MotR Fleet Terms

About MotR Fleet

MotR Fleet provides fleet management, tracking and compliance tools for businesses operating two or more vehicles. These terms ("Fleet Terms") apply to MotR Fleet customers and supplement the MotR Terms & Conditions. Where they conflict, these Fleet Terms prevail.

Fleet onboarding

Onboarding begins when an enquiry is accepted and an agreement is put in place. You must provide accurate business, contact and vehicle information so we can set up your account. We may assess fleet size and requirements before confirming pricing and deployment.

Fleet administration

You appoint administrators who manage the fleet account, add and remove vehicles and drivers, set permissions and configure alerts. Administrators are responsible for actions taken within the account. You must keep administrator access secure.

Driver responsibilities

You are responsible for ensuring drivers understand that vehicles may be tracked. Drivers must follow your policies and the law. MotR does not employ or direct your drivers.

Controller and processor roles

Where MotR processes tracking or driver data solely on your documented instructions, MotR may act as processor and you may act as controller. Where MotR determines its own purposes and means for processing — including account administration, billing, fraud and security, legal compliance, customer support records, service administration and MotR's own necessary business records — MotR may act as controller. The specific allocation for each processing activity is set out in the Fleet Data Processing Addendum. MotR does not claim processor status for processing where it in fact determines the purposes and means.

Driver monitoring and privacy responsibilities

You are responsible for lawful and fair monitoring of drivers and any passengers. In particular you are responsible for:

• Informing workers and passengers that monitoring is taking place, in advance and in clear terms;
• Identifying a lawful basis for any processing of personal data;
• Ensuring that monitoring is necessary and proportionate to a legitimate aim;
• Carrying out a Data Protection Impact Assessment where legally required;
• Addressing authorised private use of fleet vehicles;
• Restricting or pausing tracking during private use where appropriate;
• Maintaining internal monitoring and privacy policies and making them available to affected workers.

MotR Fleet is not marketed, and must not be used, as a covert employee-surveillance product. Covert monitoring of workers is not permitted under these Fleet Terms except where you have independent legal authority to do so.

Tracking consent and employee privacy

You are responsible for having a lawful basis for tracking vehicles and for informing drivers in line with UK GDPR and the Data Protection Act 2018, including providing appropriate notice and, where required, obtaining consent. MotR processes driver-related data in accordance with the controller/processor allocation above. See our Privacy Policy, Fleet Data Processing Addendum and Fleet Driver Privacy / Model Driver Notice.

Vehicle ownership

You confirm that you own, lease or are otherwise authorised to track each vehicle you add to MotR Fleet. We may require evidence of ownership or authorisation.

Fleet subscriptions and commercial billing

MotR Fleet is a commercial subscription billed in advance, typically monthly or annually. Pricing is set out in your agreement or quote. Invoices are payable on the terms agreed. We may charge interest on overdue amounts. See our Commercial Terms for billing detail.

Account managers

Where agreed, you will have a named account manager as your main point of contact for onboarding, support and account reviews.

Data ownership

You own the fleet data you put into and generate through MotR Fleet. We process it to provide the service and do not use it for any purpose that competes with your business. We may use anonymised, aggregated data to improve our products.

Fleet exports

You can export your fleet data through features provided in the Service. On reasonable request, and at the end of the agreement, we will provide your data in a commonly used format.

Termination

You may terminate MotR Fleet on reasonable notice as set out in your agreement. We may terminate for material breach or as set out in your agreement. On termination we will provide your data export and delete it in line with our Data Retention Policy.

Limitation of liability

Our liability is limited as set out in the Limitation of Liability section of the MotR Terms. For commercial customers, our aggregate liability for a claim is limited to the fees paid by you in the 12 months before the claim.

Governing law

These Fleet Terms are governed by the laws of England and Wales.

MotR is a trading name of HELPYR LTD (company number 17109208), registered office: Gladstone Road, Chester, CH1 4BY, United Kingdom. For questions about this document, contact contact@motr.uk.