Terms & Conditions

1. Acceptance of terms

These Terms and Conditions ("Terms") govern your access to and use of the Vetrol fuel management platform, including any associated software, hardware, APIs, dashboards, and related services (collectively, the "Service") provided by Vetrol Technologies Limited ("Vetrol", "we", "our", "us").

By signing up for an account, accepting a proposal, or otherwise using the Service, you ("Customer", "you") agree to be bound by these Terms on behalf of yourself and your organization. If you do not agree, do not use the Service.

These Terms apply in addition to any Order Form, Statement of Work, or Master Services Agreement signed between Vetrol and your organization. In the event of a conflict, the signed agreement prevails.

2. Definitions

• "Platform" means the Vetrol software application, APIs, dashboards, and any related digital tools provided as part of the Service.
• "Smart Tag" means the hardware device provisioned by Vetrol and assigned to a vehicle for fuel authorization.
• "Transaction" means a single fuel authorization and dispensing event recorded by the Platform.
• "Fleet" means the vehicles registered under your organization's Vetrol account.
• "Station Partner" means a fuel station that has been onboarded to accept Vetrol-authorized transactions.
• "Administrator" means a user within your organization with elevated permissions to configure fleet rules, manage vehicles, and access reports.

3. Service description

Vetrol provides a technology platform that enables businesses to:

• Authorize fuel transactions at the vehicle level using smart technology
• Set and enforce per-vehicle fueling rules (volume limits, station whitelists, time restrictions)
• Track and record all fuel transactions in real time
• Settle fuel purchases automatically between your organization and Station Partners
• Access dashboards, reports, and analytics on fleet fuel consumption

Vetrol is a technology intermediary. We facilitate authorization and settlement but are not the fuel seller, nor do we take ownership of fuel at any point in the transaction chain.

4. Account responsibilities

You are responsible for:

• Maintaining the confidentiality of your account credentials and ensuring all users within your organization do the same.
• All activity that occurs under your account, whether or not authorized by you.
• Promptly notifying Vetrol of any unauthorized access to your account or suspected security breach.
• Ensuring that your fleet rules and limits are configured accurately and reflect your organization's actual operational requirements.
• Promptly de-registering vehicles that are sold, transferred, or retired from your fleet.

5. Acceptable use

You agree not to use the Service to:

• Facilitate or conceal unauthorized fuel transactions, including fueling vehicles not registered under your account
• Attempt to reverse-engineer, clone, or tamper with Vetrol's smart tags or the Platform's authorization mechanisms
• Access any part of the Platform's infrastructure beyond what is provided in your account interface or documented API
• Submit false, misleading, or fraudulent information to Vetrol or Station Partners
• Use the Platform in any manner that violates applicable laws, including anti-money laundering, financial services, or consumer protection regulations
• Resell, sublicense, or otherwise make the Platform available to third parties without Vetrol's prior written consent

Vetrol reserves the right to suspend or terminate accounts where prohibited use is detected, without prior notice.

6. Hardware & equipment

Where Vetrol provides smart tags or other hardware as part of the Service:

• Hardware ownership remains with Vetrol unless otherwise specified in your agreement. You receive a limited right to use the hardware solely for the purpose of accessing the Service.
• You are responsible for the physical care of hardware provided and must return it upon termination of your agreement, if requested.
• Damaged, lost, or tampered hardware may be subject to replacement fees at Vetrol's then-current rates.
• You must not attempt to modify, open, or interfere with any hardware provided by Vetrol.

7. Fees & payment

Fees for the Service are set out in your Order Form or pricing agreement. Unless otherwise specified:

• Platform subscription fees are billed monthly or annually in advance, as agreed.
• Transaction or settlement fees, if applicable, are billed in arrears based on actual usage.
• All fees are inclusive of applicable taxes (including VAT).
• Invoices are due within 14 days of issue. Late payments may incur interest at the rate of 2% per month on the outstanding balance.
• Vetrol reserves the right to suspend Service access for accounts with overdue balances exceeding 30 days.

All fuel costs themselves (the value of fuel dispensed at stations) are settled directly between your organization and Station Partners via the Vetrol settlement mechanism. Vetrol is not liable for fuel price fluctuations or station-level pricing disputes.

8. Intellectual property

All intellectual property in the Vetrol Platform, including software, algorithms, interfaces, brand assets, and documentation, is owned exclusively by Vetrol or its licensors. Nothing in these Terms transfers any IP rights to you.

You retain ownership of your data (fleet information, transaction records, reports) generated through use of the Service. You grant Vetrol a limited license to use your data solely for the purpose of providing and improving the Service.

Any feedback or suggestions you provide about the Service may be used by Vetrol without obligation or compensation to you.

9. Confidentiality

Each party agrees to keep confidential any non-public information of the other party that is designated as confidential or that a reasonable person would understand to be confidential given the context ("Confidential Information").

This obligation does not apply to information that is (a) publicly known through no fault of the receiving party, (b) independently developed by the receiving party, or (c) required to be disclosed by law.

Confidentiality obligations survive termination of these Terms for a period of 3 years.

10. Availability & service level

Vetrol aims to provide a reliable, highly available platform and targets 99.5% monthly uptime for core authorization and transaction processing functions. Scheduled maintenance will be communicated at least 48 hours in advance where possible.

Vetrol is not liable for service interruptions caused by:

• Third-party infrastructure failures (internet, power, cloud providers)
• Events outside Vetrol's reasonable control (force majeure)
• Customer-side connectivity issues at fuel station locations
• Actions taken by Customer that violate these Terms

11. Limitation of liability

To the maximum extent permitted by applicable law:

• Vetrol's total liability to you for any claims arising under or related to these Terms or the Service shall not exceed the total fees paid by you to Vetrol in the 12 months preceding the event giving rise to the claim.
• Vetrol shall not be liable for any indirect, incidental, special, consequential, or punitive damages, including loss of profits, revenue, data, or business opportunity, even if Vetrol has been advised of the possibility of such damages.
• Vetrol is not liable for unauthorized fuel transactions arising from your failure to properly configure fleet rules, secure account credentials, or report compromised smart Tags.

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

12. Termination

By you: You may terminate your Vetrol subscription at the end of any billing period by providing 30 days' written notice. No refunds are issued for unused prepaid subscription periods.

By Vetrol: We may terminate or suspend your account immediately and without notice if:

• You breach these Terms and fail to cure the breach within 10 days of written notice
• You engage in prohibited use as described in Section 5
• Your account has an unpaid balance overdue by more than 60 days
• We are required to do so by law or regulatory authority

Effect of termination: Upon termination, your right to access the Platform ceases immediately. You may request an export of your transaction data within 30 days of termination. After that period, we may delete your data in accordance with our data retention policy.

13. Governing law & disputes

These Terms are governed by and construed in accordance with the laws of the country where you and Vetrol operate. Any disputes arising out of or in connection with these Terms shall first be attempted to be resolved through good-faith negotiation.

If a dispute cannot be resolved within 30 days of written notice, either party may refer the matter to binding arbitration under the rules of the related court, with proceedings conducted in English.

Nothing in this clause prevents either party from seeking urgent injunctive relief from a court of competent jurisdiction.

14. Contact

For any questions about these Terms, please contact us:

Also see our Privacy Policy for how we handle your personal data.