Terms of service

Plain terms for a recordkeeping service. If something here is unclear, ask us before you sign up rather than after.

1. What this covers

These terms apply to Ledger Road and Fleet Files, including the Fleet Files iPhone and iPad app and browser team portal, for keeping driver and vehicle compliance records. By opening an account you agree to them. If you are agreeing on behalf of a company, you are confirming you can bind it.

Separate products. Ledger Road and Fleet Files are separate services operated by the same provider. Each has its own subscription, account setup, features and usage limits. Purchasing either service does not include access to the other. Accounts and company records are not automatically linked, shared or synchronised between the services. Moving from one service to the other requires a separate subscription and transfer of records.

2. What we are, and are not

Ledger Road and Fleet Files are recordkeeping software. We are not a law firm, we are not a compliance consultancy, and we are not affiliated with FMCSA, the Department of Transportation, or any other regulator. Nothing we publish or send you is legal advice.

Keeping your operation compliant remains your responsibility. The software tracks what you give it, and information entered incorrectly produces reminders that fire at the wrong time. You are responsible for the accuracy of what you enter, and we are not liable for fines, penalties or other consequences that follow from records that were wrong, incomplete or never entered.

3. Your account

You are responsible for the security of your account and for what the users you invite do with it. Tell us promptly if you think an account has been compromised. We may suspend an account we reasonably believe is being used to break the law or to attack the service.

4. Fees

Ledger Road plans are billed monthly in advance and priced by truck, meaning power unit. Trailers and dollies are not counted. Each plan includes a set number of trucks. To run more, you buy truck packs, shown on the pricing page, which add capacity for a fixed monthly amount and are charged when you buy them. A pack renews each month until you remove it. We will tell you before prices change.

If a payment fails we will contact you and may make the account read-only. We will not restrict your ability to read or export your own records while that is happening. That carve-out is built into the software, not just promised here.

Fleet Files subscriptions and add-ons

Fleet Files is a separate subscription purchased through Apple's App Store. Its current price, billing period and included truck, driver, office-user and storage allowances are shown before purchase. Invited team members use the company's subscription in the app or browser within those allowances; they do not each need a separate subscription. A Ledger Road subscription does not include Fleet Files.

Optional extra storage and Fleet Expansion are monthly auto-renewing subscriptions. One expansion unit adds two trucks and three drivers. You select one available level for each add-on; a larger level replaces the smaller level rather than creating an unlimited number of identical subscriptions. Add-ons require an active base subscription to provide capacity. Each subscription is billed and managed separately through your Apple Account and may have a different renewal date. Cancelling the base subscription does not automatically cancel an add-on: cancel each subscription you no longer want in your App Store subscription settings.

Upgrades and downgrades take effect according to the App Store purchase terms shown to you. If capacity falls below your usage, we may restrict additions or member access until you reduce usage or increase capacity. Any storage previously purchased on one-time terms keeps those terms while the base subscription is active.

Fleet Files: Hazmat Records

Hazmat Records is an optional monthly auto-renewing App Store subscription, billed separately from your Starter or Fleet base plan. Its price and billing period are shown before purchase. One add-on covers the company's trucks and drivers within its subscribed capacity, including active Fleet Expansion; expansion does not increase the Hazmat Records subscription price. Its files count toward the company's existing storage allowance. An active base plan is required, and each subscription must be managed or cancelled separately through Apple.

The add-on provides a haul register, attached shipping papers, employee training records, registration and applicable permit tracking, specialised reminders, submission review and exports. The base plans continue to include the hazmat designation, ordinary document storage and hazmat endorsement expiration tracking. Features in the iPhone and iPad app require a version that supports them.

This is a records-management service. It does not determine which hazardous materials requirements apply, certify a shipment or driver as compliant, or authorise a haul. An office user's approval is an internal review decision, not regulatory approval. You remain responsible for accurate and complete records, required training, credentials, registrations, permits, shipping papers, placarding and other applicable transport requirements. Uploading a document does not by itself satisfy requirements to carry or make it available during transport.

When the add-on expires while the base subscription remains active, existing hazmat records remain available to authorised users to view, export and, where their role permits, delete. Creating or editing hazmat records, adding shipping papers and approving or returning submissions are unavailable. Specialised hazmat training and registration reminders stop; base-plan hazmat endorsement expiration tracking continues. Renewing the add-on restores its paid features.

Expiration of Hazmat Records alone does not start the ninety-day deletion period. Retained records still count toward storage and remain subject to the over-plan provisions below and any deletion you request. The ninety-day period begins when base-subscription access ends, and an active Hazmat Records add-on does not extend it. Export records needed for your own legal retention duties.

5. Your data

Your records are yours. You may export them at any time, including while an account is read-only for non-payment and after you cancel, at no extra charge and without asking us first. We do not sell your data, we do not share it with advertisers, and we do not use it to train machine learning models.

For both Ledger Road and Fleet Files, the retention and export window is three months, defined in these terms as ninety days, after the base subscription lapses. The clock starts when paid access ends, not when renewal is cancelled. During this window, authorised users can export the company's files and records. After that we delete them, except specific information we are required to retain longer. Renewing the base subscription before the deadline stops deletion due to that lapse. Keeping any add-on, including Hazmat Records, active does not extend the window. You may request earlier deletion.

Export the records you need before the deadline. You remain responsible for any longer legal recordkeeping period that applies to your business. Restricted backup copies expire under the backup rotation and are not available as an extended export service. Copies you have already downloaded remain your responsibility.

How we handle personal data is set out in our privacy notice and, where we process it on your behalf, our data processing terms.

Fleet Files registrations without a subscription

If you create a Fleet Files account but do not verify your email, we delete the registration after thirty days from account creation. If you verify your email but never start a base subscription or trial, we delete the registration after thirty days from email verification. Signing in again does not restart these periods. We do not send a warning or deletion-confirmation email for this cleanup.

Deletion removes the saved setup and personal account details, ends login access and releases the email address for a new registration. Limited anonymised account markers and security audit records may remain; restricted backups expire under the normal backup rotation. We may defer cleanup where billing history or other records require verification. Test and review accounts may be excluded.

A free trial counts as subscription access even if no payment is collected. Accounts that have had a base subscription, trial or support-granted access are outside this registration cleanup. When that access ends, the separate ninety-day retention process and its warning notices apply, subject to its safeguards.

Fleet Files: exceeding your plan allowances

This section applies while your Fleet Files base subscription is active but your company holds more trucks, drivers or stored files than its current plan and active add-ons allow, including after a downgrade or an add-on ends. It is separate from the retention window after the base subscription lapses, described above.

Trucks and drivers added most recently beyond the allowance are paused. Authorised users can still view, export or delete those records, but cannot edit them or add documents or inspections to them. Associated driver access may be paused, and new uploads may be blocked when storage is full. Records within the truck and driver allowances remain active, subject to other applicable access limits.

When we record that your company is over its allowances, a ninety-day resolution window begins. We email the account owner with the affected capacity and deadline, and send reminders as the deadline approaches. Before that deadline, increase your plan or add-on capacity, or export and remove records and files until all usage is within your allowances. Returning within all allowances ends that over-plan window. Keeping the base subscription active alone does not preserve excess records indefinitely.

If your company remains over its allowances after ninety days, we may permanently delete the paused trucks and drivers together with their linked documents, inspections and other associated records, and remove logins linked to deleted drivers. Truck and driver records within their allowances are not selected for deletion under this process.

If storage still exceeds its allowance, we first remove abandoned uploads that are more than a day old, then remove documents starting with the most recently added until storage fits. This can include documents belonging to trucks or drivers that remain active. Inspection reports are not selected solely to reduce storage; they can be deleted when their parent truck or driver is deleted as described above.

We send the owner a final warning at least seven days before automated deletion. If that warning is delayed, deletion is postponed to allow the full seven days. We check subscription status before enforcement and may defer deletion for verification or manual review. A delay does not create extra paid capacity. Increasing capacity afterwards does not restore records already deleted. Export required records before the deadline; your legal recordkeeping duties remain yours. Changes affecting existing customers remain subject to the notice in section 10.

6. Security

In Ledger Road, driver personal details, including names, dates of birth and licence numbers, are encrypted before they are written to storage. Uploaded documents are encrypted in storage and in transit. Changes to compliance records are written to an audit trail that cannot be edited afterwards. Drug and alcohol testing records sit behind a separate access grant, and every access is logged.

Fleet Files encrypts saved record contents on the server and restricts access by company and role. Owners and admins manage company records; drivers see their own files and assigned trucks. Its restricted document categories are excluded from driver access. These controls apply to both its app and browser portal.

No service can promise it will never be breached, and we do not. What we can say is what protection exists, which is the list above.

7. Availability

We aim to keep the service available and will give notice of planned maintenance where we reasonably can. We do not promise uninterrupted availability, and we do not currently offer a service level agreement with credits attached. If that changes we will say so here rather than quietly.

8. Limits on liability

Neither of us is liable to the other for indirect or consequential losses, or for lost profits, lost business or lost data, even if the loss was foreseeable.

Our total liability to you for any claim, or a connected series of claims, is limited to the fees you paid us in the twelve months before the claim arose.

Nothing in these terms limits liability that cannot be limited by law, including liability for fraud or for death or personal injury caused by negligence.

9. Cancellation

You may cancel renewal at any time. Cancellation stops future renewal charges and does not end an already-paid period early. When the base subscription lapses, paid features end and the three-month (ninety-day) retention and export window in section 5 begins. For Ledger Road, the account becomes read-only. For Fleet Files, subscription features are locked and authorised export and account controls remain available. Deleting the app or your account does not cancel Apple subscriptions; manage the base plan and each add-on in your App Store subscription settings. App Store refund requests are handled through Apple. Other refunds follow the purchase terms and applicable law; nothing here limits mandatory consumer rights.

We may end an account for a serious or repeated breach of these terms. If we do, you keep the ability to export your records during the retention window in section 5, unless prohibited by law.

10. Changes to these terms

We may update these terms. If a change materially affects your rights we will tell you at least thirty days before it takes effect, and you may cancel if you do not accept it.

11. Governing law

Ledger Road is operated from France. These terms are governed by French law, and the courts of Paris have exclusive jurisdiction over any dispute arising from them.

The service is published by Staunch Digital, established in Franceunder SIREN 898 721 865.

12. Contact

Questions about these terms go to our contact page.