Terms of Service

1. Agreement to Terms

Welcome to FleetWorkflow. These Terms of Service ("Terms") govern your access to and use of the FleetWorkflow platform, including our website, mobile applications, and related services (collectively, the "Service").

By accessing or using the Service, you agree to be bound by these Terms. If you disagree with any part of these Terms, you do not have permission to access the Service.

2. Service Description

FleetWorkflow is a fleet management and vehicle rental platform designed to help businesses:

• Manage vehicle inventory and fleet operations
• Track customer information and rental history
• Process vehicle rentals and bookings
• Conduct and document vehicle inspections
• Store and manage related documents and photos
• Generate reports and analytics (future feature)
• Process payments and invoicing (future feature)

3. Account Registration and Security

3.1 Account Creation

To use FleetWorkflow, you must:

• Be at least 18 years of age
• Provide accurate and complete registration information
• Create a unique password or use a supported OAuth provider (Google)
• Be authorized to represent the organization you are registering for

3.2 Account Security

You are responsible for:

• Maintaining the confidentiality of your account credentials
• All activities that occur under your account
• Notifying us immediately of any unauthorized access or security breach
• Ensuring your account information remains accurate and up to date

4. User Roles and Permissions

FleetWorkflow uses a role-based access control system:

• OWNER: Full access to all features, billing, and organization settings
• ADMIN: Full access to fleet operations, can manage users and settings
• STAFF: Can create and manage vehicles, customers, rentals, and inspections
• READ_ONLY: View-only access to data

Your organization's owner or administrator determines your role and permissions. You agree to use the Service only in accordance with the permissions granted to you.

5. Acceptable Use Policy

5.1 Permitted Use

You may use FleetWorkflow only for lawful business purposes related to fleet management and vehicle rentals.

5.2 Prohibited Activities

You agree NOT to:

• Violate any applicable laws or regulations
• Infringe on intellectual property rights
• Upload malicious code, viruses, or harmful content
• Attempt to gain unauthorized access to the Service or other users' accounts
• Reverse engineer, decompile, or disassemble any part of the Service
• Use the Service to store or transmit illegal, harmful, or offensive content
• Interfere with or disrupt the Service or servers
• Use the Service for any competitive or benchmarking purposes
• Share your account credentials with unauthorized users
• Scrape, crawl, or extract data using automated means

6. Your Data and Content

6.1 Your Data Ownership

You retain all rights to the data and content you submit to FleetWorkflow ("Your Data"), including customer information, vehicle details, photos, and rental records.

6.2 License to Use Your Data

By submitting Your Data to the Service, you grant us a limited license to:

• Store, process, and display Your Data to provide the Service
• Create backups and ensure data redundancy
• Use aggregated, anonymized data for analytics and service improvement

6.3 Your Responsibilities

You are responsible for:

• The accuracy and legality of Your Data
• Obtaining necessary consents to collect and process customer data
• Complying with applicable data protection laws (GDPR, CCPA, etc.)
• Maintaining your own backups of critical data

7. Multi-Tenancy and Data Isolation

FleetWorkflow uses organization-based multi-tenancy. Your organization's data is logically isolated from other organizations. Users can only access data belonging to their organization, subject to their role permissions.

We implement technical and organizational measures to maintain this isolation and prevent unauthorized cross-organization data access.

8. Payment and Billing

8.1 Subscription Plans

FleetWorkflow may offer various subscription plans with different features and pricing. Details of available plans will be provided on our website or within the application.

8.2 Billing

• Subscription fees are billed in advance on a monthly or annual basis
• All fees are non-refundable unless otherwise stated
• We reserve the right to change pricing with 30 days' notice
• Failure to pay may result in service suspension or termination

8.3 Free Trial

We may offer a free trial period. At the end of the trial, you will be automatically charged unless you cancel before the trial expires.

9. Intellectual Property Rights

The Service, including its design, features, source code, trademarks, and all related intellectual property, is owned by FleetWorkflow and protected by copyright, trademark, and other intellectual property laws.

You may not copy, modify, distribute, sell, or lease any part of our Service without our express written permission.

10. Service Availability and Support

10.1 Uptime

While we strive to provide continuous service availability, we do not guarantee uninterrupted access. The Service may be unavailable due to:

• Scheduled maintenance (we will provide advance notice when possible)
• Emergency maintenance or security updates
• Technical difficulties or infrastructure issues
• Third-party service provider outages

10.2 Updates and Changes

We reserve the right to modify, update, or discontinue features of the Service at any time. We will make reasonable efforts to notify you of significant changes that may affect your use of the Service.

11. Termination

11.1 Termination by You

You may terminate your account at any time through your account settings or by contacting us. Upon termination:

• Your access to the Service will cease
• We may delete your data after a reasonable grace period
• You remain responsible for any outstanding fees

11.2 Termination by Us

We may suspend or terminate your access if:

• You violate these Terms
• Your account is inactive for an extended period
• You fail to pay applicable fees
• We are required to do so by law
• Continued provision of Service creates risk or legal liability

12. Disclaimers and Limitations

12.1 "AS IS" Service

THE SERVICE IS PROVIDED "AS IS" AND "AS AVAILABLE" WITHOUT WARRANTIES OF ANY KIND, EITHER EXPRESS OR IMPLIED, INCLUDING BUT NOT LIMITED TO IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, OR NON-INFRINGEMENT.

12.2 Limitation of Liability

TO THE MAXIMUM EXTENT PERMITTED BY LAW, FLEETWORKFLOW SHALL NOT BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, OR ANY LOSS OF PROFITS OR REVENUES, WHETHER INCURRED DIRECTLY OR INDIRECTLY, OR ANY LOSS OF DATA, USE, GOODWILL, OR OTHER INTANGIBLE LOSSES.

Our total liability for any claim arising from these Terms or the Service shall not exceed the amount you paid us in the 12 months preceding the claim.

13. Indemnification

You agree to indemnify and hold harmless FleetWorkflow, its affiliates, and their respective officers, directors, employees, and agents from any claims, damages, losses, liabilities, and expenses (including legal fees) arising from:

• Your use of the Service
• Your violation of these Terms
• Your violation of any third-party rights
• Your Data or any content you submit

14. Dispute Resolution and Governing Law

14.1 Governing Law

These Terms shall be governed by and construed in accordance with applicable laws, without regard to conflict of law provisions.

14.2 Dispute Resolution

Any dispute arising from these Terms or the Service should first be addressed through good faith negotiations. If a resolution cannot be reached, disputes may be subject to binding arbitration or legal proceedings as permitted by applicable law.

15. General Provisions

15.1 Entire Agreement

These Terms, together with our Privacy Policy, constitute the entire agreement between you and FleetWorkflow regarding the Service.

15.2 Severability

If any provision of these Terms is found to be unenforceable, the remaining provisions will continue in full force and effect.

15.3 Waiver

Our failure to enforce any provision of these Terms shall not be deemed a waiver of that provision or our right to enforce it in the future.

15.4 Assignment

You may not assign or transfer these Terms or your rights under them without our prior written consent. We may assign these Terms without restriction.

15.5 Force Majeure

We shall not be liable for any failure or delay in performance due to causes beyond our reasonable control, including but not limited to acts of God, natural disasters, war, terrorism, labor disputes, or governmental actions.

16. Changes to These Terms

We reserve the right to modify these Terms at any time. We will notify you of material changes by:

• Posting the updated Terms on this page
• Updating the "Last updated" date
• Sending you an email notification (for significant changes)

Your continued use of the Service after changes become effective constitutes your acceptance of the revised Terms.

17. Contact Information

If you have any questions about these Terms, please contact your organization administrator or reach out through the contact information provided in your account settings.