Terms of Service

These Terms of Service ("Terms") govern your access to and use of the FleetPilot platform, including the website at getfleetpilot.com, the application at go.getfleetpilot.com, and all related services (collectively, the "Service"), operated by FleetPilot ("we," "us," or "our"). Please read these Terms carefully before using the Service.

By creating an account or using the Service, you agree to be bound by these Terms. If you do not agree to these Terms, do not access or use the Service.

1. Eligibility

You must be at least 18 years old and capable of forming a binding contract to use the Service. By using the Service, you represent and warrant that you meet these requirements. If you are using the Service on behalf of a business or other entity, you represent that you have the authority to bind that entity to these Terms.

2. Account Registration and Authentication

To access the Service, you must create an account through Clerk, our authentication provider. Account creation is available via Google Sign-In (OAuth 2.0) and other methods supported by Clerk. You agree to:

• Provide accurate, current, and complete information during registration
• Maintain and promptly update your account information
• Keep your login credentials and any linked identity provider account (e.g., Google) secure and confidential
• Notify us immediately of any unauthorized access to your account at hello@getfleetpilot.com
• Accept responsibility for all activity that occurs under your account

We reserve the right to suspend or terminate accounts that contain inaccurate information or violate these Terms. You are responsible for maintaining the security of your identity provider credentials. FleetPilot is not liable for any loss resulting from unauthorized access to your account caused by your failure to maintain the security of your credentials.

3. Use of the Service

Permitted Use

The Service is designed to help vehicle fleet hosts and fleet managers manage financial operations, including owner statement generation, receipt and expense tracking, bank transaction categorization, 1099 and tax reporting, and accounting integrations. You may use the Service only for its intended purpose in connection with lawful fleet management activities and in compliance with all applicable laws and regulations.

Prohibited Conduct

You agree not to:

• Use the Service for any unlawful purpose or in violation of any applicable laws or regulations
• Attempt to gain unauthorized access to the Service, other user accounts, our infrastructure, or related systems
• Interfere with or disrupt the integrity, security, or performance of the Service
• Reverse engineer, decompile, disassemble, or otherwise attempt to derive the source code or underlying algorithms of any part of the Service
• Use automated means (bots, scrapers, crawlers, or similar tools) to access or extract data from the Service without our prior written consent
• Upload or transmit viruses, malware, ransomware, or any other harmful or malicious code
• Impersonate any person or entity, or misrepresent your affiliation with any person or entity
• Use the Service to transmit spam, unsolicited communications, or any content that violates applicable laws
• Sublicense, resell, or redistribute the Service or access to the Service without our prior written consent
• Use the Service to access, collect, or process financial or personal data belonging to other users without their explicit consent
• Attempt to circumvent any access controls, rate limits, feature gates, or security measures within the Service

Competitive Use Prohibition

You may not use the Service, directly or indirectly, for the purpose of: (a) gathering competitive intelligence about FleetPilot's features, pricing models, financial formulas, or business operations; (b) developing, benchmarking, or informing the development of any competing product or service; or (c) systematically monitoring, analyzing, or replicating FleetPilot's user interface, user experience design, workflows, or feature set. Any access to the Service for such purposes is a material breach of these Terms and may result in immediate termination and legal action.

4. Subscriptions and Payments

Plans and Pricing

The Service is offered under various subscription plans as described on our pricing page. We reserve the right to modify pricing at any time, with reasonable notice to existing subscribers before changes take effect on their next billing cycle.

Billing and Payment Processing

Subscription billing is processed by Stripe, Inc. ("Stripe"), a third-party payment processor. By subscribing to a paid plan, you authorize us to charge your designated payment method on a recurring basis (monthly or annually, depending on your selected plan). All fees are quoted in U.S. dollars unless otherwise stated. FleetPilot does not store your payment card data — all card processing and storage is handled directly by Stripe in accordance with their PCI-DSS compliance standards. Your use of billing features is also subject to Stripe's terms.

Cancellation and Refunds

You may cancel your subscription at any time through your account settings. Cancellation takes effect at the end of the current billing period. We do not provide refunds for partial billing periods. After cancellation, you will continue to have access to paid features through the remainder of your paid period, after which your account will revert to the free plan or be deactivated.

Free Plan

We may offer a free plan with limited features. We reserve the right to modify or discontinue the free plan at any time with reasonable notice.

5. Intellectual Property and Proprietary Technology

Our Rights

The Service, including all content, features, functionality, software, source code, design, user interface, user experience, text, graphics, logos, trademarks, trade dress, and all underlying methodologies, algorithms, financial formulas, and workflows, is owned by FleetPilot and is protected by copyright, trade secret, trademark, and other applicable intellectual property laws.

You are granted a limited, non-exclusive, non-transferable, revocable license to access and use the Service solely for its intended purpose in accordance with these Terms. No other rights are granted.

Proprietary Methodology and Trade Secrets

FleetPilot's methods for calculating owner statements, revenue splits, expense categorization, tax line-item mapping, depreciation modeling, and financial reporting constitute proprietary trade secrets and confidential information. You acknowledge that these methodologies have independent economic value and are not generally known in the industry. You agree not to disclose, reproduce, or use such methodologies for any purpose other than your own fleet management activities through the Service. Misappropriation of FleetPilot's trade secrets may result in injunctive relief, monetary damages, and any other remedies available under applicable law, including the Defend Trade Secrets Act (18 U.S.C. § 1836 et seq.).

Your Content

You retain ownership of any data, documents, and content you upload or create through the Service ("Your Content"), including fleet data, vehicle records, financial documents, and receipts. By using the Service, you grant us a limited license to process, store, and display Your Content solely as necessary to provide and improve the Service. We do not claim ownership of Your Content.

Feedback

If you provide feedback, suggestions, ideas, or feature requests regarding the Service, you grant us a perpetual, irrevocable, royalty-free right to use such feedback without restriction or compensation to you.

6. Third-Party Integrations and Sub-Processors

The Service integrates with or relies upon the following third-party platforms and service providers to deliver functionality:

• Clerk, Inc.: User authentication and account management. Clerk handles sign-in, session management, and identity verification. Your use of authentication features is subject to Clerk's terms of service.
• Neon, Inc.: Managed PostgreSQL database hosting for all fleet data, financial records, and account information.
• Stripe, Inc.: Subscription billing, payment processing, and customer management. FleetPilot does not store your payment card data — all card processing is handled by Stripe in accordance with their PCI-DSS compliance standards.
• Plaid, Inc.: Bank account connectivity for importing transaction data. When you connect a bank account through Plaid, you authorize Plaid to access your financial institution on your behalf. Your use of Plaid is also governed by Plaid's end-user privacy policy.
• Intuit / QuickBooks: Accounting software integration for syncing expenses, revenue, and financial data. When you connect a QuickBooks account, your use of that integration is also subject to Intuit's terms and privacy policy.
• Resend: Transactional email delivery (e.g., owner statements, workspace invitations, W-9 requests).
• Twilio, Inc.: SMS-based receipt capture. When you submit receipts by text message, Twilio processes your inbound SMS and transmits the content to FleetPilot for processing.
• Anthropic (Claude API): AI-powered receipt OCR, expense categorization, and financial insights generation. When these features are active, relevant data is transmitted to Anthropic's API. You may opt out of AI-powered features at any time.
• Vercel, Inc.: Application hosting and file storage for uploaded documents, receipts, and statements.
• Turo: FleetPilot imports Turo platform data (such as trip records and earnings statements) via CSV file upload. FleetPilot is not affiliated with or endorsed by Turo, Inc.

Your use of any third-party integration is subject to the respective provider's terms and privacy policies. We are not responsible for the availability, accuracy, security, or practices of third-party services. You authorize us to access and exchange data with connected third-party services on your behalf, as necessary to provide the features you have enabled.

7. Data Isolation and User Privacy

Your fleet data, financial records, vehicle information, and related content are strictly isolated to your account. FleetPilot enforces workspace isolation at the application layer — every database query is filtered by your workspace ID — to ensure that no user can access data belonging to another user. We do not share your data with other FleetPilot users, and no other user can view, access, or query your information through the Service. For full details on how we collect, use, and protect your data, please review our Privacy Policy.

8. Disclaimers

THE SERVICE IS PROVIDED "AS IS" AND "AS AVAILABLE" WITHOUT WARRANTIES OF ANY KIND, EXPRESS OR IMPLIED, INCLUDING BUT NOT LIMITED TO WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, AND NON-INFRINGEMENT.

FleetPilot does not provide tax, legal, accounting, or financial advice. The financial reports, owner statements, 1099 reconciliations, and calculations generated by the Service are tools designed to assist with fleet management and are not a substitute for professional accounting, tax, or legal counsel. You are solely responsible for verifying the accuracy of all financial information generated by the Service and for compliance with applicable federal, state, and local tax laws.

We do not warrant that the Service will be uninterrupted, error-free, or free of security vulnerabilities, or that defects will be corrected.

9. Limitation of Liability

TO THE MAXIMUM EXTENT PERMITTED BY LAW, FLEETPILOT AND ITS OFFICERS, DIRECTORS, EMPLOYEES, AND AGENTS SHALL NOT BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, OR ANY LOSS OF PROFITS, REVENUE, DATA, GOODWILL, OR BUSINESS OPPORTUNITIES, ARISING OUT OF OR IN CONNECTION WITH YOUR USE OF OR INABILITY TO USE THE SERVICE, WHETHER BASED ON WARRANTY, CONTRACT, TORT (INCLUDING NEGLIGENCE), OR ANY OTHER LEGAL THEORY, EVEN IF WE HAVE BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES.

OUR TOTAL LIABILITY FOR ANY CLAIMS ARISING UNDER THESE TERMS SHALL NOT EXCEED THE GREATER OF (A) THE AMOUNT YOU PAID TO US IN THE TWELVE (12) MONTHS PRECEDING THE CLAIM, OR (B) ONE HUNDRED DOLLARS ($100).

10. Indemnification

You agree to indemnify, defend, and hold harmless FleetPilot and its affiliates, officers, directors, employees, and agents from and against any claims, liabilities, damages, losses, costs, or expenses (including reasonable attorneys' fees) arising out of or relating to: (a) your use of the Service; (b) your violation of these Terms; (c) your violation of any applicable law or regulation; (d) your infringement of any rights of a third party; or (e) any data or content you submit to or through the Service.

11. Termination

We may suspend or terminate your access to the Service at any time, with or without cause, upon reasonable notice. In cases involving a material breach of these Terms (including violations of the Competitive Use Prohibition or Proprietary Technology sections), we may terminate access immediately and without prior notice. You may terminate your account at any time by contacting us at hello@getfleetpilot.com or through your account settings.

Upon termination:

• Your right to access the Service will cease immediately (or at the end of your paid period, for voluntary cancellations)
• We may delete your account data after a reasonable retention period consistent with our Privacy Policy
• Sections of these Terms that by their nature should survive termination will remain in effect, including sections on Intellectual Property, Proprietary Technology, Limitation of Liability, Indemnification, and Governing Law

12. Governing Law, Disputes, and Equitable Relief

These Terms shall be governed by and construed in accordance with the laws of the State of Delaware, without regard to its conflict of law provisions. Any disputes arising under these Terms shall be resolved exclusively in the state or federal courts located in Delaware, and you consent to the personal jurisdiction of such courts.

You acknowledge that a breach of the Intellectual Property, Proprietary Technology, or Competitive Use Prohibition sections of these Terms would cause irreparable harm to FleetPilot for which monetary damages would be an inadequate remedy. Accordingly, FleetPilot shall be entitled to seek injunctive relief, specific performance, or other equitable remedies in any court of competent jurisdiction, without the requirement of posting a bond or proving actual damages, in addition to any other rights and remedies available at law or in equity.

13. Changes to These Terms

We reserve the right to update or modify these Terms at any time. We will notify you of material changes by posting the updated Terms on this page and updating the "Last updated" date, and, where practicable, by sending an email notification to the address associated with your account. Your continued use of the Service after any changes constitutes your acceptance of the revised Terms. If you do not agree to the revised Terms, you must stop using the Service.

14. General Provisions

• Entire Agreement: These Terms, together with the Privacy Policy, constitute the entire agreement between you and FleetPilot regarding the Service and supersede all prior agreements and understandings.
• Severability: If any provision of these Terms is found to be unenforceable, that provision will be modified to the minimum extent necessary to make it enforceable, and the remaining provisions will remain in full force and effect.
• Waiver: Our failure to enforce any right or provision of these Terms shall not constitute a waiver of that right or provision.
• Assignment: You may not assign or transfer your rights or obligations under these Terms without our prior written consent. We may freely assign our rights and obligations under these Terms without restriction.
• Force Majeure: FleetPilot shall not be liable for any failure or delay in performance resulting from causes beyond our reasonable control, including but not limited to acts of God, natural disasters, internet outages, or actions of third-party providers.

15. Contact Us

If you have any questions about these Terms of Service, please contact us at:

FleetPilot
6302 Bon Terra Drive
Austin, TX 78731
Email: hello@getfleetpilot.com
Website: getfleetpilot.com