1. Scope and agreement
These Terms of Service describe the conditions for using the InMotionFleet website and fleet management software, including features that become available under your subscription (the “Services”). “You” means the business subscribing to the Services and, where applicable, its authorized users. “InMotionFleet,” “we,” and “us” mean the service provider identified in your signed order form or service agreement. An authorized representative accepting these Terms for a business represents that they have authority to bind that business.
These Terms become binding when you expressly accept them through a clearly identified acceptance process or a signed agreement that incorporates this version. Merely visiting this page or sending a demo inquiry does not enroll you in a subscription. Do not use account-based Services unless you have authority to accept the applicable agreement.
A separately signed service agreement controls over these Terms if they conflict. An order form controls commercial matters it expressly addresses; a data processing agreement controls its data protection subject matter. A rental agreement between a fleet operator and a renter governs their rental transaction. Features shown in marketing materials, demonstrations, or previews are not commitments to deliver functionality unless expressly included in your agreement.
2. The platform and your rental business
InMotionFleet provides software to help businesses organize vehicles, renter applications, rental records, payments, maintenance, documents, and risk information. Feature availability depends on your plan, configuration, and integrations. Unless a separate written agreement expressly states otherwise, we do not supply or rent vehicles, operate your fleet, employ your renters, act as your insurance carrier or broker, or become a party to your rental transactions.
You remain responsible for your business decisions, prices, renter approvals, rental agreements, vehicle possession, disclosures, customer service, and compliance with laws where you operate. Our tools do not replace legal, tax, insurance, safety, or accounting advice. A dashboard status or uploaded document is not a certification of compliance, insurance coverage, or roadworthiness.
3. Eligibility, accounts, and authorized users
Account users must be at least 18 years old and legally capable of entering the applicable agreement. Provide accurate account and billing details and keep them current. You must hold the authorizations necessary to operate your business and manage every vehicle and record you add.
Protect credentials, use available security controls, assign permissions appropriate to each user, and promptly remove access when someone leaves your business. You are responsible for activity by users and integrations you authorize, except to the extent a loss is caused by our breach of our obligations. Tell us promptly about suspected account compromise or unauthorized access. We may request information reasonably needed to verify account authority or investigate misuse.
4. Vehicles, renters, and insurance
You must have lawful authority to offer each vehicle for its intended use, including any required owner, lender, or lessor permission. Maintain required registration, inspections, licenses, insurance, and safe vehicle condition; address recalls and maintenance requirements. Represent vehicle condition, rates, fees, and rental restrictions accurately. Keep appropriate inspection, delivery, return, and incident records.
You determine whether a renter may lawfully use a vehicle and whether a rental meets your insurer’s requirements. Confirm the applicability, limits, deductibles, exclusions, and notice requirements of your coverage directly with the insurer. Recording insurance information in the Services does not bind an insurer or create, extend, or confirm coverage.
If an insurance or verification integration is offered, its separate provider terms and actual policy documents govern that provider’s services. We do not guarantee that a renter will pay, operate safely, or qualify for coverage. In an emergency, contact emergency services first; report accidents and claims to the appropriate authorities and insurer within their applicable deadlines. A platform entry alone may not satisfy those reporting requirements.
5. Applications, screening, and fair decisions
Collect only application and verification information you are entitled to request. Obtain required notices, permissions, and a lawful basis before ordering or using identity, driving-history, credit, or background reports. If consumer reporting or other screening laws apply to your use, you must comply with their permissible-purpose, disclosure, accuracy, adverse-action, and dispute requirements. Do not use a report for a purpose its provider or applicable law prohibits.
Review incomplete or conflicting records and allow correction where required. Make renter decisions in compliance with applicable nondiscrimination and consumer protection laws. Automated flags and document checks may be incomplete or inaccurate and do not independently establish a person’s eligibility or suitability.
6. AI agents, recommendations, and automation
AI-generated briefs, predictions, classifications, and recommendations can contain errors, omit context, or become outdated. Review their source information before relying on them, particularly for decisions affecting safety, access to rentals, payments, legal obligations, or insurance. AI output is not professional advice and does not guarantee an operational or financial result.
When an automation feature is available, you must expressly authorize its scope, permissions, and actions through the applicable configuration or agreement. You are responsible for the instructions you supply and for appropriate review and oversight. These Terms alone do not authorize an agent to sign a contract, charge a payment method, send a message, or make a renter decision on your behalf. You must not configure an agent to perform an unlawful or unauthorized action.
Demonstration dashboards and sample AI briefs are illustrative. Sample data, previews, and beta features must not be treated as production records or safety-critical controls. No service level commitment applies to a beta feature unless separately agreed in writing.
7. Subscriptions, payments, refunds, and taxes
Subscription prices, billing intervals, payment authorization, included features, renewal conditions, cancellation methods, and any transaction fees must be disclosed in your order form or at checkout before you commit. We will not create an undisclosed subscription or impose a new fee solely through this page. Automatic renewal applies only if disclosed and affirmatively accepted as required by law.
You must pay undisputed amounts when due. Notify us promptly of a billing concern so we can investigate; this does not shorten any statutory dispute period. Refunds and cancellation take effect under your agreed billing terms and applicable law. Any price increase requires advance notice and takes effect at a future renewal or as otherwise expressly agreed, giving you an opportunity to decline renewal before the change applies.
If payment collection or payouts are enabled, they are subject to the identified payment processor’s terms, separate authorization, and disclosed fees. Processor verification, chargebacks, reserves, settlement delays, and fraud controls may affect availability of funds. These Terms do not independently authorize deductions from payouts or access to your bank account. Refunds, deposits, and charges owed by renters are governed by their rental agreements and applicable law.
You are responsible for applicable business and rental taxes and filings. We are responsible for taxes on our own income. Taxes on our Services may be charged where required and disclosed on your invoice. Payment records and estimates are not tax advice.
8. Contracts, records, and communications
Review any document template with qualified counsel for your business and jurisdiction. You are responsible for the terms of your rental agreements, required disclosures, signatory authority, and record retention. A generated template or signature field does not guarantee that a document is enforceable or satisfies every applicable requirement.
When electronic signing is supported, signatures and records are subject to applicable electronic transaction laws and any required consent process. Required consumer disclosures, paper-record options, withdrawal rights, and access requirements must be addressed separately where applicable; this page does not replace those disclosures or consents. Keep accessible copies of executed agreements.
We may send service-related account, security, and billing notices to your designated account contact. You must obtain any required consent before using communication features to send email, texts, or calls to others, honor opt-outs, and follow applicable marketing and telecommunications laws. Providing a phone number in a contact inquiry does not by itself authorize automated marketing messages.
9. Customer data, privacy, and confidentiality
You retain your rights in records, documents, photographs, and other information you submit (“Customer Data”). You grant us a limited, nonexclusive right to process Customer Data only as reasonably necessary to provide, secure, maintain, and support the Services, fulfill your documented instructions, and meet legal obligations. This right does not transfer ownership of your records or grant permission to use identifiable renter information in advertising.
You must have the rights and lawful basis needed to upload and process Customer Data, give required privacy notices, restrict access appropriately, and respond to requests you are legally responsible for handling. Do not upload payment card security codes, account passwords, or other restricted information into free-text fields. Personal information must be processed under the privacy notice applicable to the feature and any required data processing agreement. These Terms do not supply blanket consent for unrelated uses, waive privacy rights, or authorize training a general-purpose AI model on your identifiable Customer Data.
Each party must protect the other’s nonpublic business information using reasonable care and use it only to perform the agreement. Disclosure is limited to people or service providers who need access and are bound to appropriate confidentiality obligations, or as required by law. Where lawful, give reasonable notice of compelled disclosure. Information that is lawfully public, independently developed, or lawfully obtained without confidentiality restrictions is excluded.
We will maintain reasonable safeguards appropriate to the Services and handle security notifications as required by applicable law and your data processing agreement. You must maintain your own copies of records needed for business continuity and legal compliance. Retention, return, and deletion of personal information remain subject to applicable law, your agreement, and the relevant privacy notice.
10. Telematics and third-party services
External payment, screening, insurance, email, and telematics services may require separate accounts, contracts, fees, and permissions. Connecting a service authorizes only the access you grant for that integration. Review its terms and revoke access when no longer needed. Availability and accuracy may depend on third-party systems, devices, network coverage, and configuration; we remain responsible for our own contractual obligations.
Before collecting vehicle location, driving behavior, or other monitoring data, give required disclosures and obtain any required consent from renters, drivers, owners, and other affected people. Follow restrictions on tracking, data use, retention, sharing, and remote vehicle controls. Do not use tracking to harass anyone or operate a remote control in a way that endangers a person. Maps, alerts, and maintenance reminders are not a substitute for direct safety checks.
11. Permitted use and intellectual property
During an authorized subscription, you may use the Services for your internal fleet business and approved renter workflows within your plan limits. We and our licensors retain ownership of our software, designs, trademarks, and documentation. No ownership of the platform is transferred to you. You retain rights in your own materials, subject to the limited Customer Data permission above.
You must not use the Services to commit fraud, submit false claims, violate another person’s rights, distribute malware, bypass access controls, access another customer’s data, overload the platform, or conduct unlawful or discriminatory activity. Do not resell platform access without written permission or copy, decompile, or reverse engineer the software except to the extent applicable law expressly permits that activity. Security research must remain within an expressly authorized scope.
If you voluntarily provide product feedback, we may use it to improve the Services without payment or attribution, provided we do not disclose your confidential information or personal information in doing so. Report suspected intellectual property infringement through the contact route below with information sufficient to identify the material and your claim.
12. Availability, changes, and ending service
Service levels, support hours, and any availability commitments are set out in your agreement. Maintenance, outages, and failures beyond reasonable control may interrupt access. We will use reasonable efforts to communicate planned interruptions and mitigate disruptions. An event beyond a party’s reasonable control excuses affected performance only for its duration, does not excuse amounts already due, and does not eliminate applicable statutory rights.
We may restrict access reasonably necessary to respond to security threats, unlawful use, legal requirements, or a material breach. Where practical and lawful, we will give notice and an opportunity to cure before suspension. Either party may terminate for a material breach not cured within 30 days after written notice; urgent unlawful or dangerous conduct may justify immediate suspension or termination. Subscription cancellation and nonrenewal otherwise follow the applicable order form.
We may improve the Services, but material reductions in paid functionality during a committed term must be addressed under your agreement. If we discontinue a paid Service before the end of a prepaid term without your breach, you may receive a proportionate refund for the unused discontinued portion, unless your agreement provides a more favorable remedy.
When service ends, outstanding lawful payment obligations remain due and access may end. Unless legally prohibited or access poses a security risk, you may request an export of supported Customer Data formats within 30 days after termination; contact us before termination if you need an export plan. Deletion and retained backups follow applicable legal obligations and your data processing agreement. Provisions concerning accrued payments, confidentiality, ownership, liability, dispute resolution, and other obligations that inherently continue survive termination.
13. Warranties and limitations
EXCEPT FOR EXPRESS COMMITMENTS IN A SIGNED AGREEMENT AND RIGHTS THAT CANNOT LAWFULLY BE EXCLUDED, THE SERVICES ARE PROVIDED “AS IS” AND “AS AVAILABLE.” TO THE EXTENT PERMITTED BY LAW, WE DISCLAIM IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, AND NONINFRINGEMENT. We do not promise that every error will be eliminated or that a business, renter, insurer, or integration will produce a particular result.
To the extent permitted by law, neither party is liable to the other for indirect or consequential losses, such as lost anticipated profits or business opportunities, arising from the agreement. Except for the exceptions below or a separately signed agreement, each party’s aggregate liability arising from the Services is limited to the greater of US $100 or the fees paid or payable by you to us for the affected Services during the 12 months preceding the event giving rise to the claim.
These exclusions and caps do not limit fraud, willful misconduct, gross negligence, death or personal injury where liability cannot lawfully be limited, your obligation to pay agreed fees, the indemnification obligations below, or any liability or remedy that applicable law does not permit the parties to exclude or limit. They do not waive mandatory consumer rights. A signed agreement may establish additional exceptions or different caps.
14. Third-party claims
For business subscribers, you will defend us against a third-party claim arising from your unlawful fleet or rental activities, Customer Data that infringes another person’s rights, or your material violation of these Terms, and pay resulting final damages and reasonable defense costs to the extent caused by that conduct. This obligation does not apply to losses caused by our breach, negligence, or misconduct.
We must promptly notify you of the claim, allow you to control the defense using competent counsel, and reasonably cooperate at your expense. You may not settle a claim in a way that admits fault on our behalf or imposes a nonmonetary obligation on us without our consent, which will not be unreasonably withheld. We may participate with our own counsel at our expense. Any separate infringement protection we provide to you is governed by your signed agreement.
15. Disputes and applicable law
Please first send a written description of a dispute, relevant account details, and your requested resolution through the contact route below. Both parties will try in good faith to resolve it for 30 days after receipt. This process does not prevent urgent court relief, a small-claims filing, a regulator complaint, or action necessary to preserve a legal deadline.
If a signed service agreement selects governing law or a court, that provision applies subject to mandatory law. Otherwise, governing law and court jurisdiction are determined under the applicable legal rules. These Terms do not impose mandatory arbitration, a class-action waiver, a jury-trial waiver, or a shortened statutory claim period. Any separately negotiated dispute provision must be expressly agreed and satisfy applicable legal requirements.
16. Updates and general provisions
We will identify revisions with a version and revision date and give advance notice of material changes through your account contact or the Services. Changes do not apply retroactively to an existing dispute. Material changes require the acceptance process applicable to your agreement; publication of a revised page alone does not establish consent. If you decline revised terms, your existing agreement governs through its remaining term unless lawfully terminated.
If a provision is unenforceable, the remaining provisions continue to the extent legally possible. A failure to enforce a provision is not a waiver. Neither party may assign the agreement without the other’s consent, except to a successor in a merger or sale of the relevant business that assumes the obligations, with notice and without reducing your contractual protections. Assignment must comply with applicable law.
The parties are independent contractors. These Terms create no employment, partnership, or agency relationship. The agreement benefits its parties and does not grant enforcement rights to unrelated third parties. These Terms and agreements expressly incorporated through an acceptance process constitute the agreement for their subject matter; informal statements do not override a signed agreement.
17. Contact and notices
For questions about this draft, account support, or routing a legal inquiry, contact sales@inmotionfleet.com or use our Contact us page. Do not send sensitive renter records in an initial email.
Formal notices under an active service agreement must use the notice address and method stated in that agreement. Our account notices are sent to your designated account contact, subject to any required delivery method. This draft’s general inquiry email does not replace a contractually designated legal notice address.