Terms of Service

1. Who may use the Service

The Service is for businesses. You must be at least 18 and have the authority to bind the company you register. Each account belongs to one company; you are responsible for everyone who uses it with your credentials.

2. What the Service does, and what it doesn’t

FileFeed stores your records and documents, shows which are valid, expiring, expired, missing, pending or not applicable, sends expiration reminder emails on the schedule you choose, and builds document packages for download.

• It is a record-keeping tool, not legal or compliance advice. Which documents a driver, vehicle or company needs depends on your operations and on FMCSA, DOT, state and other rules. The checklists in the Service are a convenience; staying compliant remains your responsibility.
• Statuses and reminders are only as accurate as the dates and documents you enter. We don’t verify documents, and an email that is late, filtered or undelivered doesn’t excuse an expired document.
• We may add, change or remove features. We’ll tell you in advance before removing a major one.

3. Your account

Keep your sign-in details secure and accurate, and tell us at [LEGAL CONTACT EMAIL] if you suspect unauthorized access. If you sign in with Google, Apple or Microsoft, that provider’s terms also apply to your use of it.

4. Your data

• You own the records and files you put in the Service (“Customer Data”). You give us permission to host, copy, process and display Customer Data only to provide, secure and support the Service.
• Customer Data often includes drivers’ personal information: license details, medical certificates, motor vehicle records, drug and alcohol testing results and identity documents. You confirm that you have the right to collect and store it, that you have obtained every notice and consent the law requires (including under the Fair Credit Reporting Act and 49 CFR Part 40 where they apply), and that you will keep it no longer than you are allowed to.
• We don’t sell Customer Data and don’t use it for anything other than the Service. How we handle personal information is described in our Privacy Policy.
• You are responsible for keeping your own copies of documents you must retain.

For the personal information in Customer Data we act as your service provider (processor), and we:

• process it only on your instructions, as set out in these Terms, for the purposes in section 2 and in the Privacy Policy, for as long as your account is open, and never sell or share it, use it outside our relationship with you, combine it with information from other sources or use it for our own commercial purposes;
• bind everyone who works with Customer Data for us to confidentiality, and hold the providers in section 9 to written contracts with the same obligations;
• give it the protection privacy laws require of a service provider; if we find we can no longer meet these obligations, we’ll tell you, and you may require us to stop and remedy any unauthorized use and to confirm deletion;
• pass on to you any request from a driver or anyone else about their information, and help you answer it; on reasonable request, give you the information we hold that shows we comply, and cooperate with a reasonable assessment at most once a year, which may take the form of an independent assessor’s report;
• tell you promptly after we discover a security breach affecting Customer Data, with what we know, so you can meet your own notice duties;
• delete Customer Data when your account ends, as section 7 describes.

5. Acceptable use

You agree not to:

• upload anything unlawful, or anything you have no right to share;
• upload malware, or try to break, probe or overload the Service or reach other customers’ data;
• resell, sublicense or copy the Service, or build a competing product from it;
• use the Service in breach of any law or regulation.

6. Subscription and billing

• The Service is sold as a monthly subscription at the price shown when you subscribe. If we offer a free trial, its length is shown then too, and billing starts when it ends unless you cancel first.
• Payments are processed by Stripe; we never see or store your full card details. The subscription is billed in advance and renews every month until cancelled. Prices exclude taxes, which you pay where they apply.
• You can cancel at any time in Settings › Subscription and billing. Cancellation takes effect at the end of the current billing period, and you keep access until then.
• Payments are non-refundable, and we don’t refund or credit partial months, except where the law requires it.
• If a payment fails, we may suspend access after telling you and giving you a reasonable time to fix it. We’ll give you at least 30 days’ notice of a price change, which takes effect at your next billing period.

7. Ending the agreement

You can stop using the Service and cancel at any time. We may suspend or end your access if you materially breach these Terms, fail to pay, or if the law requires it; except in urgent cases we’ll tell you first. After your account ends, you have [30] days to download your documents, after which we delete Customer Data, except copies we must keep by law and backups that expire on their normal schedule. Sections 4 and 8 to 13 survive the end of this agreement.

8. Our property and feedback

The Service, its software and design belong to us and our licensors; these Terms give you only the right to use it while your subscription is active. If you send us suggestions, we may use them without any obligation to you.

9. Third-party services

The Service relies on providers such as payment processing, sign-in, email delivery and hosting. Their availability is outside our control, and we aren’t responsible for their services.

10. Disclaimer

The Service is provided “as is” and “as available”. To the extent the law allows, we disclaim all warranties, express or implied, including merchantability, fitness for a particular purpose and non-infringement, and we don’t promise that the Service will be uninterrupted, error-free, or that it will keep you compliant with any regulation.

11. Limitation of liability

To the extent the law allows, neither party is liable for indirect, incidental, special, consequential or punitive damages, or for lost profits, revenue or data, or for fines, penalties or out-of-service orders, and our total liability for any claim relating to the Service is limited to the amount you paid us in the 12 months before the claim arose.

12. Indemnification

You will defend and indemnify us against third-party claims arising from Customer Data, including claims by your drivers or employees about how you collected or used their information, or from your breach of these Terms.

13. Governing law and disputes

These Terms are governed by the laws of the State of [STATE], without regard to its conflict-of-law rules. Any dispute will be resolved in the state or federal courts located in [COUNTY, STATE], and both parties consent to their jurisdiction.

14. Changes to these Terms

We may update these Terms. We’ll email the account owner at least 30 days before a material change takes effect; continuing to use the Service after that means you accept the new Terms. The effective date at the top always shows the current version.

15. General

These Terms are the whole agreement between us about the Service. If a part is found unenforceable, the rest stays in effect. Not enforcing a right isn’t a waiver of it. You may not transfer these Terms without our consent; we may transfer them with our business. Neither party is liable for delays caused by events beyond its reasonable control. You agree that we may send notices under these Terms, including about billing, by email to the account owner’s sign-in email, and that notices to us go to the email in section 16.

16. Contact

[COMPANY LEGAL NAME], [MAILING ADDRESS]. Email: [LEGAL CONTACT EMAIL].