Terms of Service

1. About us

FleetFlow ("FleetFlow", "the Service", "the Platform") is a software-as-a-service fleet management product powered by NovaStack. The Service is provided by FORGEAI STUDIO LTD, a company registered in England and Wales and trading as "NovaStack" ("we", "us", "our"). References to "you" or "your" mean the individual or organisation that registers for, accesses or uses the Service.

You can contact us at any time at support@fleetflowtech.com.

2. Acceptance of these terms

These Terms of Service (the "Terms") form a legally binding agreement between you and FORGEAI STUDIO LTD. By creating an account, starting a free trial, subscribing to a plan, or otherwise accessing or using the Service, you confirm that you have read, understood and agree to be bound by these Terms and by any documents referenced in them, including our Privacy Policy and Acceptable Use Policy.

If you are entering into these Terms on behalf of a company or other legal entity, you represent that you have the authority to bind that entity to these Terms. If you do not agree with these Terms, you must not use the Service.

3. Service description

FleetFlow is a cloud-based platform that helps operators manage vehicles, drivers, bookings, maintenance, compliance records and related operational data. The Service is provided on a subscription basis and is accessed through a web browser. We may add, modify or remove features over time as the Service evolves.

The Service is intended for business use. It is not designed for, and must not be relied upon as, a substitute for professional legal, regulatory, safety or compliance advice. You remain responsible for meeting your own legal and regulatory obligations, including those relating to vehicle operation and licensing.

4. Accounts and eligibility

To use the Service you must register for an account and provide accurate, current and complete information. You must be at least 18 years old and capable of forming a binding contract. You are responsible for maintaining the confidentiality of your account credentials and for all activity that occurs under your account.

You must notify us promptly at support@fleetflowtech.com if you become aware of any unauthorised use of your account or any other breach of security. We are not liable for any loss arising from your failure to safeguard your credentials.

5. Subscriptions, fees and billing

The Service is offered under the following subscription plans, billed monthly in advance in pounds sterling (GBP):

• Core — £99 per month
• Professional — £149 per month
• Fleet — £229 per month
• PCO — £299 per month

Unless stated otherwise, all fees are exclusive of value added tax (VAT) and any other applicable taxes, which will be added where required. Subscriptions renew automatically each month until cancelled. We may change our prices from time to time; where we do, we will give you reasonable advance notice, and any change will take effect from your next billing cycle.

6. Free trial

We offer a 7-day free trial that permits you to manage up to 2 vehicles. The free trial is provided to allow you to evaluate the Service. We may require valid payment details to start a trial. Unless you cancel before the end of the trial period, your subscription will automatically convert to a paid plan and you will be charged the fee for the plan you selected. We reserve the right to determine eligibility for free trials and to withdraw or modify a trial offer at any time.

7. Payments (Stripe)

Payments are processed on our behalf by Stripe, our third-party payment provider. By submitting payment details, you authorise us (acting through Stripe) to charge the applicable subscription fees to your chosen payment method on a recurring basis. Your use of Stripe's services is subject to Stripe's own terms and privacy policy.

We do not store full payment card numbers on our systems; card data is handled directly by Stripe in accordance with applicable payment-card security standards. If a payment fails, we may retry the charge and may suspend or restrict access to the Service until payment is received.

8. Cancellation

You may cancel your subscription at any time from within your account settings or by contacting support@fleetflowtech.com. Cancellation takes effect at the end of your current billing period. You will retain access to the Service until the end of the period for which you have already paid, after which your subscription will not renew.

9. Acceptable use

You must use the Service lawfully and responsibly. Among other things, you must not misuse the Service, attempt to gain unauthorised access, interfere with its operation, upload unlawful or infringing content, resell access without our written permission, or use it to harm others. A full description of prohibited conduct is set out in our Acceptable Use Policy, which forms part of these Terms. We may suspend or terminate access where we reasonably believe the Acceptable Use Policy has been breached.

10. Intellectual property

The Service, including all software, design, text, graphics, trade marks and other materials (excluding your data), is owned by or licensed to FORGEAI STUDIO LTD and is protected by intellectual property laws. We grant you a limited, non-exclusive, non-transferable, revocable licence to access and use the Service for your internal business purposes during your subscription, subject to these Terms.

You must not copy, modify, distribute, sell, reverse engineer or create derivative works from any part of the Service except to the extent permitted by law. All rights not expressly granted to you are reserved.

11. Customer data and your responsibilities

You retain all rights in the data you and your users enter into or upload to the Service, including vehicle, driver, customer, booking and operational records ("Customer Data"). You grant us a licence to host, process and use Customer Data only as necessary to provide and support the Service and as described in our Privacy Policy.

You are responsible for the accuracy, quality and legality of Customer Data and for ensuring you have the necessary rights and lawful bases to provide it to us. Where we process personal data on your behalf, that processing is governed by our Data Processing Agreement.

12. Service availability and support

We aim to keep the Service available and reliable, but we do not guarantee that it will be uninterrupted, error-free or always available. The Service may be unavailable from time to time for scheduled maintenance, updates, or reasons beyond our reasonable control. We will use reasonable efforts to minimise disruption and to provide support to subscribers via support@fleetflowtech.com.

13. Changes to the Service

We may improve, change or discontinue features of the Service at any time. Where a change materially reduces the core functionality of a paid plan, we will give you reasonable notice. Continued use of the Service after a change takes effect constitutes acceptance of the change.

14. Warranty disclaimer

To the fullest extent permitted by law, the Service is provided "as is" and "as available" without warranties of any kind, whether express or implied, including any implied warranties of satisfactory quality, fitness for a particular purpose and non-infringement. We do not warrant that the Service will meet your requirements or that any results obtained from it will be accurate or reliable. Nothing in this clause affects statutory rights that cannot be excluded under applicable law.

15. Limitation of liability

Nothing in these Terms limits or excludes our liability for death or personal injury caused by our negligence, for fraud or fraudulent misrepresentation, or for any other liability that cannot lawfully be limited or excluded.

Subject to the paragraph above, and to the fullest extent permitted by law: (a) we will not be liable for any loss of profits, loss of business, loss of anticipated savings, loss of goodwill, loss of data, or any indirect or consequential loss; and (b) our total aggregate liability arising out of or in connection with these Terms and the Service, whether in contract, tort (including negligence) or otherwise, will not exceed the total fees paid by you to us for the Service in the twelve (12) months immediately preceding the event giving rise to the claim.

16. Indemnity

You agree to indemnify and hold harmless FORGEAI STUDIO LTD, its officers, employees and agents against any losses, damages, liabilities, costs and expenses (including reasonable legal fees) arising out of or in connection with your breach of these Terms, your misuse of the Service, or your Customer Data infringing the rights of any third party or breaching any applicable law.

17. Termination and suspension

You may terminate these Terms by cancelling your subscription and ceasing to use the Service. We may suspend or terminate your access to the Service, in whole or in part, if you materially breach these Terms (including non-payment), if required by law, or if we reasonably consider it necessary to protect the Service or other users. Where practicable we will give notice before suspension or termination.

On termination, your right to use the Service ends. We may delete Customer Data in accordance with our retention practices described in our Privacy Policy. You are encouraged to export your data before your subscription ends.

18. Refunds

Except where required by law, subscription fees are generally non-refundable. Any refunds we do offer are governed by our Refund Policy.

19. Governing law and jurisdiction

These Terms and any dispute or claim arising out of or in connection with them (including non-contractual disputes or claims) are governed by and construed in accordance with the laws of England and Wales. The courts of England and Wales have exclusive jurisdiction to settle any such dispute or claim.

20. Changes to these terms

We may update these Terms from time to time. Where changes are material, we will give you reasonable notice, for example by email or via the Service. The "Last updated" date at the top of this page indicates when these Terms were last revised. Your continued use of the Service after changes take effect constitutes acceptance of the revised Terms.

21. Contact

If you have any questions about these Terms, please contact us at support@fleetflowtech.com.