Fleet Tracker Terms & Conditions

Fleet accounts are invitation-only. Fleet Owners control their company, users, vehicles, permissions and driver assignments. Each user must keep their login details secure and use only the access granted to them.

The Fleet Owner is responsible for confirming that every user is authorised, trained and removed or disabled when access is no longer required.

When a driver starts work, Fleet Tracker may collect location in the foreground and background, including while the screen is locked. The app clearly shows when tracking is active. Ending work stops new tracking but does not sign the driver out.

Fleet Owners must have a lawful reason for tracking and must give drivers appropriate workplace privacy information. See the Tracking Notice for full details.

• Users must enter accurate job, stop, status, vehicle, customer, POD, name and signature information.
• Offline events may be stored on the device and uploaded when internet access returns. Arrival, Loaded and delivery times describe recorded user actions; delayed uploads, device clocks and missing events can affect the record. A missing event time is not proof that an action did not occur.
• POD files and recipient signatures must be collected lawfully and shared only with authorised recipients. Do not upload unrelated, unlawful or unnecessarily sensitive material. Recorded completion coordinates describe the location captured for that event, not a driver’s current position.
• Location, map and ETA information is operational guidance and is not a guaranteed arrival time.
• Customer tracking links must be shared only with intended recipients and revoked when no longer needed.

The app must not be operated while driving. Navigation, messages, photos, signatures and status updates must be used only when it is safe and lawful. Users remain responsible for road safety and compliance.

Fleet Owners control company billing details and invoice permissions. Invoice generation is restricted to Fleet Owners and dispatchers they explicitly authorise. Authorised dispatchers may enter or edit job prices before completion; completed-job prices are locked. Price visibility to drivers is controlled by company defaults and the individual job setting.

Customers may be saved for future jobs. Users must check names, addresses, references and duplicate entries before saving or invoicing. Companies House search links are provided for convenience; users must verify and enter the relevant details themselves.

The invoice tool produces downloadable PDFs from supplied company, customer and job data. For newly saved job prices, zero or a blank entry is treated as free of charge. Historical jobs without a recorded price are not automatically converted to free-of-charge jobs. Where enabled, the tool adds the supported 20% VAT rate. The business remains responsible for its entitlement to charge VAT, correct tax treatment, invoice accuracy and any required correction or credit note. Do not use the tool for a tax treatment it does not support.

Once issued, an invoice retains its recorded number and billing snapshot; changing current company or customer details does not rewrite that snapshot. KvL Fleet Tracker is not an accounting archive or tax advice service.

Completed or cancelled jobs have a limited operational retention period, normally 48 hours unless a different period is configured for the company. The displayed expiry is the deadline for downloading records. POD evidence and invoices share the associated job’s retention; deleting a job also removes its associated invoice from the service. Account, security and other records are governed by the applicable privacy information rather than this job expiry timer.

Download invoices, PODs and other evidence you need before expiry or deletion, and retain those exports securely for the period your business is legally required to keep them. The service’s short operational retention does not replace statutory accounting, tax, employment or data-protection obligations. An expired or deleted record may no longer be recoverable through the service.

See HMRC guidance on VAT records and the applicable business-record rules. Fleet Owners should obtain professional advice where needed.

Mobile signal, GPS accuracy, battery settings, device permissions and third-party mapping services affect tracking. We work to keep Fleet Tracker secure and reliable, but cannot guarantee uninterrupted service or perfect location and route accuracy.

Nothing excludes liability that cannot legally be excluded. Subject to that, KvL Software is not responsible for indirect loss or business decisions made without checking operational information.