Terms of Service

These Terms of Service ("Terms") govern your use of the OperatorCompliance software-as-a-service platform at operatorcompliance.co.uk (the "Service"), operated by Fleeta Limited, a company registered in England and Wales (company number 16675897) with its registered office at 50 Princes Street, Ipswich, Suffolk, IP1 1RJ ("we", "us", "Fleeta"). By creating an account or using the Service you ("Customer", "you") agree to these Terms. If you are accepting on behalf of a company or other legal entity, you confirm that you have authority to bind that entity.

1. The Service

1.1 The Service helps holders of goods-vehicle and PSV operator licences monitor vehicle, driver and tachograph compliance. It includes, depending on your plan: automated look-ups of vehicle records held by the DVSA and DVLA; recording and scheduling of safety inspections; tracking of insurance, licence, Driver CPC and tachograph-card dates; upload, reading and analysis of tachograph download files; preparation of driver infringement reports and their electronic signature; alerts, calendars and compliance packs.

1.2 The Service is a tool to support your compliance. It is not legal advice and does not transfer your legal responsibilities. The operator licence holder and its transport manager remain solely responsible for the undertakings given to the Traffic Commissioner, for the roadworthiness of vehicles, for drivers' hours compliance and for the accuracy of data entered into the Service.

1.3 Automated checks rely on third-party data (DVSA MOT history, DVLA vehicle records, the DVSA operator-licence register, DVLA driver data where enabled). We present that data as received and cannot guarantee its completeness, timeliness or accuracy. Where a third-party service is unavailable or declines access, the related feature may be suspended without liability, and we will tell you in the Service.

1.4 Insurance status is not verified automatically. You record your policy details; we remind you of renewals. Any askMID check is carried out by you on the Motor Insurers' Bureau's own service under its terms.

1.5 Tachograph analysis is performed by our analysts using specialist software on the data you upload and is provided for your management of drivers. Infringement classifications follow Regulation (EU) 2016/403 as retained in UK law; enforcement bodies may reach different conclusions.

2. Accounts and access

2.1 You must provide accurate company and contact details and keep them current. You are responsible for all activity under your account and for keeping login credentials confidential. Each user must have their own login; sharing logins is prohibited.

2.2 You may add users and assign roles (owner, transport manager, read-only). You are responsible for what your users do.

2.3 We may suspend access if we reasonably believe the account is being misused, a payment is overdue by more than 14 days, or continued access would breach law or a third party's rights. We will notify you and restore access when the issue is resolved.

3. Plans, trial and fees

3.1 Plans, limits and prices are shown at operatorcompliance.co.uk/pricing and in the Service. Prices exclude VAT. The free trial lasts 14 days from registration; no payment details are required. At the end of the trial the account continues only if a paid plan is chosen.

3.2 Subscriptions are billed monthly or annually in advance by card through our payment processor (Stripe). Usage above plan limits (extra vehicles, drivers or tachograph driver-months) is invoiced monthly in arrears at the published overage rates.

3.3 You may upgrade at any time (pro-rated); downgrades take effect at the next renewal. Fees are non-refundable except as set out in our Refunds & Cancellation policy or required by law.

3.4 We may change prices with at least 30 days' notice by email; changes apply from your next renewal after the notice period.

4. Your data and our obligations

4.1 You own the data you enter or upload ("Customer Data"), including vehicle, driver and tachograph data. You grant us a licence to host, process and display it to provide the Service, to produce anonymised aggregate statistics, and as required by law.

4.2 Where Customer Data includes personal data about your drivers and staff, you are the controller and we are your processor. Our Data Processing Agreement forms part of these Terms. Where we hold our own records (your account, billing, signed driver declarations as required by DVLA), we are a controller as described in our Privacy Policy.

4.3 You warrant that you have a lawful basis to provide personal data to us, including obtaining each driver's signed consent and mandate through the Service before any licence check is performed on that driver, and that you will only upload tachograph data for drivers who drive for you.

4.4 We keep Customer Data for the life of your subscription and for 90 days after termination, during which you can export it. Tachograph files and reports are retained for at least 12 months and maintenance records for at least 15 months where your plan remains active, consistent with DVSA guidance; you are responsible for keeping your own copies after termination.

5. Acceptable use

You must not: use the Service to check vehicles or drivers you are not responsible for; attempt to access other customers' data; reverse-engineer, scrape or overload the Service; upload malware; or use the Service in breach of the Acceptable Use Policy. We may remove content or suspend accounts that breach this section.

6. Third-party services

The Service integrates with DocuSign (electronic signatures), Stripe (payments), DVSA and DVLA services, and email delivery providers. Their availability and terms are outside our control. Our current sub-processors are listed at /legal/subprocessors.

7. Availability and support

7.1 We aim for 99.5% monthly availability excluding planned maintenance (announced in advance where practicable) and events outside our control. Support is by email within one working day (priority support on Professional and Enterprise plans).

7.2 We make backups daily and store data in the UK/EEA. We are not liable for loss of data caused by your actions or by events outside our reasonable control, but we will use reasonable efforts to restore from backup.

8. Intellectual property

The Service, its software, design, documentation and content are owned by Fleeta Limited or its licensors. Knowledge-hub content may be quoted with attribution. You may not resell or white-label the Service without a written agreement.

9. Warranties and liability

9.1 The Service is provided "as is" with reasonable skill and care. We do not warrant that it will be error-free or that it will ensure compliance with any law.

9.2 Nothing in these Terms limits liability for death or personal injury caused by negligence, fraud, or any liability that cannot be limited by law.

9.3 Subject to 9.2, we are not liable for: loss of profit, revenue, contracts or goodwill; fines, penalties, prohibitions, Traffic Commissioner action or licence consequences; or any indirect or consequential loss. Our total aggregate liability in any 12-month period is limited to the fees you paid for the Service in that period.

10. Term and termination

10.1 These Terms apply from registration until your account is closed. You may cancel at any time from the billing page; cancellation takes effect at the end of the paid period.

10.2 Either party may terminate immediately for material breach not remedied within 14 days of notice, or on insolvency.

10.3 On termination we will make your data available for export for 90 days and then delete it, except where we must retain it by law (e.g. signed driver declarations, invoices).

11. General

11.1 We may update these Terms; material changes will be notified by email at least 30 days before they take effect. Continued use after that date is acceptance.

11.2 Neither party is liable for failure caused by events beyond its reasonable control.

11.3 You may not assign these Terms without our consent; we may assign to a successor of our business.

11.4 These Terms are governed by the laws of England and Wales and the courts of England and Wales have exclusive jurisdiction.

11.5 Notices to us: hello@operatorcompliance.co.uk or the registered office above. Notices to you: the billing email on your account.