Terms of Service

These Terms of Service ("Terms") govern access to and use of FleetPro UK — the fleet compliance software product operated by Operator Labs Ltd ("Operator Labs", "we", "us"). FleetPro UK is a product of Operator Labs Ltd and is not a separate company.

By creating an organisation account, accepting an invitation, using the website at www.fleetprouk.co.uk, or using the FleetPro UK web or mobile applications, you agree to these Terms on behalf of yourself and, where applicable, the organisation you represent ("Customer", "you").

1. The service

FleetPro UK provides software tools for UK transport and workshop operators, which may include fleet and driver compliance records, walkaround and inspection workflows, defect and maintenance tracking, tachograph file review, licence-check integrations, messaging, reporting and related features depending on your subscription plan.

We may improve, change or discontinue features with reasonable notice where practicable. Material reductions to paid functionality will be handled in line with your commercial agreement or plan description.

2. Accounts and authorised users

You must provide accurate organisation and user information and keep it up to date.
You are responsible for accounts issued to your staff and for their use of the service, including role permissions you assign.
Keep credentials confidential. Notify us promptly at support@fleetprouk.co.uk if you suspect unauthorised access.
You must not attempt to access another organisation's data, probe or bypass security controls, or use the service for unlawful purposes.

3. Customer data and roles

Content and records you or your users enter into FleetPro UK ("Customer Data") remain yours. You grant Operator Labs a limited licence to host, process and display Customer Data solely to provide and secure the service, comply with law, and act on your documented instructions.

For workforce and operational personal data about your drivers and staff, you are typically the data controller and Operator Labs acts as data processor. Our Data Processing Agreement forms part of these Terms where UK GDPR requires a processor contract. Our Privacy Policy explains how we handle personal data.

4. Customer responsibilities

You are responsible for:

Ensuring you have a lawful basis and any required consents or authorities (including DVLA driver consent where you use Access to Driver Data) before processing personal data in FleetPro UK.
Configuring users, depots and integrations correctly and reviewing compliance outputs for your own operational decisions.
Retaining records as required by transport law and your own policies where FleetPro UK does not automatically delete them.
Complying with DVLA, DVSA and other third-party terms that apply to integrations you enable.

5. Subscriptions, billing and trials

Paid plans, allowances (for example licence-check credits), and add-ons are described in your order, checkout, or plan documentation. Fees are charged via our payment provider (Stripe) where billing is enabled. Unless stated otherwise, subscriptions renew until cancelled in accordance with your plan terms.

Trial or testing access may be limited in duration or features and may be withdrawn. We may suspend access for non-payment after reasonable notice where practicable.

6. Acceptable use

You must not:

Upload malware, unlawful content, or data you are not entitled to process.
Resell or provide the service to third parties except as expressly agreed.
Reverse engineer the software except to the extent permitted by mandatory law.
Overload or disrupt the service, or use automated scraping except via documented APIs we provide to you.

7. Intellectual property

Operator Labs and its licensors own FleetPro UK, including software, branding, documentation and look-and-feel. These Terms do not transfer ownership of our IP to you. Feedback you provide may be used to improve the product without obligation to you.

8. Third-party services

The service may connect to third parties you enable (for example DVLA, DVSA, FreeAgent, GPS providers). Those services are subject to their own terms. We are not responsible for third-party outages, data accuracy from those providers, or their processing beyond our obligations as your processor where applicable.

9. Confidentiality

Each party must keep the other's confidential information secure and use it only for performing under these Terms, except where disclosure is required by law or to professional advisers under confidentiality, or the information is public other than through breach.

10. Security

We implement technical and organisational measures appropriate to the nature of the service, as described in our Information Security Policy. You are responsible for securing your devices, networks and user credentials.

11. Warranties and disclaimer

We will provide the service with reasonable skill and care. Except as expressly stated, the service is provided "as is" and "as available". We do not warrant uninterrupted or error-free operation, or that the service alone will ensure your compliance with DVSA, DVLA or other regulatory obligations — you remain responsible for your legal compliance as an operator.

12. Liability

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

Subject to the above, neither party is liable for indirect or consequential loss, loss of profits, or loss of data (except where caused by our breach of data-protection obligations as processor), and each party's total aggregate liability under these Terms in any 12-month period is limited to the fees paid or payable by you to Operator Labs for FleetPro UK in that period (or £1,000 if no fees were paid).

13. Suspension and termination

Either party may terminate for material breach if not remedied within 30 days of written notice (or immediately for irreparable breach). We may suspend access to protect the service, other customers, or to address security or legal risk.

On termination, your right to access the service ends. We will make Customer Data available for export for a reasonable period on request where technically feasible, then delete or anonymise it in line with our retention procedures and the Data Processing Agreement, unless law requires longer retention.

14. Changes

We may update these Terms by posting a revised version with a new "Last updated" date. Material changes affecting paid customers will be notified by email or in-product notice where practicable. Continued use after the effective date constitutes acceptance, except where mandatory law requires express consent.

15. Governing law

These Terms are governed by the laws of England and Wales. The courts of England and Wales have exclusive jurisdiction, except that we may seek injunctive relief in any jurisdiction to protect our IP or confidential information.

16. Contact

Questions about these Terms: support@fleetprouk.co.uk.

Operator Labs Ltd is a company registered in England and Wales, company number 17485447. Registered office: 71-75 Shelton Street, Covent Garden, London, WC2H 9JQ.