Terms of Service
Last Updated: Sep 08, 2026
1. Agreement to Terms & Eligibility
Welcome to FuelaFleet (“we,” “our,” “us,” “Provider”). These Terms of Service (“Terms”) constitute a legally binding agreement between you and the Provider governing your access to and use of the FuelaFleet application (the “Service”). The Service is primarily intended for business and professional use (B2B).
By registering for an account, purchasing a subscription, or otherwise using the Service, you (“Customer,” “User”) confirm that you have the legal capacity and authority — on your own behalf or on behalf of the business you represent — to enter into this agreement, and you agree to be bound by these Terms.
This document is the current, legally binding version of our Terms of Service. The most up-to-date version is always published at fuelafleet.com/terms-of-use; current subscription pricing and plan details are published on our website and incorporated into these Terms by reference. If a future version published on our website conflicts with a copy you hold, the version published on our website controls, subject to the notice requirements in Section 19 (Changes to These Terms).
2. Description of Service & PWA Access
FuelaFleet is a cloud-based fleet management Software-as-a-Service (SaaS) designed for businesses to track vehicles, logbooks, fuel receipts, vehicle maintenance and driver activity. The Service is accessible via modern web browsers and can be installed directly to user devices as a Progressive Web App (PWA).
3. Account Registration & Roles
3.1 Admin/Business Accounts: The business owner or administrator is responsible for paying subscription fees and managing the fleet workspace.
3.2 Driver Roles: Admins may invite employees (“Drivers”) to the workspace. Before a Driver can access the workspace, they must accept these Terms and confirm they have read our Privacy Policy. The Admin remains entirely responsible for the conduct of their Drivers and for ensuring there is a valid legal basis — including, where required by applicable employment or data protection law, informing or obtaining consent from Drivers — to track their data using the Service.
3.3 Security: You are responsible for maintaining the confidentiality of your login credentials. We are not liable for unauthorized access caused by user negligence.
4. Subscriptions, Payments & Digital Billing
4.1 Where to find prices: Current subscription plans and pricing are available on our official website and form part of these Terms by reference.
4.2 Payment Processor: All payments are securely processed by our third-party provider, Stripe. We do not store your credit card information on our servers.
4.3 Billing Cycle: Subscriptions are billed on a recurring basis (monthly or annually) according to the plan selected.
4.4 Right to Change Prices: We reserve the right to change our subscription prices at any time. Active subscribers will be notified of any price changes at least 30 days in advance. Continued use of the Service after the price change takes effect constitutes agreement to pay the modified amount.
4.5 Auto-Renewal: Subscriptions automatically renew at the end of each billing cycle unless canceled by the User prior to the renewal date.
4.6 Refunds: Due to the digital nature of the SaaS, subscription fees are non-refundable unless required by EU law.
5. Service Availability, Updates, & Bugs
5.1 Hosting: The Service is hosted on secure European servers via Zonercloud.
5.2 Uptime: While we strive for 99.9% uptime, the Service is provided on an “AS IS” and “AS AVAILABLE” basis. We do not guarantee uninterrupted access.
5.3 Updates & Bugs: We continually update FuelaFleet to add features and fix bugs. We reserve the right to modify or temporarily suspend the Service for maintenance.
6. Fair Use & Storage Limits
To ensure server stability for all tenants, we enforce a strict 5 Megabyte limit per file upload (e.g., receipt photos). Accounts are subject to fair use storage limits based on their subscription tier. We reserve the right to request the deletion of excessive historical data or charge overage fees for excessive storage usage. We will provide reasonable notice before introducing new limits or overage fees that materially affect existing accounts.
7. Third-Party Integrations & Sub-Processors
Our Service utilizes third-party APIs to deliver core functionality. These providers act as sub-processors and are described in more detail — including data flows and international transfer safeguards — in our Privacy Policy. By using FuelaFleet, you acknowledge and agree to the use of:
7.1 Google Gemini AI: For automated scanning and OCR (Optical Character Recognition) of uploaded fuel receipts and for Voice-to-Text service.
7.2 Brevo SMTP: For scheduling and delivering email alerts and reports.
7.3 Telegram API: For delivering background notifications and alerts to connected Telegram accounts, where you opt in.
7.4 Stripe: For securely processing subscription payments.
7.5 iDoklad: Invoicing and accounting service. We share your billing information with iDoklad to automatically generate legally compliant tax invoices, apply correct Reverse Charge rules, and email the final PDF invoices to you for your accounting records.
7.6 Make.com: When you purchase or upgrade a subscription, we use Make to securely transmit your billing data between our payment processor and our invoicing software.
8. Data Protection & Privacy
We process personal data in accordance with our Privacy Policy and Cookie Policy, both of which form part of these Terms by reference. In summary:
8.1 For data relating to your business account and billing, we act as an independent Data Controller.
8.2 For Fleet & Driver data that you or your Drivers enter into the Service (e.g., logbooks, routes, receipts, location data), we act as a Data Processor on your instructions, and you (the Customer/Admin) act as the Data Controller responsible for ensuring a lawful basis for that processing.
8.3 A separate Data Processing Agreement (“DPA”), addressing the obligations of Article 28 GDPR (confidentiality, sub-processor authorization, assistance with data subject requests, security measures, breach notification, and deletion or return of data on termination), is available as separate document. Once executed, it forms part of these Terms and prevails over this Section 8 in the event of a conflict.
8.4 We will notify you of any change to our list of sub-processors as described in the Privacy Policy.
9. Disclaimer: No Tax or Legal Advice
FuelaFleet generates A4 PDF logbooks and tracks financial data for your convenience. We do not provide official tax, accounting, or legal advice. It is the Business Owner’s sole responsibility to verify the accuracy and compliance of all exported CSVs and PDF logs before submitting them to tax authorities or government agencies.
10. License and Intellectual Property
10.1 Ownership: The FuelaFleet application, source code, designs, and related materials remain the exclusive intellectual property of the Provider.
10.2 Right to Use: The User only acquires a limited, non-exclusive, non-transferable, and revocable license to use the application via the Internet as a Software-as-a-Service (SaaS). You do not acquire any ownership rights to the software itself.
11. Data Ownership, Export & Retention
11.1 User Ownership: The User is the exclusive owner of all data entered, uploaded, and generated within the application (e.g., vehicle details, logbooks, receipts).
11.2 Export and Termination: Upon termination of the contract or subscription, the User retains the right to export and return their data. The User must export their data before the subscription expires. After 30 days of subscription expiration or account cancellation (not inactivity), we reserve the right to permanently delete the tenant database to free up server resources. See our Privacy Policy for full details on data retention.
12. User Responsibilities and Acceptable Use
12.1 Legal Compliance: The User agrees to use the application and store data within it exclusively in accordance with applicable legislation. The User is strictly prohibited from uploading illegal content, malicious code, or data they do not have the legal right to process.
12.2 Lawful Tracking: You may not use the Service to track or monitor Drivers or any other individual without a valid legal basis, or in a manner that violates applicable employment, privacy, or data protection law. You are responsible for providing any required notices to, or obtaining any required consents from, your Drivers.
12.3 Responsibility for Backups: FuelaFleet is a live processing tool, not a dedicated data vault. The User is solely responsible for regularly backing up their data from the application using the provided CSV and PDF export functions.
13. Disclaimer of Liability Regarding Data Entry
The software works exclusively with the data entered by the User. We assume strictly no responsibility or liability for:
13.1 Incorrect, inaccurate, or incomplete data entered by the User.
13.2 Additional or modified data entered into the logbook that causes incorrect calculations, conversions, or payroll outputs.
13.3 Any illegal or non-compliant method of data editing or reporting submitted by the User to tax authorities.
14. Service Availability and Force Majeure
While we strive for high availability using secure EU-based servers (Zonercloud), the Service is provided “AS IS.” We assume no liability for any direct or indirect consequences, lost profits, or damages related to the temporary or permanent unavailability of the Software. Furthermore, we are not liable for outages caused by Force Majeure, including server hardware failures, internet outages, or third-party service disruptions beyond our reasonable control.
15. Consumer Withdrawal Right (B2C Exception)
If the User is a natural person purchasing the Service outside of their trade, business, or profession (a “Consumer” under Slovak Act No. 108/2024 Coll. on Consumer Protection), the following applies:
15.1 Loss of Withdrawal Right: By registering and accessing the digital content of FuelaFleet immediately upon payment, the Consumer expressly consents to the immediate commencement of the Service and acknowledges that they lose their 14-day legal right of withdrawal.
16. Limitation of Liability
To the maximum extent permitted by EU law, FuelaFleet shall not be liable for any indirect, incidental, special, or consequential damages, including loss of profits, data loss, or business interruption arising from the use of our Service. In no event shall the total liability of the Provider exceed the total amount paid by the Customer for the Service in the twelve (12) months strictly preceding the event giving rise to the claim.
Nothing in these Terms excludes or limits liability that cannot be excluded or limited under applicable law, including liability for gross negligence, willful misconduct, fraud, or death or personal injury caused by our negligence.
17. Indemnification
You agree to indemnify and hold harmless the Provider, its officers, employees, and agents from and against any claims, damages, liabilities, costs, and expenses (including reasonable legal fees) arising out of or related to:
(a) your breach of these Terms;
(b) data you upload or process through the Service without a valid legal right or basis to do so; or
(c) any claim brought by a Driver or other third party arising from your use of the Service, including claims related to the tracking or monitoring of Drivers.
18. Suspension & Termination
We may suspend or terminate your access to the Service, in whole or in part, with notice where reasonably practicable, if:
(a) you fail to pay subscription fees when due;
(b) you materially breach these Terms, including the Acceptable Use provisions in Section 12; or
(c) we are required to do so by law. You may terminate your subscription at any time in accordance with Section 4 (Auto-Renewal).
Sections 9, 10, 11, 13, 14, 16, 17, 20, and 21, and any other provision that by its nature should survive, will survive termination. Data export and deletion following termination are governed by Section 11.
19. Changes to These Terms
We may update these Terms from time to time. For changes that materially affect your rights or obligations (other than pricing changes, which are governed by Section 4), we will provide at least 30 days’ notice via email or an in-app notice before the changes take effect. Continued use of the Service after that date constitutes acceptance of the updated Terms. If you do not agree, you must stop using the Service and may terminate your subscription.
20. General Provisions
20.1 Entire Agreement: These Terms, together with our Privacy Policy, Cookie Policy, and any executed DPA or order form, constitute the entire agreement between you and the Provider regarding the Service and supersede any prior agreements on this subject.
20.2 Assignment: You may not assign or transfer these Terms without our prior written consent. We may assign these Terms in connection with a merger, acquisition, or sale of assets.
20.3 Severability: If any provision of these Terms is found unenforceable, the remaining provisions remain in full force and effect.
20.4 No Waiver: Our failure to enforce any provision is not a waiver of our right to do so later.
20.5 Notices: Legal notices to us should be sent to legal contact email/address. We may send notices to you at the email address associated with your account.
21. Governing Law and Jurisdiction
These Terms shall be governed by and construed in accordance with the laws of the Slovak Republic. For business users (B2B), the relationship is governed by the Slovak Commercial Code (Act No. 513/1991 Coll.). Any disputes shall be resolved exclusively by the competent courts of the Slovak Republic.
If you are a Consumer habitually resident in another EU Member State, this clause does not deprive you of the protection afforded to you by any mandatory provisions of the law of your country of residence.