Terms and Conditions

01Who we are

This website and the platform are operated by WFLT AI LIMITED, a company registered in England and Wales.

• Company number: 17225870
• Registered office: Estate Office London Road, Elveden, Thetford, England, IP24 3TQ
• Contact: info@wefleet.ai

In these terms, "we", "us" and "our" mean WFLT AI LIMITED. "You" and "your" mean the person or organisation using the website or the platform. "wefleet.ai" means our website at wefleet.ai. "The platform" means our wehire and wefleet products, or whichever of them you have access to.

02These terms

By accessing this website, or by accessing or using the platform, you confirm that you accept these terms and that you agree to comply with them. If you do not agree, you must not use the website or the platform.

Our Privacy Policy explains how we handle personal data and forms part of these terms.

Where you access the platform under a separate written agreement with us, such as a subscription agreement, order form, trial agreement or data processing agreement, that agreement takes precedence over these terms to the extent of any conflict.

The platform is offered to businesses. It is not intended for consumers and you confirm that you are using it in the course of a business, trade, craft or profession.

03Using this website

We make this website available free of charge, for general information about wefleet.ai. It does not constitute advice on which you should rely.

Although we make reasonable efforts to keep the information on this website up to date, we make no representations, warranties or guarantees, whether express or implied, that the content is accurate, complete or current. Descriptions of platform features on this website are indicative and may change. Your order form or subscription agreement sets out what you have bought.

We do not guarantee that this website, or any content on it, will always be available or uninterrupted. We may suspend, withdraw or restrict all or any part of the website without notice.

04The platform

wehire is a hosted software service for vehicle fleet operators and leasing companies, covering the vehicle lifecycle including fleet records, bookings, maintenance scheduling, inspections and billing.

wefleet is a hosted software service for businesses with field teams. It compares job records and fuel card transactions with vehicle data and reports what they do not explain.

Access is provided under an order form or subscription agreement with us. We may also agree to give you access on a trial, evaluation or pilot basis. That access may be changed or withdrawn at any time and should not be relied upon as the sole system of record for business-critical operations.

Subject to these terms, we grant you a non-exclusive, non-transferable right to access and use the platform for your internal business purposes for as long as your access remains active.

05Accounts and access

To use the platform you will need an account. You are responsible for:

• ensuring that the information you provide when creating an account is accurate and kept up to date;
• keeping login credentials confidential and not sharing them between individuals;
• all activity carried out under your account or by users you invite; and
• notifying us promptly at info@wefleet.ai if you believe an account has been compromised.

Where you invite additional users within your organisation, you are responsible for their use of the platform and for ensuring they comply with these terms.

We may disable any account or credential at any time if we reasonably believe it has been compromised, or that these terms have been breached.

06Acceptable use

You must not:

• use the website or platform in any way that breaches applicable law or regulation, or for any unlawful or fraudulent purpose;
• upload or transmit any material that is unlawful, defamatory or infringes the rights of others;
• introduce viruses, trojans, worms or other material that is malicious or technologically harmful;
• attempt to gain unauthorised access to the platform, the servers on which it is hosted or any data belonging to another customer;
• access, or attempt to access, data belonging to a tenant or organisation other than your own;
• copy, modify, reverse engineer, decompile or create derivative works from the platform, except to the extent this restriction cannot lawfully be excluded;
• resell, sublicense, rent or otherwise make the platform available to any third party;
• use automated means to scrape, extract or harvest data from the platform beyond any interface we provide for that purpose; or
• use the platform in a way that could damage, disable, overburden or impair it, or interfere with any other user's use of it.

You must also ensure that you have a lawful basis for any personal data you upload to the platform, including any data relating to your customers, drivers or staff and that you have given those individuals any notice required by data protection law.

If you use wefleet, you are also responsible for:

• telling your operatives that their vans, jobs and fuel cards are being checked, and how the results are used;
• completing any data protection impact assessment and staff consultation that the law requires;
• having the right to give us operatives' phone numbers; and
• telling operatives about automated calls, texts and call recording before you turn them on.

07Your data and who owns it

As between you and us, you retain all rights in the data you upload to the platform or that is generated by your use of it, including your fleet records, bookings, customer records, inspection records, vehicle data, job records, fuel card records and wefleet findings. We do not claim ownership of it.

You grant us a limited licence to host, store, process and transmit that data solely to provide, secure, support and maintain the platform for you and as otherwise set out in our Privacy Policy.

Where that data includes personal data, we generally act as a processor on your instructions and you act as the controller. Section 2 of our Privacy Policy explains this split in more detail.

We may generate aggregated and anonymised statistics about how the platform is used and use these to operate and improve our services. Such data will not identify you, your customers or any individual.

You are responsible for the accuracy, quality and legality of the data you upload. We recommend that you maintain your own copies of any data you consider business-critical.

08Intellectual property

We own or are licensed to use all intellectual property rights in the website and the platform, including the software, design, text, graphics, logos and the wefleet.ai, wehire and wefleet names. These rights are protected by law and all such rights are reserved.

You may view and print pages from this website for your own internal use. You must not use any part of the website or platform for commercial purposes without our written permission and you must not remove or alter any copyright, trade mark or other proprietary notice.

If you give us feedback or suggestions about the platform, we may use them without restriction or obligation to you.

09Availability and changes

We aim to make the platform available reliably, but we do not currently offer a contractual uptime commitment or service level agreement unless one has been separately agreed with you in writing.

Access may be unavailable during planned maintenance, or as a result of faults, third-party service failures or events outside our reasonable control. We will make reasonable efforts to give advance notice of planned maintenance likely to cause significant disruption.

We may change, add to or remove features of the platform. Where a change materially reduces functionality you rely on, we will make reasonable efforts to notify you in advance.

10Fees

Fees, billing frequency and payment terms are set out in the order form or subscription agreement we enter into with you. Unless stated otherwise, fees are exclusive of VAT and other applicable taxes.

Where access is provided on a trial, evaluation or pilot basis, it is provided free of charge unless we have agreed otherwise with you in writing.

11Third-party services and data

The platform integrates with third-party services and data sources in order to provide certain features, for example vehicle data lookups drawn from DVLA records, vehicle telematics data where enabled, maps, and the delivery of wefleet calls and texts.

Telematics data depends on the vehicle's make and the manufacturer's data service. It may be delayed, incomplete or unavailable for some vehicles. We do not guarantee that any call or text will be delivered.

Third-party data is provided on an "as is" basis. We do not control the accuracy, completeness or availability of data supplied by third parties and we are not responsible for it. You should not treat third-party data as a substitute for your own records or checks where accuracy is material.

This website and the platform may contain links to third-party websites. Those links are provided for information only and do not imply endorsement. We have no control over the contents of third-party sites and accept no responsibility for them.

12Confidentiality

Each party may receive information from the other that is confidential. Each party agrees to keep the other's confidential information secret, to use it only for the purposes of these terms and not to disclose it to third parties except to its personnel and advisers who need to know it and who are bound by equivalent obligations.

These obligations do not apply to information that is or becomes public through no breach of these terms, is independently developed or must be disclosed by law or a regulator.

13Disclaimers

To the fullest extent permitted by law, we exclude all conditions, warranties, representations and other terms which might otherwise be implied by statute, common law or the law of equity.

The platform is a tool to help you manage your fleet and field operations. It does not provide legal, tax, accounting, insurance or compliance advice. Responsibility for meeting your regulatory obligations, including vehicle roadworthiness, MOT and servicing requirements, driver licensing, insurance and tax reporting, remains yours. Reminders, alerts and calculated figures produced by the platform are aids, not a substitute for your own checks and professional advice.

wefleet findings are indicators, not proof of misconduct. They are calculated automatically from job, fuel card and vehicle data, which may be incomplete or wrong. Which operative was in which van is calculated, not confirmed. Cost figures and some fuel figures are estimates.

You must check a finding yourself before acting on it. Any decision about discipline, pay, dismissal or other treatment of a person is yours, and you are responsible for meeting your employment law and data protection obligations in making it.

We do not warrant that the platform will be uninterrupted, error-free or free from viruses or other harmful components.

14Limitation of liability

Nothing in these terms limits or excludes our liability for: death or personal injury caused by our negligence; fraud or fraudulent misrepresentation; breach of the terms implied by section 12 of the Sale of Goods Act 1979; or any other liability that cannot lawfully be limited or excluded.

Subject to the paragraph above and to the fullest extent permitted by law, we will not be liable to you for:

• loss of profits, sales, business or revenue;
• business interruption;
• loss of anticipated savings;
• loss of business opportunity, goodwill or reputation;
• loss or corruption of data, save where caused by our breach of our data protection obligations; or
• any indirect or consequential loss.

Subject to the first paragraph of this section, our total aggregate liability arising out of or in connection with these terms, whether in contract, tort (including negligence), breach of statutory duty or otherwise, is limited to the greater of (a) the total fees paid by you to us in the twelve months immediately preceding the event giving rise to the claim and (b) £1,000.

Where the platform is provided to you free of charge, on a trial, evaluation or pilot basis, our liability is limited to £1,000 in aggregate.

You are responsible for configuring your own information technology and platforms to access the website and platform and for using your own virus protection software.

15Suspension and termination

You may stop using the platform at any time and may ask us to close your account by contacting info@wefleet.ai. Doing so does not end any minimum term or fees set out in your order form or subscription agreement.

We may suspend or terminate your access, immediately and without notice where necessary, if you materially breach these terms, if you do not pay fees when due, if we are required to do so by law, if your use poses a security risk to the platform or other customers, or if we end a trial, evaluation or pilot under which access was granted.

On termination, your right to use the platform ends immediately. You may request an export of your data within 30 days of termination, after which we may delete it in line with the retention periods set out in our Privacy Policy. Fees already due remain payable. Sections 7, 8, 12, 13, 14 and 17 survive termination.

16Changes to these terms

We may amend these terms from time to time, for example to reflect changes to the platform, our practices or the law. The version published on this page is the version that applies.

Every time you wish to use the website or platform, please check these terms to ensure you understand the version that applies at that time. Where a change is material and you hold an active account, we will make reasonable efforts to notify you by email or in the platform before it takes effect.

17Governing law

These terms, their subject matter and their formation (and any non-contractual disputes or claims arising out of them) are governed by the law of England and Wales. Both parties agree to the exclusive jurisdiction of the courts of England and Wales.

18Contact us

If you have any questions about these terms, please contact us:

• Email: info@wefleet.ai
• Post: WFLT AI LIMITED, Estate Office London Road, Elveden, Thetford, England, IP24 3TQ