CAZ Tracker for Fleets: terms of service

1. Who we are

CAZ Tracker for Fleets (the Service) is provided by Yeti Trading and Holding Company Limited, a company registered in England and Wales (number 16962101), of Garden Flat, 48 Lower Oldfield Park, Bath BA2 3HP, trading as CAZ Tracker (we, us). Contact: [email protected].

These terms are an agreement between us and the business that signs up (you). The Service is for businesses only, not consumers. The person who accepts these terms confirms they can bind the business.

2. What the Service does

With your permission, we read your vehicles' location records from a third-party account you hold (your Connected Account). From those records we work out which vehicle was driven inside which UK Clean Air Zone, Ultra Low Emission Zone or Low Emission Zone on each day, and we show an estimated charge for each, based on the vehicle's DVLA record and the rates the zone publishes.

The figures are estimates. The authority that runs each zone decides what is owed, and its official service has the final word. Detection depends on the location records your Connected Account holds: if a vehicle's device is faulty, switched off or records too rarely, an entry can be missed. Taxis and private hire vehicles cannot be told apart from private cars in DVLA data, and some vehicles have exemptions or discounts we cannot see.

We do not pay charges for you, and we are not connected with GOV.UK, Transport for London, any council or any Scottish authority.

3. Your responsibilities

• Paying every charge and penalty your vehicles incur. Use the Service as a reminder, not as the only record.
• Having the right to give us access to your Connected Account and its data, and keeping the access details you give us accurate.
• Telling your drivers that vehicle location data is used to manage zone charges, as your obligations as their employer require.
• Keeping your dashboard sign-in to people you authorise, and telling us promptly if you think someone else has access.
• Not using the Service unlawfully, not trying to break or overload it, and not copying or reselling it without our written agreement.

4. Fees

The fee is £1 per vehicle per month, billed monthly in advance through our payment provider, Stripe. The number of vehicles billed follows the number in your Connected Account: a vehicle added part-way through a month is charged pro rata on the next invoice, and one removed stops being charged in the same way. There is no set-up fee and no minimum term.

Prices exclude VAT, which is added where it applies. We may change the fee by giving you at least 30 days' notice by email; the change applies from your next billing date after that notice, and you can cancel before it takes effect.

If a payment fails, Stripe will retry it. If it is still unpaid 14 days after we tell you, we may suspend the Service until it is paid.

5. Term and cancelling

The agreement runs month to month. You can cancel at any time from the dashboard (Manage billing); the Service continues until the end of the month you have paid for, and no further fee is taken. We do not refund part months.

We may end the agreement with 30 days' notice, or immediately if you seriously breach these terms. If we end it without cause, we will refund any fee paid for the period after it ends.

When the agreement ends we stop reading your Connected Account, delete the access details you gave us at once, and delete your vehicle and zone data within 30 days. Before then, you can download your zone history as a CSV from the dashboard.

6. Your data

For the vehicle and location data the Service handles, you are the controller and we are your processor under UK GDPR. Section 7 sets out the terms of that processing.

What we hold:

• For each vehicle: its name, registration, VIN and device serial from your Connected Account, and the public DVLA record for its registration (fuel type, emissions standard, date of first registration, vehicle category).
• For each day a vehicle was driven in a zone: the zone, the date, and the times it was first and last seen there, whether you have marked it paid, and the estimated charge.
• The email addresses of the people who sign in to your dashboard.
• The access details for your Connected Account, encrypted.

We read your vehicles' location records to find zone entries, but we do not keep them: only the daily zone summary above is stored. We never sell your data or use it to advertise.

Our privacy policy covers the personal data we hold about you as our customer, such as billing contacts.

7. Data processing terms

This section is the contract required by Article 28 of UK GDPR.

• Subject matter and duration: providing the Service, for as long as the agreement lasts plus the 30-day deletion period.
• Nature and purpose: reading location records to detect zone entries, storing daily zone summaries, estimating charges, and showing them to you.
• Data subjects and types: your drivers and staff, as far as they can be identified from the vehicle data, plus your dashboard users' email addresses.
• Instructions: we process the data only to provide the Service, as these terms describe, unless the law requires otherwise, in which case we will tell you first unless the law forbids it.
• Confidentiality and security: anyone who processes the data for us is bound to keep it confidential. Data is encrypted in transit, access details are encrypted at rest, and access to our systems is limited and protected by keys.
• Sub-processors: you authorise our hosting provider (servers in the European Economic Area), Cloudflare (network and the DVLA lookup), Stripe (payments) and Resend (sign-in emails). We will give you 30 days' notice of any new sub-processor, and you can object by cancelling. Each is bound by data protection terms no less protective than these. Where one processes data outside the UK, we rely on UK adequacy regulations or the UK International Data Transfer Addendum.
• Helping you: we will help you respond to requests from data subjects and meet your security, breach notification and impact assessment obligations, as far as the Service allows.
• Breaches: we will tell you without undue delay, and within 48 hours, after becoming aware of a personal data breach affecting your data.
• End of processing: we will delete your data as section 5 describes, unless the law requires us to keep it.
• Audit: we will make available the information you reasonably need to show we meet this section, and allow a reasonable audit once a year on 30 days' notice.

8. Availability and changes

We aim to keep the Service running and up to date, but we do not promise it will be uninterrupted or error-free. We may improve or change it, and will tell you in advance of any change that materially reduces what it does.

The Service depends on your Connected Account's provider and on the DVLA. If either changes or withdraws what we rely on, we will tell you, and either of us may then end the agreement immediately, with a refund of any fee paid for the period after it ends.

9. Liability

Nothing in these terms limits liability for death or personal injury caused by negligence, for fraud, or for anything else that cannot lawfully be limited.

Subject to that:

• we are not liable for any Clean Air Zone charge, penalty charge notice or other fine, whether or not the Service showed the entry or an accurate estimate. Those remain yours to pay;
• we are not liable for loss of profit, revenue, business or goodwill, or for any indirect or consequential loss; and
• our total liability under or in connection with this agreement in any 12 months is limited to the fees you paid us in those 12 months.

10. General

• The software, the website and everything in them belong to us. You own your data.
• Each of us will keep the other's confidential information confidential.
• We may update these terms by giving 30 days' notice by email. If you do not agree, you can cancel before the change takes effect.
• Neither of us is liable for delay caused by events outside our reasonable control.
• You may not transfer this agreement without our consent. We may transfer it to a business that takes over the Service, and will tell you if we do.
• These terms are the whole agreement between us about the Service. If any part is found unenforceable, the rest still applies.
• These terms are governed by the law of England and Wales, and the courts of England and Wales have exclusive jurisdiction.