because of maintenance, upgrades, cybersecurity incidents, third-party infrastructure, internet failures or circumstances outside Fleet Admins' reasonable control.

10. Subscription Payments

Subscription fees must be paid according to the customer's selected plan.

Unless otherwise expressly agreed:

  • Subscription fees are payable in advance.
  • Access depends upon successful payment.
  • Subscription charges are non-refundable after the applicable billing period begins, except where required by law.
  • Failed or overdue payments may result in suspension.
  • Fleet Admins may terminate persistently unpaid accounts.

11. Suspension and Termination

Fleet Admins may suspend or terminate access for:

  • Non-payment
  • Expired subscription
  • Breach of these Terms
  • Fraud
  • Illegal activity
  • Security risks
  • Platform misuse
  • Unauthorised access
  • Actions that threaten Fleet Admins or other customers

12. Data Following Subscription Termination

Upon subscription expiry or termination, access to Customer Data through the platform may cease.

Customers are responsible for exporting information they require before termination.

Fleet Admins may subsequently delete Customer Data according to its retention and backup procedures, subject to applicable contractual and legal obligations.

Fleet Admins is not intended to serve as the customer's permanent independent record-retention or archival system unless expressly agreed otherwise.

13. Limitation of Liability

To the maximum extent permitted by applicable law, Fleet Admins shall not be liable for indirect, consequential, incidental, special, exemplary or punitive damages, including loss of revenue, profit, business opportunity, contracts, goodwill or anticipated savings.

Fleet Admins shall not be responsible for losses resulting from:

  • Customer-entered data
  • Incorrect or incomplete data
  • Customer decisions
  • Driver actions
  • Dispatcher actions
  • Vehicle operations
  • Missed compliance requirements
  • Customer failure to verify reminders
  • Broker or customer non-payment
  • Third-party services
  • Internet failures
  • Unauthorised use caused by compromised customer credentials
  • Unverified AI/OCR results
  • Customer failure to maintain an active subscription

Any contractual claim relating to the Fleet Admins SaaS service must relate to a period during which the affected customer maintained a valid, active and fully paid subscription.

Subject to liabilities that cannot lawfully be excluded or limited, Fleet Admins' aggregate contractual liability arising from the Services shall not exceed the subscription fees actually paid by the affected customer to Fleet Admins during the 12 months immediately preceding the event giving rise to the claim, or the total amount paid during the customer's subscription if the subscription existed for less than 12 months.

Nothing in these Terms excludes or limits liability that cannot legally be excluded or limited.

14. Customer Indemnification

To the maximum extent permitted by law, the customer agrees to indemnify and hold harmless Fleet Admins, its operating company, owners, directors, officers, employees, contractors and affiliates against third-party claims, liabilities, losses, penalties, damages and reasonable costs arising from:

  • Customer's transportation operations
  • Customer Data
  • Customer's unlawful use of Fleet Admins
  • Customer's drivers or employees
  • Customer's regulatory violations
  • Customer's failure to obtain required permissions
  • Customer's infringement of third-party rights
  • Customer's breach of these Terms

except to the extent directly caused by Fleet Admins in circumstances where liability cannot lawfully be excluded.

15. Intellectual Property

Fleet Admins retains all rights in its software, source code, database structures, designs, workflows, algorithms, dashboards, APIs, documentation, branding and technology.

The customer's subscription provides a limited right to use the platform and does not transfer ownership of Fleet Admins technology.

16. Third-Party Services

Fleet Admins may rely upon or integrate with third-party services.

Fleet Admins is not responsible for the independent availability, performance, security, accuracy, pricing, policies or conduct of third-party providers.

17. Changes to the Platform

Fleet Admins may add, modify, replace or discontinue platform features as the service develops.

Unless separately agreed in writing, purchasing a subscription does not guarantee that any particular feature will remain permanently available.

18. Entire Agreement

These Terms, the Privacy Policy, applicable subscription/order information and any applicable Data Processing Agreement constitute the agreement governing the customer's use of Fleet Admins unless superseded by a separate written agreement.

These Terms are governed by the laws of chosen by fleet admins.

Any dispute shall be subject to the courts of chosen by fleet admins, except where applicable law requires otherwise.