Terms of service | Flot Pilot

These terms govern the use of Flot Pilot by businesses and professionals who manage a fleet of vehicles. By opening an account, using the service or paying for a subscription, the customer accepts them. A signed quote or contract may supplement them; where they differ, the signed document prevails.

This English version is a translation. If it differs from the French version, the French version prevails.

1. Who provides the service

Flot Pilot is published and operated by AURA LAB, a sole proprietorship registered with the Trade and Personal Property Credit Register of Cotonou under number RB/COT/26 A 117853, tax identification number (IFU) 0201910539245, whose registered office is at Îlot 4126, Parcelle K, Abokicodji Centre, 4th arrondissement, Cotonou, Republic of Benin, represented by its manager, Mr Sèna Ralph Christhem GNONLONFOUN. In these terms, "we" means AURA LAB.

2. Definitions

Service: the Flot Pilot software, meaning the fleet console, the driver app, fleets' public pages, the help centre and the integrations offered.
Customer or fleet: the business or professional using the service to manage its fleet.
Users: the people the customer gives access to the service, whether members of its team or drivers.
Customer data: everything the customer and its users record in the service.

3. Accounts and access

Access is opened to the customer after a demonstration or when its fleet is created. The customer provides accurate information and keeps it up to date.
The customer chooses its users and their roles. It is responsible for how their accounts are used, makes sure passwords stay confidential, and removes access for people who leave its team.
Drivers use the driver app at the invitation of their fleet. For everything concerning their work, their payments and their data, their relationship is with that fleet.
We may suspend an account in the event of fraudulent use or use contrary to these terms. Except in an emergency, we notify the customer before doing so.

4. The service

Flot Pilot helps the customer manage its vehicles, its drivers, their contracts, payments and documents, maintenance, recruitment, bookings and ride targets, depending on the modules enabled for its fleet.
The service evolves: we improve it regularly and may change or remove a feature. If we remove a significant feature the customer uses, we notify it in advance.
Third-party services. The customer can connect Flot Pilot to services of its choice: a payment provider, a ride-hailing platform, a GPS tracker provider, a Google account. These services remain subject to their own terms. We are not responsible for their availability or for the accuracy of the data they send, and the customer makes sure it has the right to use the credentials it connects.

5. Trial, subscription and prices

A free trial period may be offered. Its length is given to the customer when its fleet is opened.
The subscription is monthly, with no minimum term. Its price depends on the number of active vehicles and is set out in the offer accepted by the customer.
Invoices are payable on the terms stated on them. If an invoice remains unpaid after a reminder, we may suspend access to the service until payment.
We may change our prices by giving the customer at least 30 days' notice. The customer may cancel before the new price applies.

6. The customer's money

Flot Pilot is a management tool. We never receive, hold or transfer money belonging to the customer or its drivers.

When the customer collects payments from its drivers through a payment provider connected to Flot Pilot, the money is paid directly into the customer's account with that provider, under the provider's terms. The amounts shown in Flot Pilot (payments, debts, advances, balances) are for tracking: the customer remains responsible for checking what it has actually collected, for its accounts and for its tax obligations.

7. Customer data

The customer remains the owner of its data. We process it only to provide the service, as a processor, as described in our privacy policy.
As a processor, we act only on the customer's instructions. We keep its data secure and confidential, give access to it only to people who need it and are bound by confidentiality, and inform the customer without delay of any breach affecting it.
The customer can obtain a copy of its data in a common format at any time, simply by asking support@flotpilot.com.
The customer is the controller of the data it records about its drivers, applicants, owners and customers. In particular, it undertakes to inform them that their data is managed with Flot Pilot, to record only the data its business needs, to respond to their requests for access or erasure, and to complete the formalities the law requires of it.
When the subscription ends, the customer can export its data for 30 days. It is then deleted, backups included, no later than 90 days after the end of the subscription.

8. Acceptable use

The customer and its users must not:

use the service for any illegal activity;
record data in it that they have no right to process;
attempt to access another fleet's data or get around security measures;
disrupt or overload the service, or extract its data by automated means without our agreement;
resell the service or make it available to third parties without our agreement;
copy the software or attempt to reconstruct its code.

9. Availability and support

We do what is needed to keep the service available at all times. Interruptions may occur, in particular for maintenance, which we schedule outside peak hours as far as possible. Unless a specific contract says otherwise, we do not guarantee an availability rate.
Support is provided by email at support@flotpilot.com, on working days.

10. Intellectual property

The Flot Pilot software, its brand, logo and documentation belong to AURA LAB. For the duration of its subscription, the customer has a personal, non-exclusive and non-transferable right to use the service. Ideas and feedback the customer sends us may be used freely to improve the service.

11. Liability

We undertake to use reasonable means to provide a reliable and secure service.
We are not liable for indirect losses, such as loss of revenue or profit, for the consequences of decisions the customer makes based on the information displayed, or for failures of third-party services the customer has connected.
If we are found liable, our liability is limited to the amount the customer paid for the service in the 12 months before the event in question.
These limits do not apply in the event of gross negligence or wilful misconduct, or where the law does not allow them.
The customer is responsible for the data it records and for how its users use the service.

12. Term and cancellation

The subscription renews every month until it is cancelled.
The customer may cancel at any time by writing to support@flotpilot.com. Cancellation takes effect at the end of the current period, which remains payable and is not refunded.
We may terminate by giving the customer at least 30 days' notice, or immediately in the event of a serious breach, such as an unpaid invoice still outstanding after a reminder or illegal use of the service.
When the subscription ends, access to the service stops and the customer's data follows the rule in section 7.

13. Force majeure

Neither party is liable for a failure caused by an event beyond its reasonable control, such as a natural disaster, a general power or internet outage, a decision by the authorities or the failure of an infrastructure provider.

14. Changes to these terms

We may change these terms. If there is a significant change, we notify the customer by email or in the console at least 30 days before it applies. If the customer does not accept the new terms, it may cancel before they apply; if it continues to use the service afterwards, it accepts them.

15. Governing law and disputes

These terms are governed by the law of Benin. In the event of a dispute, the parties first seek an amicable solution for 30 days. Failing that, the dispute is brought before the competent courts of Cotonou.

16. Language

These terms are written in French and translated into English. If the two versions differ, the French version prevails.

17. Contact us

AURA LAB, Îlot 4126, Parcelle K, Abokicodji Centre, 4th arrondissement, Cotonou, Republic of Benin. Email: support@flotpilot.com.