Terms of Service

These Terms of Service (“Terms”) govern your access to and use of FleetRun, an operations platform for coach, bus and minibus hire operators provided by SoftIndex(“FleetRun”, “we”, “us”, “our”). By creating an account or using the Service you agree to these Terms. If you are agreeing on behalf of a business, you confirm you have authority to bind that business.

1. The Service

FleetRun is a multi-tenant software-as-a-service platform comprising a web dashboard and a driver mobile app. It provides tools for quoting, dispatch, live vehicle and driver tracking, customer management, driver-hours and compliance workflows, messaging, payments and reporting. Features may evolve over time, and some (such as hours-aware planning) may be offered as Beta functionality provided “as is”.

2. Accounts

• You must provide accurate registration details and keep them up to date.
• You are responsible for maintaining the confidentiality of your login credentials and for all activity under your account.
• The account owner is responsible for the staff, dispatchers and drivers they invite, and for managing their access.
• You must notify us promptly of any unauthorised use of your account.

3. Free trial & billing

• FleetRun is offered on a subscription basis, billed per vehicle on your plan.
• We offer a 7-day free trial. You will not be charged during the trial and may cancel at any time before it ends.
• Subscription payments and card processing are handled by Stripe. By subscribing you authorise recurring charges to your chosen payment method.
• Fees are billed in advance for each billing period and, except where required by law, are non-refundable.
• Adding or removing vehicles adjusts your subscription quantity and may be prorated.
• If payment fails, we may suspend or restrict access after a grace period. We may retain live jobs and the driver app during a grace period as described in-product.
• We may change pricing on reasonable notice; changes take effect at your next renewal.

4. Operator responsibilities

FleetRun is a tool that supports your operation. You remain fully responsible for how you run your business, including:

• The accuracy and lawfulness of all data you enter, including your customers’ personal data. As between you and FleetRun, you are the data controllerof your customer data and are responsible for having a lawful basis to process it and for responding to your customers’ privacy requests. FleetRun processes that data on your behalf as your processor.
• Meeting your own legal, licensing and regulatory obligations, including operator licensing, insurance, vehicle roadworthiness, and DVSA / driver-hours and tachograph rules. FleetRun provides compliance tools and alerts to assist you, but does not replace your legal duties or professional judgement, and does not guarantee compliance.
• Obtaining any consents or notices needed to track driver location and to share tracking links with customers.
• Ensuring your drivers use the driver app safely and in accordance with the law — never interacting with a device while driving.

5. Acceptable use

You agree not to:

• Use the Service unlawfully or for any unlawful, harmful or fraudulent purpose;
• Upload malicious code, or attempt to gain unauthorised access to the Service or other tenants’ data;
• Reverse engineer, resell, or copy the Service except as permitted by law;
• Interfere with or disrupt the integrity or performance of the Service;
• Use the Service to infringe others’ rights or to store or transmit content you are not permitted to.

6. Your content & data

You retain all rights in the data and content you submit to FleetRun. You grant us a limited licence to host, process and display that content solely to provide and improve the Service. Our handling of personal data is described in our Privacy Policy.

7. Intellectual property

FleetRun, its software, design, trademarks and content are owned by SoftIndex and its licensors. Except for the rights expressly granted to you, no rights are transferred.

8. Third-party services

The Service integrates third-party providers (including Stripe, Supabase, Mapbox, Resend, PostHog and Sentry). Your use of features that rely on those providers may be subject to their terms, and we are not responsible for third-party services.

9. Availability & support

We aim to keep the Service available and reliable but do not guarantee uninterrupted or error-free operation. We may perform maintenance, and may modify or discontinue features. Beta features are provided without warranty and may change or be withdrawn.

10. Disclaimers

To the maximum extent permitted by law, the Service is provided “as is” and “as available” without warranties of any kind, whether express or implied, including fitness for a particular purpose. FleetRun does not warrant that its compliance tools, routing, pricing estimates or driver-hours calculations are error-free or sufficient to meet your legal obligations.

11. Limitation of liability

Nothing in these Terms limits liability that cannot be limited by law (such as for death or personal injury caused by negligence, or fraud). Subject to that, to the maximum extent permitted by law:

• We are not liable for indirect, incidental, special or consequential loss, or for loss of profits, revenue, goodwill or data.
• Our total aggregate liability arising out of or relating to the Service in any 12-month period is limited to the fees you paid to us for the Service in that period.

12. Indemnity

You agree to indemnify and hold FleetRun harmless from claims arising out of your use of the Service in breach of these Terms or in violation of law or the rights of a third party, including claims relating to the data you process through the Service.

13. Suspension & termination

• You may cancel your subscription at any time; cancellation takes effect at the end of the current billing period.
• We may suspend or terminate access for non-payment, breach of these Terms, or to protect the Service or other users.
• On termination, your right to use the Service ends. You can delete your account and data as described on the Delete your account page. Some records may be retained where required by law.

14. Changes to these Terms

We may update these Terms from time to time. When we make material changes we will update the “Last updated” date and, where appropriate, notify account holders. Your continued use of the Service after changes take effect constitutes acceptance.

15. Governing law

These Terms are governed by the laws of England and Wales, and the courts of England and Wales have exclusive jurisdiction, without prejudice to any mandatory consumer or data-protection rights you may have in your country of residence.

16. Contact

Questions about these Terms? Contact us at privacy@softindex.co.uk. SoftIndex is based in the United Kingdom (softindex.co.uk).