Terms of Service

We’re finalising these terms with our solicitors. Questions in the meantime: [email protected].

1. These terms

These Terms of Service (“Terms”) govern access to and use of MissionDuty, provided by MissionDuty (“MissionDuty,” “we,” “us”). By creating an account or using MissionDuty, the organisation signing up (“Customer,” “you”) agrees to these Terms. If you’re accepting on behalf of an organisation, you confirm you’re authorised to do so.

2. The service

MissionDuty is fleet and workshop management software: asset records, compliance tracking, workshop job cards, stock control, driver management, and related reporting, accessed as a hosted (“SaaS”) service.

Some features depend on outside data sources: vehicle and driver licence lookups (DVLA), telematics, tachograph data, OCRS scores, repair-time guidelines, traffic and routing, and payments. Where one of these isn’t connected for the Customer, the product says so, and any figures it shows in its place are illustrative, not real third-party data, so shouldn’t be relied on for a real decision.

AI-assisted features (“Ask MissionDuty” search and reading documents) run on the Customer’s own Anthropic API key, added under Admin settings. Their output is for a person to check before it is relied on or saved.

The Customer stays responsible for compliance. MissionDuty flags, records and evidences; it does not give legal or compliance advice, certify roadworthiness or compliance, or take on any duty of the operator or its transport manager. Responsibility for meeting operator’s licence, roadworthiness, drivers’ hours and other legal obligations stays with the Customer and its transport manager, who should check what MissionDuty shows before acting on it.

3. Accounts & access

• Customer is responsible for its users’ account security, including keeping passkey devices, backup codes and any passwords secure.
• Customer is responsible for the accuracy of data it enters into MissionDuty and for configuring user permissions appropriately for its organisation.
• We may suspend an account that we reasonably believe is being used to breach these Terms, compromise security, or break the law, and will tell the Customer why as soon as reasonably possible.

4. Fees & payment

• Subscription fees are as set out in the pricing the Customer selects at signup, and are collected by Direct Debit through our payment processor, GoCardless. The Customer will be asked to set up the Direct Debit, and shown the Direct Debit Guarantee, before any collection.
• The AI features, the AI fleet admin among them, run on the Customer’s own Claude (Anthropic) or ChatGPT (OpenAI) account, using an API key the Customer adds. The provider bills the Customer directly for that use under the Customer’s own agreement with it; our fees don’t include it.
• Billing starts when the free trial ends, and runs by calendar month. Fees are collected in advance at the start of each month for that month, or yearly in advance for a term paid upfront. If the free trial ends part-way through a month, the first payment covers only the rest of that month, charged pro rata by the days left in it. Each period has an invoice, shown under Admin > Billing.
• If a payment fails, or there’s no Direct Debit to take it from, we’ll tell the Customer’s administrators and the Customer can try again or set up a new Direct Debit. If it’s still unpaid 14 days later, changes are paused until it’s paid: the Customer can still sign in, view and export its data. A free trial that ends without a Direct Debit is paused in the same way.
• We’ll give at least 30 days’ written notice of any change to our prices.
• Fees are exclusive of VAT, which is added where applicable.
• Fees may rise once a year, including during a 12-month or multi-year term, by no more than the annual rise in the Consumer Prices Index (CPI) published by the Office for National Statistics for the most recent 12 months published. We’ll give 30 days’ written notice of any rise before it takes effect. This doesn’t apply to the launch offer below, whose price is fixed for its term.

Launch offer

• The first 1,000 vehicles on MissionDuty, counted across all customers, are charged at £1 per vehicle per month, excluding VAT, for a fixed term of 3 years starting when the Customer’s free trial ends. The offer is chosen at signup, is paid monthly, and can’t be combined with the discounts for other terms.
• The price stays at £1 per vehicle per month for the whole 3 years; the yearly rise in this section doesn’t apply to it.
• It includes every feature, the AI fleet admin among them.
• A place is taken each time the Customer adds an asset to MissionDuty: a van, car, HGV, trailer, plant or other equipment. A place stays with the Customer for the 3 years: when an asset is disposed of, its place is used for the Customer’s next asset. The Customer is charged for the places it holds. Once all 1,000 places are taken, the offer closes to new customers, and an asset that would need a new place can only be added by agreement with us.
• Places held by a former customer return to the offer only once its data has been deleted (Section 5).
• At the end of the 3 years the Customer moves to standard per-vehicle pricing for its fleet size at our prices then in force. We’ll give at least 60 days’ written notice before the offer ends, and the Customer may end its subscription at the end of the offer instead.
• The offer can be ended early at an anniversary of its start, as set out in Section 9.

5. Customer data

• The Customer owns the data it puts into MissionDuty. We process it only to provide the service, as set out in our Privacy Policy and Data Processing Agreement.
• The Customer is responsible for having a lawful basis to process any personal data (including its drivers’ and employees’ data) it enters into MissionDuty — in particular the special-category (health) data MissionDuty lets it record for driver medical compliance.
• When a job card is closed, MissionDuty keeps a copy of it, along with any paper job sheets uploaded to it, for 18 months, or longer where the Customer has paid for longer retention. They are then deleted. The Customer remains responsible for deciding what its maintenance records must contain and how long it must keep them, and can download copies at any time.
• The Customer’s data is kept in the region chosen at signup, and isn’t moved out of it.
• If a free trial ends without the Customer setting up a Direct Debit, its data is kept for 30 days, then the 30-day download period below applies and the data is deleted. Setting up a Direct Debit before the deletion date keeps everything as it is.
• When the contract ends, the Customer has 30 days to download its data (Admin > Settings > Your data), and its administrators are reminded before the end of that time. After 30 days, everything the Customer keeps in MissionDuty, uploaded files included, is permanently deleted. Copies in our backups are deleted as those backups expire, within 35 days, and are never restored for the Customer in the meantime. We keep our own record of the contract, our invoices and the fact that the deletion happened, as UK tax law requires us to keep business records for 6 years.

6. Acceptable use

The Customer won’t use MissionDuty to: break the law; upload unlawful, defamatory, or infringing content; attempt to breach the security of the service or access another tenant’s data; or resell or white-label the service without our written agreement.

7. Availability & support

We aim for high availability but don’t currently commit to a specific uptime guarantee or service credits. We’ll notify Customers of planned maintenance where practical.

Ada, MissionDuty’s AI assistant, answers questions in the app at any time and replies to new support requests straight away. It is an AI, not a person, and says so. People in the MissionDuty team respond to support requests Monday to Friday, 9am to 5pm UK time, except bank holidays, aiming to reply within 1 working day, and act on suspected security incidents as soon as we’re aware of them, at any time.

8. Liability

Nothing in these Terms limits liability for death, personal injury caused by negligence, fraud, or anything else that can’t lawfully be limited. Subject to that, our total liability arising from these Terms is limited to the fees paid by the Customer in the 12 months before the claim arose.

9. Termination

• On a monthly rolling plan, either party may end the subscription with one month’s written notice.
• A 12-month or multi-year term, chosen at signup for its discount, and the launch offer can be ended at any anniversary of the term’s start, with at least one month’s written notice. Notice given less than a month before an anniversary takes effect at the following one. Fees are payable until the end date, including the rest of the current contract year.
• The Customer can give notice under Admin > Billing, which shows the end date before the Customer confirms, and can withdraw it there before that date. Billing continues until the end date.
• Either party may terminate immediately for the other party’s material, uncured breach.
• On the end date, access ends and data is handled as described in Section 5.

10. Changes to these Terms

We’ll give Customers reasonable notice of material changes to these Terms before they take effect.

11. Governing law

These Terms are governed by the laws of England and Wales, and the courts of England and Wales have exclusive jurisdiction over any dispute.

12. Contact

MissionDuty
[email protected]