Terms of Service

These terms govern access to the CollectiveMiles website, operator workspace, booking tools, integrations, and related services. An accepted order form, checkout, or written service agreement may add commercial terms. If there is a conflict, the signed order or service agreement controls for that subject.

If you accept for a business, you confirm that you can bind that business. “Operator” means the fleet or rental business using the service. “Authorised User” means a person the Operator permits to use its workspace.

CollectiveMiles provides software for fleet records, booking requests, operational workflows, communications, reporting, exports, and related administration. Features may differ by plan, region, configuration, or release.

CollectiveMiles is not the owner, lessor, dealer, insurer, repairer, or roadworthiness certifier of an Operator's vehicles. A booking request submitted through the platform is not accepted until the Operator confirms it under its own rental terms.

The Operator must provide accurate account information, keep credentials confidential, use appropriate access roles, and promptly remove access for people who no longer need it. The Operator is responsible for activity carried out through its accounts except to the extent caused by our breach of these terms.

Users must not share accounts, bypass access controls, probe other tenants, introduce malicious code, overload the service, scrape it unlawfully, or use it to violate another person's rights.

The Operator remains responsible for its vehicles and rental business, including:

• vehicle ownership or authority to rent, roadworthiness, inspection, registration, maintenance, and insurance;
• driver eligibility, licence checks, deposits, pricing, taxes, tolls, fines, claims, and rental agreements;
• the accuracy and lawfulness of fleet, customer, and booking data;
• customer notices, consents, marketing permissions, and legally required records;
• reviewing booking conflicts, swaps, alerts, exports, and automated outputs before acting; and
• compliance with transport, consumer, privacy, employment, sanctions, and other laws that apply to its operation.

Plan scope, fleet limits, price, billing cycle, taxes, start date, and any renewal arrangement are shown at checkout or in the applicable order form. The Operator authorises charges using the selected payment method and must keep billing details current.

Plan changes, cancellation, credits, and refunds follow the disclosed checkout or order terms and any mandatory legal rights. We will not remove rights that cannot lawfully be excluded.

The Operator retains its rights in data it submits to the service. It grants CollectiveMiles the limited rights needed to host, process, transmit, back up, and display that data to provide and secure the service.

Each party must comply with applicable privacy law. Where CollectiveMiles processes customer or driver data for an Operator, the Operator is responsible for lawful collection and instructions. Our Privacy Policy explains our own information handling, and additional data-processing terms may apply under an order form.

The service may connect with payment, messaging, identity, hosting, analytics, or other third-party services. Their separate terms and availability may apply. We are not responsible for a third party's independent service, but this does not limit obligations we cannot lawfully exclude.

The Operator must ensure that emails, SMS messages, and other communications sent using the platform are lawful, accurate, and directed to recipients it is permitted to contact.

We aim to provide a reliable service, but maintenance, security events, internet failures, and third-party outages can interrupt access. We may make reasonable changes needed for security, law, performance, or product development. Material reductions to a paid service will be handled under the applicable order terms and mandatory law.

Operators should maintain appropriate business-continuity procedures and use available export or backup functions for records they need independently.

CollectiveMiles and its licensors retain rights in the platform, software, branding, documentation, and service improvements. These terms grant a limited, non-exclusive, non-transferable right to use the service during the subscription for the Operator's internal fleet operations.

If you provide feedback, we may use it without restriction or payment, provided we do not identify you publicly without permission.

We may restrict or suspend access where reasonably necessary to address a security threat, unlawful use, material breach, non-payment, or harm to the service or others. Where practicable, we will give notice and an opportunity to remedy the issue.

On termination, access ends subject to any agreed transition or export period. Each party must return or delete confidential information when required, except for records lawfully retained for compliance, backups, disputes, or security.

The service is provided with the care and skill required by applicable law. Except for express commitments and rights that cannot be excluded, we do not promise uninterrupted operation or that software output will replace an Operator's professional, safety, insurance, or legal judgement.

To the maximum extent permitted by law, neither party is liable for indirect or consequential loss, lost profit, or lost opportunity. Any agreed liability cap is stated in the applicable order form. Nothing in these terms excludes liability or remedies that cannot legally be excluded, including qualifying consumer or small-business protections.

New Zealand. The Fair Trading Act 1986, Consumer Guarantees Act 1993, Privacy Act 2020, and other mandatory law may apply. Contracting out of consumer guarantees is effective only where the law permits it and the statutory requirements are met.

Australia. Nothing excludes the Australian Consumer Law or Privacy Act 1988 where applicable. Protections for consumers and eligible small businesses, including restrictions on unfair standard-form contract terms, continue to apply.

United Arab Emirates and Dubai. Mandatory UAE consumer and data-protection requirements apply where relevant. Operators serving UAE consumers remain responsible for required Arabic information, licensing details, invoices, rental terms, and other disclosures. DIFC law applies only where the relevant establishment or activity falls within that jurisdiction.

The contracting entity and governing law are identified in the Operator's order form or service agreement. This avoids applying two countries' law to the same contract. If an order does not identify them, contact us before accepting the order so they can be recorded.

Before formal proceedings, each party should give written notice of the issue and allow a reasonable period for senior representatives to try to resolve it. This does not prevent urgent relief, regulatory complaints, or use of rights that cannot be limited.

Questions about these terms can be sent to support@collectivemiles.com.

We may update these terms for legal, security, or service changes. Material changes affecting an active subscription will be notified through the service, email, or another reasonable channel and will take effect as stated in the notice, subject to applicable law.