Fleet Terms of Use

For fleet operators, organisations and their drivers

Last updated: 26 March 2026

These Fleet Terms of Use ("Terms") govern your access to and use of the Mekavo fleet management platform ("Service"), operated by MEKAVO LTD ("we", "us", "our"), registered in England and Wales (Company No. 16477044).

These Terms apply specifically to fleet operators, organisations and their authorised users (managers and drivers). By creating a fleet organisation or joining one, you agree to these Terms and our Fleet Privacy Policy.

1. Acceptance of Terms

By registering, creating an organisation, inviting team members, or using the Service, you confirm that you have the authority to bind your organisation to these Terms.

We may update these Terms from time to time. We will notify organisation owners of material changes via email. Continued use constitutes acceptance.

2. Service Description

The Mekavo fleet management platform enables organisations to:

  • Manage fleet vehicles — records, documents, service history, mileage
  • Conduct digital vehicle inspections using industry-specific templates
  • Report and track vehicle defects with photo evidence and severity levels
  • Monitor compliance — inspection schedules, overdue checks, open defects
  • Manage teams — invite drivers and managers, assign vehicles, control permissions
  • Receive reminders for MOT/ITV/TUV, insurance, tax and service dates
  • Generate compliance reports for audits

Feature availability varies by subscription tier and country.

3. Eligibility

To create a fleet organisation, you must:

  • Be at least 18 years of age
  • Have the legal authority to act on behalf of your organisation
  • Provide accurate organisation and contact information
  • Ensure all users you invite are authorised to act within your organisation

4. Accounts & Roles

The Service supports the following roles within a fleet organisation:

  • Owner — full control: billing, settings, team management, all data access
  • Manager — can manage vehicles, view inspections, handle defects, manage drivers
  • Driver — can complete inspections, report defects, view assigned vehicles

Organisation owners are responsible for managing roles and permissions. All users must maintain their own secure credentials.

5. Vehicle Data

Where available, the Service allows vehicle data lookups from official third-party sources. You acknowledge that:

  • Third-party vehicle data is provided as-is and we do not guarantee its accuracy
  • Vehicle lookups may be subject to per-lookup charges from your subscription balance
  • You must not use vehicle data for purposes that violate applicable law
  • You are responsible for verifying vehicle information used for compliance purposes

6. Inspections & Compliance Records

The Service provides digital inspection templates for daily walkaround checks, pre-start inspections and periodic vehicle assessments. You understand and agree that:

  • Digital inspections through the Service are for your internal record-keeping and do not replace mandatory statutory inspections (MOT, DVSA roadworthiness tests, ITV, TUV/HU)
  • The organisation owner is responsible for ensuring inspections are completed according to their own operational requirements and applicable regulations
  • Inspection records must not be falsified — each record is timestamped and attributed to the user who completed it
  • We provide inspection templates as a starting point; you are responsible for ensuring they meet your specific regulatory and operational needs
  • Compliance dashboard data is based on the records you create and does not constitute legal certification of compliance

Important: Mekavo does not certify, validate or endorse any inspection. A completed digital inspection is not a legal certificate of roadworthiness.

7. Defect Reporting

Drivers and managers can report vehicle defects through the Service. You acknowledge that:

  • The organisation is responsible for acting on reported defects in a timely manner
  • Defect reports include user attribution, timestamps and optional photo evidence for audit purposes
  • The Service notifies relevant team members of new defects but does not guarantee notification delivery
  • Failure to address safety-critical defects is the sole responsibility of the organisation, not Mekavo

8. Organisation Management

As an organisation owner or manager, you acknowledge that:

  • You are responsible for the accuracy of organisation details (name, address, registration)
  • You must have appropriate consent from individuals before adding them to your organisation
  • Data created within the organisation (inspections, defects, vehicle records) is accessible to authorised members according to their role
  • If a member leaves the organisation, records they created may be retained by the organisation for compliance and audit purposes
  • Organisation owners are responsible for compliance with employment law and data protection regulations when managing driver data

9. Driver Responsibilities

If you are using the Service as a driver within an organisation:

  • You must complete inspections honestly and accurately
  • You must report defects promptly when discovered
  • You must not complete inspections on behalf of another person
  • Your inspection and defect records may be viewed by your organisation's owners and managers
  • You may access your own inspection history and assigned vehicles

10. Subscriptions & Payments

Fleet plans are available in the following tiers:

  • Free — up to 3 vehicles and 2 team members. All inspection templates and defect reporting included.
  • Fleet Starter — per-vehicle monthly pricing, up to 20 vehicles. Includes SMS reminders and vehicle lookups.
  • Fleet Pro — per-vehicle monthly pricing, unlimited vehicles. Includes compliance reports and priority support.
  • Public Service — custom pricing for government and public sector organisations. Contact us.

Paid subscriptions are billed monthly via Stripe and renew automatically. You may cancel at any time through the billing portal. Refunds are handled per our Refund Policy.

We may change pricing with 30 days' notice. Changes do not affect the current billing period.

11. Data Protection & GDPR

We process personal data in accordance with our Fleet Privacy Policy and applicable data protection law, including the UK GDPR and EU GDPR.

  • Having a lawful basis for processing driver data (typically legitimate interest or employment contract)
  • Informing drivers about how their data is collected and used
  • Responding to data subject access requests from your team members
  • Ensuring that your use of the Service complies with your obligations under applicable data protection law

As a fleet operator, you are the data controller for driver and employee data within your organisation. Mekavo acts as a data processor on your behalf. You are responsible for:

We will process data only as necessary to provide the Service and in accordance with your instructions. See our Fleet Privacy Policy for full details.

12. Intellectual Property

The Service, including its software, design, templates and branding, is owned by MEKAVO LTD. You may not copy, modify or reverse-engineer any part of the Service.

Content you create (inspection records, defect reports, vehicle photos, notes) remains yours. You grant us a limited licence to store, process and display it as necessary to operate the Service.

13. Limitation of Liability

To the maximum extent permitted by law:

  • The Service is provided "as is" without warranties of any kind
  • We are not liable for any consequences arising from inspection records, defect reports or compliance data
  • We are not liable for missed reminders, notifications or alerts
  • We are not liable for the accuracy of third-party vehicle data
  • We are not responsible for your organisation's compliance with transport, employment or health and safety regulations
  • Our total liability shall not exceed the amount paid by your organisation in the 12 months preceding the claim

Nothing in these Terms excludes liability for death or personal injury caused by negligence, fraud, or any liability that cannot be excluded by law.

14. Termination

Organisation owners may delete their organisation at any time. Upon deletion:

  • All organisation data (vehicles, inspections, defects, team records) will be permanently deleted after a 90-day grace period
  • Active subscriptions will be cancelled
  • Individual team members retain their personal accounts but lose access to organisation data

We may suspend or terminate organisations that violate these Terms, engage in fraudulent activity, or if required by law.

15. Applicable Law

These Terms are governed by and construed in accordance with the laws of the State of Delaware, United States, without regard to conflict of law principles. Any dispute arising from these Terms shall be resolved through binding arbitration in accordance with the rules of the American Arbitration Association (AAA). You waive any right to participate in a class action lawsuit. We comply with applicable provisions of the California Consumer Privacy Act (CCPA) for California residents.

16. Contact Us

If you have questions about these Terms, contact us:

MEKAVO LTD
Company No. 16477044
76 Letchworth Road
Leicester, LE3 6FH
United Kingdom

Email: [email protected]