BeeTrac UK Fleet Management Service Agreement

1. Parties and contract

This agreement is between the legal entity operating BeeTrac UK identified in the legal details below and the business named in your account or agreed order. You confirm you have authority to act for that business. It applies to business customers, not consumer purchases. The agreed order identifies your plan, scope, fee and any agreed variations. Mandatory law prevails over these terms.

2. Our service

BeeTrac provides fleet administration, monitoring, reminders, reporting and coordination based on customer-supplied information and the scope of the selected plan. We exercise reasonable care and skill. We monitor your lease and coordinate lease-end administration on your instructions; replacement planning is support and administration only.

BeeTrac is not the vehicle owner, lessor, garage, insurer, legal adviser, tax adviser or financial adviser. We do not arrange, recommend or negotiate finance or introduce customers to finance providers. Insurance features track dates and document status only; we do not arrange, recommend or sell insurance.

3. Customer responsibilities

You remain responsible for vehicle legality, MOT, insurance, servicing, roadworthiness, safe use, driver suitability and licence checks, lease obligations and supplier contracts. Respond to alerts promptly, independently check critical dates, and tell us about changes, defects and missing information. Reminders do not replace statutory duties, inspections or direct checks with suppliers and lessors.

Provide accurate, complete and timely fleet data and documents; verify extracted or AI-generated fields before relying on them. Give lawful instructions and ensure you may share driver and employee data. Keep accounts secure and restrict access to authorised users. Inform drivers about checks, photographs, recipients and retention.

4. Scope and outcomes

Monitoring depends on information available to us and functioning communications. We do not guarantee legal compliance, avoidance of charges, lease outcomes, vehicle condition, savings or supplier performance. Mileage projections and suggested actions are estimates, not professional or regulated advice. Tell us promptly if a reminder or report appears wrong.

5. Fees, payment and plan changes

Published monthly base subscription fees are Essentials £99, Managed £199 and Elite Fleet from £399; the order and checkout confirm the actual fee, applicable VAT, limits and scope before purchase. Subscriptions are billed monthly in advance. Third-party services and separately agreed administration charges are not included unless your order says so.

Immediate upgrades may incur a clearly disclosed pro-rata charge. Downgrades and cancellation normally take effect at the end of the current paid period. Cancel through Billing & plan or the verified support contact. A lower vehicle limit requires your fleet to fit that limit. Price or material service changes will be notified before renewal and you may cancel before they take effect.

6. Suppliers and service charges

A supplier's MOT, servicing, repair or tyre work is separate from your BeeTrac subscription. Unless an order expressly states BeeTrac is contractually supplying the work, your contract for that work is with the identified supplier and the supplier remains responsible for performance and workmanship. BeeTrac coordinates on your instructions and remains responsible for reasonable care in its own coordination service.

Each payment request must identify the payee, supplier, work and any separate BeeTrac administration charge. Do not pay a request with unclear payee details. Demo service payment links do not take money. Supplier warranties, disputes and cancellations are governed by the relevant supplier terms; BeeTrac does not guarantee their workmanship.

7. Cancellation, refunds, suspension and termination

There is no automatic refund of unused business subscription time following ordinary cancellation unless an order or mandatory law provides otherwise. If we terminate for convenience, we refund prepaid subscription fees for the unprovided period. Billing errors and failures to supply agreed services are assessed fairly; this does not remove remedies required by law. Separately booked supplier work may have supplier cancellation charges disclosed before booking.

We may suspend proportionately for non-payment, unlawful instructions, misuse or a material security risk, giving notice and an opportunity to remedy where reasonably practicable. Either party may terminate for material breach not remedied within a reasonable written deadline, or where continued performance would be unlawful. Your vehicle and compliance duties continue during suspension or an outage.

8. Availability and support

We aim to maintain availability but do not promise uninterrupted service or a specific response time unless agreed in your order. Maintenance, network failures and third-party outages may interrupt access. Use your own records and contingency arrangements for critical deadlines; report issues using the verified support contact.

9. Intellectual property and confidentiality

You retain ownership of supplied data and documents. You grant the rights needed to process them for the service. BeeTrac and its licensors retain platform intellectual property; you receive a limited right to use it during your subscription. You may use your fleet reports internally. Do not copy, resell or misuse the platform.

Each party protects the other's confidential information, uses it only for the contract and discloses it only to people and providers who need it under confidentiality duties, or where law requires. This does not cover information already public or lawfully independently obtained.

10. Data protection and end of service

You are generally controller for fleet and driver personal data provided for us to administer. BeeTrac is generally processor on your documented instructions under the DPA. BeeTrac is controller for its own enquiries, account administration, billing, security/audit and legal records. The Privacy Policy explains those uses.

At contract end, agree export/return and deletion or restriction using the approved configured retention schedule. Financial, security and legal records are not automatically destroyed where a lawful retention need remains. Held records are access-restricted and minimised. Draft retention settings do not authorise automatic deletion.

11. Liability — proposed business terms pending legal review

Nothing excludes or limits liability for death or personal injury caused by negligence, fraud or fraudulent misrepresentation, or any liability that cannot lawfully be excluded or limited. Neither party excludes responsibility merely by describing work as administration.

Subject to the preceding paragraph and applicable law, neither party is liable for indirect or consequential loss, or loss of profit, revenue, business opportunity or anticipated savings. BeeTrac is not responsible for losses caused by inaccurate or late customer information, ignored alerts, or third-party performance except to the extent caused by BeeTrac's own breach or negligence.

The proposed aggregate cap for BeeTrac's other liability arising in any contract year is the subscription fees paid or payable for that contract year (12 months). This cap and the exclusions are draft commercial proposals requiring specialist legal review for reasonableness, data-protection obligations and the agreed scope; they do not override non-excludable liabilities or mandatory rights.

12. Complaints, notices and governing law

Send complaints and formal notices to the verified support/legal contact shown below, with your company, affected vehicle and relevant dates. We investigate and respond within a reasonable time; you may escalate unresolved matters to the named service owner. No unverified dispute scheme membership is claimed.

The agreement is governed by the laws of England and Wales and its courts have jurisdiction, subject to mandatory law. Changes apply prospectively with notice; material revised terms require recorded acceptance before a new subscription or plan upgrade.