Terms of Service

These Terms of Service (the “Terms”) are a binding agreement between you, or the organisation you act for (“you”, “your”), and Oxus Technologies Limited: a company registered in Ireland under company number 818468, with its registered office at Greenhills Road, Dublin 12, D12 DX80, Ireland (“we”, “us”, “our”). They govern your use of FleetMain, our fleet compliance service, including the website, the web application and the emails it sends.

By creating an account, or by using FleetMain under an account someone else has invited you to, you accept these Terms. If you are accepting on behalf of a business, you confirm you are authorised to bind that business, and “you” means that business.

Our Privacy Policy and Cookie Policy form part of this agreement.

FleetMain is a record-keeping and reminder tool. You enter your vehicles, drivers and compliance dates, Motor Tax, NCT, CVRT, MOT, insurance, operator and SPSV licences, tachograph calibration, safety inspections, driver licences, CPC, tachograph cards and ADR, and we show you their status and email you before they expire.

We may add, change or withdraw features. Where a change materially reduces the functionality of a paid plan you are on, we will give you reasonable notice by email and you may cancel.

You must be at least 18 and give accurate registration details. You are responsible for everything done under your account and for keeping your login credentials secret. Tell us at info@oxus.ie as soon as you suspect unauthorised access.

FleetMain is intended for business use. If you are using it as a consumer rather than in the course of a business, nothing in these Terms removes or limits your statutory consumer rights under Irish or EU law.

On plans that include team seats, the subscriber is the account owner, and the fleet's data belongs to that account rather than to any individual user. The owner may invite colleagues as an admin, member or viewer. Viewers can read but not change data; admins and members can edit; only the owner controls the subscription, billing and account-wide settings.

• The owner is responsible for everyone they invite, for what those people do in the account, and for removing access when someone leaves.
• Each plan has a seat limit. Inviting people beyond that limit requires an upgrade.
• One person may belong to several accounts and switch between them. What they can see and do is always determined by their role in the account they are currently working in.
• If a membership is removed, that person immediately loses access to the account's data. Data they entered stays with the account.

You keep ownership of everything you put into FleetMain. You grant us only the licence needed to host, process, back up and display it in order to run the service for you, and to send the alerts and notifications you have configured.

Where your records include personal data about other people, most obviously your drivers, and anyone you assign or rent a vehicle to, you are the data controller and we act as your processor. That split matters, and it puts real obligations on you:

• You must have a lawful basis for holding your drivers' details, licence numbers and expiry dates, and you must tell them you hold them.
• Where you use the feature that emails a driver about a vehicle assignment, you are instructing us to send that email on your behalf.
• You must not upload special category data (health, biometric or similar) about any person. FleetMain is not designed to hold it.
• We process that personal data only on your documented instructions, which for these purposes means these Terms and your use of the product's features.

Our Privacy Policy sets out our processing commitments, the sub-processors we use, and how we handle a request from one of your drivers. Customer data is stored in Ireland (AWS eu-west-1).

Each plan includes a maximum number of vehicles and, where applicable, team seats. When you reach your vehicle limit you will not be able to add more vehicles until you upgrade or remove some.

Enterprise plans are governed by these Terms together with the order form or written agreement covering that plan; where the two conflict, that agreement takes precedence.

We offer a 14-day free trial of our paid plans. No card is required to start one, and a trial does not convert into a paid subscription on its own, nothing is charged unless you choose to subscribe.

One trial per account. When a trial ends without a subscription, the account reverts to the Free plan and its one-vehicle limit. Again, nothing is deleted: every vehicle, driver and record you added during the trial stays in the account, and full access to them returns the moment you subscribe.

Subscription fees are shown on our pricing page and are charged in euro, in advance, through our payment processor Stripe. Prices displayed include any applicable VAT: nothing further is added at checkout, and every invoice shows the VAT included in the price. A business customer can add its VAT number at checkout so that it appears on the invoice.

• Monthly plans renew automatically each month until cancelled.
• Annual plans are charged for 10 months and run for twelve, and renew automatically each year until cancelled.
• Changing plan takes effect immediately and is worked out pro rata. On an upgrade you pay the difference for the rest of the current period straight away. On a downgrade, the unused part of what you paid is kept as a credit on your account and used against your next invoices.
• Failed payments are retried automatically. If a payment remains unpaid, we may downgrade the account to Free or suspend access until it is settled.

We may change our prices. Existing subscribers will get at least 30 days' notice by email before a change applies to them, and may cancel before it takes effect.

You can cancel at any time from the Billing page in your account. Cancellation takes effect at the end of the period you have already paid for, whether that is a month or a year. You keep full access until then, after which the account moves to the Free plan and you are not charged again.

As with every other change of plan, cancelling never deletes anything. Your vehicles, drivers and records stay in the account and are available again if you resubscribe.

Subscriptions are paid in advance. Because you can cancel at any time and keep access to the end of the period, we do not refund part of a monthly or annual period that has already started, including after a cancellation or a downgrade, except in the cases below or where the law requires it.

We will refund a charge in full if:

• you were charged twice for the same period, or charged in error;
• you were charged after your cancellation had already taken effect;
• we materially failed to provide the service for the period you paid for, and could not put it right.

A free trial is never charged, so there is nothing to refund. Credit left on your account after a downgrade is applied to your next invoices rather than paid out.

Consumers. If you subscribed as a consumer rather than for your business, you may withdraw within 14 days of subscribing by telling us at info@oxus.ie. Because the service starts straight away at your request, we refund what you paid minus a proportionate amount for the days you had access, within 14 days of hearing from you.

How to ask. Email info@oxus.ie with the email address on the account and the invoice number. Approved refunds go back to the payment method you paid with, include the VAT charged on the refunded amount, and come with a credit note. Your bank may take 5 to 10 working days to show the money. If something has gone wrong, please talk to us before raising a dispute with your bank: we would rather sort it out directly.

You agree not to:

• use FleetMain for anything unlawful, or to hold data you have no right to hold;
• enter vehicle, driver or compliance information you know to be false, or use the service to create a misleading record of compliance;
• resell, sublicense, white-label or provide the service to third parties, except under an Enterprise agreement that permits it;
• probe, scan, overload or attempt to circumvent any security, authentication, rate limit or plan limit;
• scrape the service, or access it by automated means other than an interface we have provided for that purpose;
• upload malicious code, or anything that infringes someone else's intellectual property.

When you enter a registration number, we can retrieve vehicle details such as make, model, year and VIN from a third-party data provider. That data comes from outside our control: it can be incomplete, out of date or simply unavailable, and a field may come back as unknown. Check anything you rely on against the vehicle's own documents.

Each lookup costs us money, so the feature is available on the paid plans only, with a monthly allowance set by your plan. Repeat lookups of a registration we have already retrieved do not count towards it. Automated, bulk or speculative lookups, including lookups of vehicles that are not yours, are not permitted, and we may restrict or withdraw the feature from an account that abuses it.

We aim to send reminders ahead of each expiry date you have entered, and recurring reminders for items already lapsed. But email delivery depends on your mail provider, your spam filters, the addresses you entered and services outside our control, and no reminder system can be relied on absolutely.

An alert not arriving, arriving late, or arriving with the wrong information does not transfer any responsibility to us. You must not treat FleetMain as your only safeguard against a fine, a penalty, an invalid insurance policy, a failed roadside check or a prosecution. Keep your own checks in place.

Alerts are sent to the account owner and to team members whose role receives them. You are responsible for keeping those addresses current.

We work to keep FleetMain available and to run the daily alert job reliably, but we do not commit to a specific uptime figure on our standard plans, and the service may be unavailable during maintenance or because of a failure at one of our providers. Uptime commitments are available under an Enterprise agreement.

Support is provided by email at info@oxus.ie during Irish business hours. Fleet Pro and Enterprise plans receive priority.

FleetMain, its software, design, branding and content are owned by Oxus Technologies Limited and protected by intellectual property law. We grant you a non-exclusive, non-transferable right to use the service under these Terms for as long as your account is in good standing. Nothing more is transferred to you.

You may not copy, decompile or reverse-engineer the service, or use our name or branding without written permission.

If you send us feedback or a feature suggestion, we may use it freely and without obligation to you. We will never publish your data or identify you as a customer without your consent.

You may stop using FleetMain at any time, and ask us at info@oxus.ie to delete your account. We may suspend or terminate an account that materially breaches these Terms, that has not paid, or whose use threatens the security or stability of the service. Except where the breach is serious or unlawful, we will give you notice and a chance to fix it first.

After termination we keep your data for 30 days so you can export it, then delete it. Export your records before then if you need them. Billing records are kept longer where tax law requires it, see the Privacy Policy.

To the fullest extent the law allows, FleetMain is provided “as is”. We do not warrant that it will be uninterrupted or error-free, that alerts will always be delivered, that third-party data will be accurate, or that using it will prevent any fine, penalty, claim or enforcement action. We exclude all implied warranties except those that cannot lawfully be excluded.

Nothing in these Terms limits our liability for death or personal injury caused by our negligence, for fraud or fraudulent misrepresentation, or for anything else that cannot be limited under Irish law, including a consumer's statutory rights.

Subject to that, and to the fullest extent permitted by law:

• we are not liable for indirect or consequential loss, or for loss of profit, revenue, business, goodwill or anticipated savings;
• we are not liable for fines, penalty points, prosecutions, uninsured losses, impounded vehicles or other consequences of a vehicle or driver not being compliant, however that came about;
• our total aggregate liability arising out of or in connection with these Terms is capped at the total fees you paid us in the twelve months before the event giving rise to the claim, or €100 where you paid us nothing.

You will indemnify us against claims, losses and reasonable costs arising from your breach of these Terms, from data you put into FleetMain that you had no right to hold, or from your failure to meet your own obligations as data controller for the personal data you store with us.

We may update these Terms as the product and the law change. The “last updated” date at the top always reflects the current version. For material changes we will email account owners at least 30 days before they take effect; continuing to use FleetMain after that date means you accept the revised Terms, and if you do not, you may cancel.

• Entire agreement: these Terms, with the Privacy and Cookie Policies and any Enterprise order form, are the whole agreement between us on this subject.
• Severability: if a clause is held unenforceable, the rest continues to apply.
• No waiver: not enforcing a right straight away does not waive it.
• Assignment: you may not assign these Terms without our consent. We may assign them to a successor of our business, on notice to you.
• Force majeure: neither party is liable for a failure caused by events genuinely outside its reasonable control.

These Terms and any dispute arising from them are governed by the laws of Ireland, and the courts of Ireland have exclusive jurisdiction. If you are a consumer resident elsewhere in the EU, you keep the protection of the mandatory laws of your country of residence.

Legal and contractual questions: info@oxus.ie
Data protection: info@oxus.ie
Everything else: info@oxus.ie or our contact page.

Oxus Technologies Limited · Company no. 818468 · Registered office: Greenhills Road, Dublin 12, D12 DX80, Ireland

You can also read our Privacy Policy and Cookie Policy, or find the Irish Data Protection Commission at dataprotection.ie.