Legal
Terms of service
Last updated April 2026
1. Acceptance
By accessing or using FleetMark ("the Service"), you agree to these terms. If you are using the Service on behalf of an organisation, you confirm you have authority to bind that organisation. If you do not agree, do not use the Service.
2. The Service
FleetMark is a web-based platform for UK fleet operators, hire companies, and leasing firms. The Service includes walkaround checklists, damage diagrams, photo capture, driver signatures, GPS stamping, and branded PDF record generation.
FleetMark is delivered as a progressive web application. No native app download is required.
3. Accounts
You must register with a valid email. You are responsible for keeping your credentials confidential and for all activity under your account. Notify us immediately of any unauthorised use.
Organisation administrators can invite team members. Administrators are responsible for managing access within their organisation.
4. Acceptable use
You agree to use the Service only for its intended purpose, and to:
- Provide accurate vehicle and record data.
- Not attempt to access another organisation's data.
- Not reverse-engineer, copy, or redistribute the platform.
- Not use the Service for any unlawful purpose.
- Not interfere with or disrupt the Service or its infrastructure.
5. Intellectual property
The FleetMark platform — design, code, diagrams, and branding — belongs to FleetMark. You may not copy, modify, or redistribute any part of it without written permission.
You retain full ownership of your data: records, photos, and anything you submit through the Service.
6. Data and records
Your record data belongs to you. We store it securely to run the Service. Submitted records are sealed on submission — locked so they can't be edited or backdated — to maintain an auditable trail. You can export your data at any time.
See our privacy notice for how we handle your data.
7. Data ownership & continuity
Your data is yours. You own every record, photo, signature, and PDF created through the Service. We act only as the custodian that stores and processes it on your behalf to run the Service.
You can export everything — all records and their PDFs — in one click, at any time, for as long as you have an account. No export fee, no notice period, no lock-in.
We retain your records for a minimum of 15 months while your account is active, so your audit trail covers the DVSA window. We will not delete in-window records without your instruction.
Continuity: if FleetMark ever ceases trading, we commit to giving you at least 90 days' written notice and continued access to export and retrieve all of your records and PDFs before any data is removed. Where possible we will provide your records in a portable format you can take elsewhere.
8. Payment
The FleetMark core — daily walkaround checks, defect reporting, photo evidence, locked audit-ready records, key-date reminders and full exports — is free of charge for every fleet, as set out in our Free Forever Pledge. No card details are required to use it.
Optional paid extras (the Driver Hub, billed per vehicle per month, and decal orders) are priced on our pricing page and billed via Stripe. You can cancel a Hub subscription any time; it ends at the next billing date. No refunds for partial months.
Any price for an optional extra will be published on our pricing page before it applies, and we will give at least 30 days' notice before changing pricing for existing customers.
9. Liability
The Service is provided "as is" and "as available", without warranties of any kind, express or implied. To the fullest extent permitted by law, FleetMark is not liable for any indirect, incidental, special, consequential, or punitive damages, or any loss of data, profits, or business opportunities arising from your use of the Service.
Our total liability for any claim related to the Service shall not exceed the amount you paid us in the 12 months preceding the claim.
10. Termination
Either party may terminate this agreement at any time. You can close your account through settings or by contacting us. We may suspend or terminate your account for a breach of these terms.
On termination you may request an export. We retain your data for a reasonable period to allow retrieval, after which it is deleted per our privacy policy.
10a. Data Processing Terms
Where FleetMark processes personal data on your behalf (driver rosters, checks, defects and driver files), our Data Processing Terms form part of this agreement and prevail for processing matters.
10b. Decal orders (physical goods)
Decal prices, postage and any delivery estimates are shown at checkout. Your statutory rights for physical goods are unaffected. [SOLICITOR: returns/cancellation wording for physical goods.]
10c. Driver Hub subscription
The Driver Hub is billed per vehicle per month at the price published on our pricing page, with no minimum term. You can cancel in-app at any time; Hub features end at the period close and all historical data remains viewable and exportable, free. [SOLICITOR: subscription terms wording.]
11. Changes
We may update these terms. Material changes will be flagged at least 30 days before taking effect, by email or notice within the Service. Continued use after the change takes effect constitutes acceptance.
12. Governing law
These terms are governed by the laws of England and Wales. Any disputes are subject to the exclusive jurisdiction of the courts of England and Wales.