Terms of Service

1. Agreement and definitions

These Terms of Service ("Terms") govern use of the FleetDocsAI Service by the business customer ("Customer") and its authorised users ("Authorised Users"). These Terms are between the Customer and A J HALL & P SHERIFF trading as Fleet Docs AI ("Fleet Docs AI", "we", "us").

2. Account, roles, and responsibilities

• Customer is responsible for all activity under its account and by Authorised Users.
• Customer must ensure permissions are configured appropriately.
• Customer must ensure End Users have authority to upload documents and that use complies with applicable laws.

3. The Service

FleetDocsAI provides tools to collect, store, process and track compliance documents, including automated reminders and AI-assisted extraction.

We may modify or update the Service over time.

4. AI features

Customer acknowledges:

• the Service may process uploaded documents/images using third-party AI services to extract key fields and support compliance workflows;
• AI output may contain errors; Customer remains responsible for verifying compliance decisions.

5. Acceptable use

Customer must not (and must ensure Authorised Users do not):

• misuse the Service, interfere with systems, or attempt unauthorised access
• upload unlawful content or content that infringes rights
• use the Service to send spam or harassment.

6. Customer Data and licences

Customer Data includes documents, images, metadata, and personal information uploaded to the Service.

Customer grants FleetDocsAI a non-exclusive licence to host, store, process and transmit Customer Data to provide the Service.

7. Privacy and security

Each party will comply with applicable privacy laws.

FleetDocsAI will maintain reasonable safeguards as described in the Privacy Policy.

8. Fees, billing, and taxes

• Fees are as set out in the order form/plan.
• Taxes (including GST) may apply.
• Late payments may result in suspension.

9. Suspension and termination

We may suspend access for non-payment, security risk, or material breach. Either party may terminate per the plan/order form. On termination, Customer may request export of Customer Data within a limited window, subject to legal requirements, and data may be retained for up to 12 months for auditing and compliance purposes.

10. Disclaimers

The Service is provided on an "as is" basis to the maximum extent permitted by law. We do not warrant uninterrupted or error-free operation.

11. Liability

• To the maximum extent permitted by law, each party's aggregate liability is capped to the fees paid by Customer in the 12 months before the event giving rise to liability.
• Indirect, incidental, special, and consequential loss (including loss of profits, revenue, goodwill, or data) is excluded.
• Carve-outs apply for fraud, wilful misconduct, and rights or remedies that cannot be excluded or limited under applicable law (including the Australian Consumer Law where applicable).

12. Indemnity

Customer indemnifies FleetDocsAI for claims arising from Customer Data, unlawful content, or misuse of the Service.

13. Governing law

These Terms are governed by the laws of New South Wales, Australia. The courts of New South Wales have non-exclusive jurisdiction.