TrackFleet Terms of Use
Last updated: 22 August 2026
1. Who We Are
TrackFleet is operated by TRACKFLEET LTD, company number 17270562, registered in England and Wales with registered office at 9 Ashby Mews, Swanwick, Southampton, SO31 7QD.
References in these terms to “TrackFleet”, “we”, “us” or “our” mean TRACKFLEET LTD. References to “you” or “user” mean the person or organisation accessing or using a TrackFleet service.
2. Scope of These Terms
These terms apply when you:
- use the TrackFleet website or create a TrackFleet account;
- use TrackFleet Central or TrackFleet Dispatch;
- post, bid for, fund, carry or manage transport work through TrackFleet Connect;
- use Connect as a guest or one-off customer;
- purchase or download TrackFleet Compliance Packs or other digital products; or
- use ETM, consultant or reseller functionality made available through TrackFleet.
Additional terms, pricing or written agreements may apply to particular business accounts, ETM/reseller arrangements or specialist services. Where there is a direct conflict, the specific written agreement will take priority for the service it covers.
3. Acceptance and Eligibility
By using TrackFleet you agree to these terms. If you are using TrackFleet on behalf of a company or other organisation, you confirm that you have authority to bind that organisation.
Carrier accounts using TrackFleet Connect must be acting in the course of a business or trade. Guest job posting may also be used by individuals acting as consumers for suitable one-off transport requirements.
4. TrackFleet Products
TrackFleet provides separate software products and services which may be activated independently.
- TrackFleet Central: compliance software for driver, vehicle, tachograph, Working Time, maintenance, walkaround, defect and document records.
- TrackFleet Dispatch: operational software for jobs, allocation, driver workflow, navigation, job progress, PODs, paperwork, waste-related records and invoicing workflows.
- TrackFleet Connect: a marketplace and workflow service that enables posters to offer transport work and carriers to submit private bids.
- Compliance Packs: downloadable policies, procedures, risk assessments, safe systems of work, toolbox talks, handbooks, checklists and related documents.
5. Accounts and Security
You are responsible for keeping account credentials secure and for activity carried out through your authorised users. You must provide accurate account information and keep relevant company, contact and operational details reasonably current.
You must tell us promptly if you believe an account has been compromised or accessed without authority. We may suspend access where reasonably necessary to protect users, data, payments, the platform or third parties.
6. Software Subscriptions
TrackFleet Central and TrackFleet Dispatch are paid software products unless another written arrangement applies. Current public pricing is shown on the TrackFleet pricing page and at the point of account activation or purchase.
- Central: currently £6 per active powered vehicle/month.
- Dispatch: currently £12 per active powered vehicle/month.
- Separate products: Central and Dispatch are billed separately unless a specific written agreement states otherwise.
- Billing: recurring payments may be processed by Stripe or another approved payment provider.
- Failed payment: access may be restricted or suspended where an amount remains unpaid.
- Cancellation: subscription cancellation and the date access ends will follow the account, checkout or written billing terms applicable to that subscription.
7. Active Powered Vehicle Pricing
Where software pricing is based on active powered vehicles, you are responsible for keeping the fleet information used for billing accurate. TrackFleet may review vehicle counts or account usage where reasonably required to check billing accuracy.
Specialist, unusually high-volume, multi-site, agency-heavy or bespoke arrangements may be subject to separate agreed pricing.
8. TrackFleet Connect — Role of the Platform
TrackFleet Connect provides a marketplace, funding workflow and operational tools that help posters and carriers arrange transport work. Unless TrackFleet expressly agrees otherwise in writing, TrackFleet is not the carrier performing the transport service.
The transport service is carried out by the carrier whose bid is accepted. The poster and carrier remain responsible for the commercial, operational and legal obligations arising from the transport job between them.
TrackFleet may provide job records, payment processing, status workflows, POD handling, messaging, dispute tools and administrative support, but this does not make TrackFleet the haulier, courier, freight forwarder or employer of the carrier or driver.
9. Connect Fees
The fees displayed when a Connect job is posted, awarded or funded apply to that transaction. Current standard public fees are:
- Registered business poster: 5% platform fee added to the accepted carrier price.
- Carrier: 5% platform fee deducted from the accepted carrier price.
- Guest / one-off poster: 10% platform fee added to the accepted carrier price.
TrackFleet may change fees for future transactions by updating the service or pricing information. A fee change will not retrospectively alter a job already funded unless required by law or agreed by the affected parties.
10. Posting Jobs on Connect
A poster must provide accurate and sufficiently complete job information, including where applicable:
- collection and delivery information;
- dates, timing requirements and access restrictions;
- the nature, size, weight and quantity of the goods;
- special handling, vehicle or equipment requirements;
- any lawful regulatory, waste, dangerous-goods or documentation requirements relevant to the job; and
- contact information needed for safe collection and delivery.
You must not use Connect to arrange unlawful transport, prohibited goods, fraudulent transactions or work that you know cannot lawfully or safely be carried out.
11. Carrier Bidding and Carrier Responsibilities
Connect bids are private to the relevant poster and are not intended to be visible to competing carriers. A carrier must bid only where it reasonably believes it can lawfully and competently perform the work described.
Carriers are responsible for:
- maintaining any licences, operator authority, insurance, registrations, permits and qualifications required for their work;
- ensuring drivers and vehicles used for the job are suitable, roadworthy and legally compliant;
- checking the job information before bidding and raising material questions before accepting the work;
- performing the agreed transport service with reasonable care and skill;
- updating job progress and providing genuine delivery evidence;
- not subcontracting or transferring work where this would breach law, insurance, the job requirements or any restriction shown in Connect; and
- keeping payout and business information accurate.
12. Carrier Account Review and Payout Setup
TrackFleet may require carrier profile information, supporting documents and payout onboarding before paid Connect work can be bid for or carried. Access to paid work may be limited, suspended or removed if required information is missing, expired, inconsistent or cannot reasonably be verified.
Account review is a platform access control. It does not transfer the carrier's legal or operational responsibilities to TrackFleet and does not amount to a guarantee of future performance.
13. Awarding and Funding Connect Jobs
A carrier bid does not become confirmed funded work merely because it is selected. The poster must complete the required Connect funding step before the job is treated as funded for dispatch.
Payments are processed through third-party payment services, including Stripe where applicable. TrackFleet Connect is not a bank account, savings product or deposit service, and no wording in the platform should be interpreted as creating one.
If funding fails, is cancelled or is reversed before confirmation, the carrier should not treat the job as funded Connect work.
14. Job Progress, Navigation and Location
TrackFleet may provide driver workflow, navigation links, live job status and last-known vehicle location information. Location data may be captured during driver progress updates and is not represented as continuous background GPS tracking.
Navigation, mapping, estimated routes and location services may rely on third-party services and should not replace a driver's responsibility to follow road signs, restrictions, safe routing, vehicle limits and applicable law.
15. Proof of Delivery and Completion
Carriers may be required to record recipient details, photographs, signed paperwork or other Proof of Delivery (“POD”) evidence. Users must not knowingly submit false, altered or misleading delivery evidence.
Delivery evidence supports the Connect workflow but does not by itself determine every contractual or legal issue that may arise between poster and carrier.
16. Connect Cancellations and Withdrawals
Cancellation and withdrawal options depend on the status of the job and the controls available in Connect at that time.
- A poster may cancel a job where the platform permits this, subject to any funding, work-started or dispute restrictions.
- A carrier may withdraw a bid or accepted but unfunded position where the platform permits this.
- Once a job has been funded, started or materially performed, cancellation may require manual review and may have financial consequences.
- Users must not use cancellation or withdrawal features to avoid legitimately due platform fees or payment obligations.
17. Connect Disputes
Where Connect provides a dispute process, a poster or carrier may submit relevant evidence for review. TrackFleet may request additional documents, messages, POD evidence, photographs, job records or other information.
TrackFleet may make an administrative decision for the purpose of operating the platform, releasing or holding a Connect payment, or determining the status of the marketplace transaction. This does not prevent either party from exercising any legal rights it may have against the other.
Users must cooperate honestly with a dispute review and must not submit fabricated, altered or deliberately misleading evidence.
18. Carrier Payouts
Carrier payout is subject to successful funding, delivery completion, any applicable approval or dispute process, payment-provider checks, account status and any legally required hold or review.
Estimated payout timing shown by TrackFleet is an operational target rather than a guarantee. Banks, Stripe or other payment providers may cause additional processing delays outside TrackFleet's direct control.
Where a refund, chargeback, fraud issue, payment reversal, dispute or material delivery issue arises, TrackFleet may delay, withhold or adjust a payout to the extent reasonably necessary to investigate or process the issue.
19. Guest and Consumer Connect Users
A guest may use Connect for a suitable one-off transport requirement without opening a full business operator account. Guest users must still provide accurate job and contact information and comply with these terms.
If you are acting as a consumer, nothing in these terms removes or limits rights that cannot lawfully be excluded under UK consumer law.
20. Customer and Carrier Relationship
Posters and carriers are independent parties. TrackFleet does not employ drivers supplied by carriers and does not control how a carrier performs the transport service beyond providing platform workflows, marketplace rules and service requirements.
Each party remains responsible for its own tax, VAT, employment, insurance, licensing, operator, transport and other legal obligations.
21. ETM, Consultant and Reseller Accounts
ETM, consultant and reseller functionality may allow an authorised account to access linked customer companies, process permitted cross-company workflows and manage resale pricing or customer invoicing.
Each linked customer remains a separate customer data environment. ETM and reseller users must access only companies they are authorised to manage. Wholesale pricing, resale rights and billing arrangements may be governed by a separate written agreement.
22. Customer Data and Uploaded Documents
Users are responsible for the accuracy and lawfulness of data and documents entered or uploaded to TrackFleet, including driver information, vehicle information, compliance documents, job details, PODs, waste information and invoices.
Where TrackFleet extracts or suggests information from uploaded documents, the user remains responsible for reviewing the information before approval or reliance.
Personal data is handled in accordance with the TrackFleet Privacy Policy and applicable data protection law.
23. Acceptable Use
You must not:
- attempt to gain unauthorised access to TrackFleet systems or another customer's data;
- probe, scan, exploit or interfere with platform security;
- upload malware, malicious code or intentionally harmful files;
- use TrackFleet for fraud, unlawful activity, harassment or misleading conduct;
- scrape, copy or systematically extract platform data without permission;
- reverse engineer or reproduce TrackFleet software except where a right cannot lawfully be excluded;
- manipulate marketplace, payment, bid, review or dispute processes; or
- share credentials with unauthorised users.
24. Suspension and Termination
TrackFleet may restrict, suspend or terminate an account where reasonably necessary because of non-payment, security risk, suspected fraud, misuse, unlawful activity, repeated marketplace failures, serious breach of these terms, missing carrier requirements or risk to other users or the platform.
Where appropriate, we may ask for corrective action before restoring access.
25. Compliance Packs and Other Digital Products
TrackFleet sells digital products which may include PDF, DOCX, XLSX or ZIP files. Product contents and formats are described on the relevant product page.
Purchased TrackFleet templates are intended as editable operational resources and starting points. Customers remain responsible for reviewing and adapting documents to their own business, vehicles, workforce, contracts and legal obligations.
26. Digital Delivery, Cancellation and Refund Rights
Digital products are normally supplied electronically after successful payment. Nothing in these terms excludes statutory rights that apply to consumers.
Where UK law allows a consumer's cancellation right for digital content to end once supply begins, that will apply only where the legal requirements for consent and acknowledgement have been met.
If a digital file is faulty, incomplete or cannot be accessed because of a TrackFleet delivery issue, contact support@trackfleet.uk so we can investigate and, where appropriate, replace or re-supply it.
27. Intellectual Property and Licence to Use Digital Products
TrackFleet owns or licenses the intellectual property in its software, branding, website content, templates, documents, designs and supporting materials.
Unless a product page or written agreement states otherwise, purchase of a Compliance Pack gives the purchaser a non-exclusive licence to edit and use the supplied materials internally within its own business.
- You must not resell, sublicense or publicly redistribute TrackFleet templates or document packs.
- You must not use TrackFleet materials to create or supply a competing template or document product.
- You may adapt purchased editable documents for your own internal business use.
28. Compliance and Legal Disclaimer
TrackFleet software, alerts, dashboards, document workflows, reports and Compliance Packs are management aids. They do not constitute legal advice, professional regulatory advice or a guarantee of compliance.
Operators, Transport Managers, carriers, posters and other users remain responsible for complying with applicable law, operator licence undertakings, drivers' hours and Working Time rules, vehicle standards, waste requirements, insurance conditions, contractual obligations and other rules relevant to their activities.
29. Availability and Changes to Services
We aim to provide reliable access but cannot guarantee that TrackFleet will be uninterrupted or error-free. Maintenance, upgrades, third-party failures, security incidents or events outside our reasonable control may affect availability.
We may update features, workflows or technical requirements as the platform develops. Material changes affecting paid services will be handled reasonably and in accordance with applicable law and any specific agreement.
30. Third-Party Services
TrackFleet may rely on third-party providers for payments, banking or payouts, mapping, hosting, email, analytics and other infrastructure. Those services may be subject to their own terms and availability.
TrackFleet is not responsible for third-party websites or services outside our reasonable control, although we remain responsible for obligations that the law places directly on TRACKFLEET LTD.
31. Limitation of Liability
Nothing in these terms excludes or limits liability where it would be unlawful to do so, including liability for death or personal injury caused by negligence, fraud or fraudulent misrepresentation, or statutory consumer rights that cannot be excluded.
Subject to the paragraph above, TrackFleet is not responsible for indirect or consequential loss, loss of anticipated profit, loss of opportunity or loss arising solely because a user failed to maintain required legal, operational, compliance, insurance or backup arrangements.
TrackFleet does not guarantee that a Connect job will receive bids, that a particular carrier will accept or complete work, or that a poster will offer any minimum volume of work.
32. Force Majeure
TrackFleet will not be responsible for delay or failure caused by events outside its reasonable control, including major telecommunications or cloud failures, payment-network outages, cyber incidents despite reasonable safeguards, natural disasters, industrial disruption, government action or widespread transport disruption.
33. Changes to These Terms
We may update these terms as TrackFleet develops. The current version will be published on this page with an updated date. Where a change materially affects an ongoing paid service or legal right, we will take any additional steps required by applicable law or contract.
34. Governing Law and Jurisdiction
These terms are governed by the laws of England and Wales.
If you are acting as a business, the courts of England and Wales will have jurisdiction unless another written agreement states otherwise. If you are a consumer, you retain any mandatory rights concerning the courts or law applicable to you.
35. Contact Details
Legal entity: TRACKFLEET LTD
Company number: 17270562
Registered in: England and Wales
Registered office: 9 Ashby Mews, Swanwick, Southampton, SO31 7QD
Email: support@trackfleet.uk
Website: www.trackfleet.uk