Terms of Service

1. Who this agreement is between

These terms are an agreement between [LEGAL ENTITY NAME] ("we", "us"), of [REGISTERED ADDRESS], and the company that signs up for a Fleetline workspace ("you", "your").

They cover your use of the Fleetline platform: the web application, the API, and everything we provide alongside them.

By creating a workspace or using one that has been created for you, you accept these terms. If you are accepting them for a company, you confirm you are authorised to do so.

2. What we provide

Fleetline is car-rental operations software delivered over the internet. Your workspace runs on its own sub-domain with its own database, separate from every other customer.

We provide the software, host it, back it up, and keep it running. We do not provide legal, tax, insurance or accounting advice, and nothing the software calculates is a substitute for any of those.

3. Your account and your staff

You are responsible for who you give access to, and for what they do with it. Accounts are for named people, not to be shared.

You must keep credentials secure and tell us promptly if you believe an account has been compromised. We provide password reset, forced password changes for accounts created by someone else, and an audit log showing who did what.

You are responsible for removing access when someone leaves your company.

4. Your data stays yours

Everything you put into Fleetline — your reservations, customers, vehicles, documents, pricing and reports — remains yours. We claim no ownership of it.

We use it only to provide and support the service, to keep it secure, and to comply with the law. We do not sell it. We do not use your data, or your renters' data, to train machine-learning models.

We may use aggregated, de-identified statistics about how the platform is used to improve it, in a form that cannot identify you, your staff or your renters.

5. Your renters' personal information

Fleetline stores personal information about your renters: names, contact details, dates of birth, driving licence numbers and expiry dates, insurance details, uploaded identity and insurance documents, and rental history.

For that information, you are the controller and we are the processor. In plain terms: it is your data about your customers, we hold it on your behalf, and we act on your instructions.

That means you are responsible for collecting it lawfully, for telling your renters how it is used, and for honouring their rights over it. We are responsible for keeping it secure, not using it for our own purposes, and helping you respond when a renter asks about their data.

Our Privacy Policy sets out how we handle it, who we share it with, and how long we keep it.

6. Photos published on purpose

Vehicle catalog photos — the images of your fleet — are served publicly, without a login, so you can use them on your own website. This is a deliberate feature, and the platform tells you so at the point of upload.

Do not upload anything to the vehicle Photos section that you would not publish. Condition evidence, damage under dispute, documents and anything showing a renter or their paperwork belong in Inspections or Documents, which are never public.

You are responsible for what you upload there, including having the rights to publish it.

7. The AI Assistant

The AI Assistant is off unless your workspace administrator turns it on.

When it is on and someone uses it, the content of that conversation — which may include reservation, customer and vehicle details — is sent to our AI provider (currently Anthropic) to generate a response. The assistant can also make changes in your workspace on the user's behalf; every such change is recorded in your audit log and marked as made by the assistant.

You remain responsible for what is done in your workspace, including actions taken through the assistant. Check its work before relying on it, particularly anything involving money, availability or a customer commitment.

If you would rather no workspace data reached a third-party AI provider, leave the assistant switched off.

8. Acceptable use

You agree not to:

• break the law, or use Fleetline to help anyone else do so
• upload malware, or try to break, overload or probe the platform beyond your own workspace
• attempt to access another customer's workspace or data
• resell or white-label the platform without our written agreement
• use it to store information you have no lawful basis to hold

9. Availability, backups and support

We aim to keep Fleetline available and we monitor it, but we do not currently offer a contractual uptime guarantee. If you need one, talk to us before signing up.

We take automated backups daily and keep copies off the server. Backups exist so we can recover the service; they are not a substitute for your own records, and restoring one may lose recent changes.

We occasionally take the service down briefly to deploy updates. We try to do this outside normal business hours.

10. Fees

Fees, billing frequency and any trial period are as agreed with you in writing when your workspace is created.

We will give you at least 30 days' notice before changing what you pay.

Fees are exclusive of taxes, which you are responsible for where they apply.

11. Card payments and the Fleetline fee

Card payment processing is optional and is off unless you turn it on. If you do, you connect your own Stripe account: you are the merchant of record for every payment your renters make, the money is paid into your Stripe balance, and Fleetline never holds your funds at any point.

On each payment processed through Fleetline we charge an application fee of 0.40% of that payment, rounded up to the nearest cent. Because it is rounded up, the effective rate on very small payments is higher than 0.40%; the fee shown before you take a payment is always the exact amount.

Stripe charges its own processing fees separately, under your agreement with Stripe. Those are not ours and we do not receive any part of them.

Payments you merely record in Fleetline — cash, bank transfer, Zelle, or a card terminal that is not ours — carry no fee, because we did not process them.

If you refund a payment, our fee on the original payment is not returned, in the same way that Stripe does not return its processing fee on a refund. This applies to partial refunds in proportion to the original payment.

Chargebacks, disputes and refunds are between you and your renter. As merchant of record you carry them, along with any fees Stripe charges you in connection with them.

We will give you at least 30 days' notice before changing this rate, as with any other fee.

12. Ending the agreement

You may stop using Fleetline and ask us to close your workspace at any time.

On request before closure, we will provide an export of your data in a machine-readable form.

After closure we delete your workspace database and uploaded files. Copies may persist in backups for up to 90 days before ageing out, after which they are gone.

We may suspend or close a workspace for non-payment, or for a serious or repeated breach of these terms, after telling you and giving you a reasonable chance to put it right — except where the breach is severe enough that we must act immediately.

13. Liability

Nothing in these terms excludes liability that cannot lawfully be excluded.

Subject to that, neither party is liable to the other for indirect or consequential loss, lost profits, lost revenue or lost data, and our total liability in any twelve-month period is limited to the fees you paid us in that period.

Fleetline is provided as-is. We do not warrant that it will be uninterrupted or error-free, or that it will meet any particular business or regulatory requirement of yours.

14. Changes to these terms

We may update these terms. If a change materially affects you, we will tell you at least 30 days before it takes effect, by email to your workspace administrators.

Continuing to use Fleetline after a change takes effect means you accept the updated terms.

15. Governing law

These terms are governed by the laws of [STATE], United States, and the courts of that jurisdiction have exclusive jurisdiction over any dispute.

Questions about these terms: [email protected].