Terms and conditions

Terms of Service

Effective: 22 August 2026 · Version 2026-08-22

1. About these Terms

These Terms of Service are also the terms and conditions of use for Trukfox. They form a binding agreement between the business or organisation using the Service (the “Customer”, “you” or “your”) and the UK or US Trukfox contracting entity identified on the applicable order form, invoice, subscription confirmation, or other commercial document (“Trukfox”, “we”, “us” or “our”).

These Terms apply to the Trukfox websites, company panels, platform administration tools, APIs, document storage, email-document ingestion, and related support services (together, the “Service”). If an order form or written agreement conflicts with these Terms, that document takes priority for the conflicting matter.

2. Business use only

The Service is supplied for business use and is not intended for consumers. The person accepting these Terms confirms that they are at least 18 years old and have authority to bind the Customer. A company signup request does not guarantee acceptance or create a subscription until Trukfox confirms the account.

3. Company accounts and administrators

• Each Customer receives a logically separated company workspace and direct company link.
• Company administrators control staff accounts, roles, branding, mailbox settings, orders, and documents.
• You must provide accurate information, use unique accounts, protect passwords, and promptly deactivate people who no longer need access.
• You are responsible for activity performed through your accounts unless caused by a Trukfox security failure.
• You must notify us promptly at security@trukfox.com if you suspect unauthorised access.

4. Subscriptions, fees, and tax

Plans, usage limits, subscription period, fees, payment dates, renewal arrangements, and any trial terms will be shown in your quote, order form, or subscription confirmation. Fees exclude VAT, sales tax, use tax, or other applicable taxes unless stated otherwise. You must pay valid invoices by their stated due date. We may suspend paid features after reasonable notice if undisputed charges remain overdue.

5. The Service

Trukfox may provide order management, multi-stop delivery records, driver assignment, paperwork storage, reporting, staff management, company branding, activity records, and mailbox-based document ingestion. We may improve or change features provided that we do not materially reduce the core paid Service during a current subscription period without reasonable notice.

Statuses, reports, and automated matches depend on information supplied by users and third-party systems. You remain responsible for checking order details, delivery records, uploaded files, driver instructions, payment information, and legal compliance before relying on them.

6. Customer Data

“Customer Data” means information submitted to the Service by or for the Customer, including staff details, customer details, routes, order records, purchase-order information, notes, and documents. As between the parties, the Customer retains all rights in Customer Data and grants Trukfox a limited right to host, copy, process, transmit, and display it only as needed to provide, secure, maintain, and support the Service or comply with law.

You confirm that you have a lawful basis and all required permissions to upload and process Customer Data. Do not upload information you are not entitled to use.

7. Email-document ingestion

A company administrator may connect a company-controlled mailbox. The Service checks recent messages for order numbers, downloads eligible attachments, and attempts to match them only to orders belonging to that company. You are responsible for mailbox access rights, app passwords, sender restrictions, and verifying every automated match.

Email providers may change, limit, or block mailbox access. Trukfox does not control Gmail, Microsoft, Yahoo, internet connections, sender behaviour, or mailbox availability. Failed or unmatched messages may require manual upload.

8. Acceptable use

You must comply with the Acceptable Use Policy. You must not use the Service for unlawful activity, copyright or software piracy, malware, unauthorised surveillance, harassment, credential sharing, security attacks, excessive automated traffic, or storage unrelated to legitimate business operations.

9. Privacy and data protection

Our Privacy Policy explains how we use account, website, and service-administration information. When Trukfox processes personal data contained in Customer Data solely on the Customer’s instructions, the Customer is the controller and Trukfox acts as processor. The Customer must provide required notices to staff, drivers, customers, and other individuals.

10. Security and backups

We use reasonable technical and organisational safeguards, including password hashing, access controls, tenant-scoped queries, encrypted mailbox credentials, and protected document endpoints. No online service is completely secure. You should retain independent copies of business-critical records and must not use Trukfox as the sole repository for documents that law or contract requires you to preserve.

11. Our intellectual property

Trukfox and its licensors own the Service, software, interface, documentation, branding, and all related intellectual property except Customer Data. Subject to payment and these Terms, we grant the Customer a limited, non-exclusive, non-transferable, revocable right for authorised staff to use the Service during the subscription.

You must not copy, resell, sublicense, reverse engineer, bypass security, remove notices, or create a competing service from Trukfox except where applicable law expressly prevents that restriction. Feedback may be used without restriction or payment, but we will not identify you publicly without permission.

12. Third-party services

The Service may depend on hosting providers, email providers, internet infrastructure, fonts, mapping or reporting tools, and other third parties. Their terms and availability may apply. Trukfox is not responsible for third-party services outside our reasonable control, but we remain responsible for choosing and managing our processors as required by data-protection law.

13. Confidentiality

Each party must protect the other party’s non-public business, technical, security, and commercial information using reasonable care and use it only for the agreement. This does not cover information that is public without breach, already lawfully known, independently developed, or lawfully received from another source. A party may disclose information where required by law after giving notice where legally permitted.

14. Suspension and termination

We may suspend access where reasonably necessary to prevent harm, investigate a security incident, comply with law, address serious misuse, or collect overdue undisputed fees. We will give notice where reasonably possible.

Either party may terminate according to the applicable order form, or for a material breach not corrected within 30 days after written notice. Immediate termination may apply for insolvency, illegal use, deliberate security abuse, or a breach that cannot be corrected. On termination, access ends. Subject to law, security, unpaid fees, and technical feasibility, we will provide a reasonable opportunity to request an export before Customer Data is deleted or anonymised under our retention process.

15. Warranties and disclaimers

We will provide the Service with reasonable care and skill. Except as expressly stated and to the fullest extent permitted by law, the Service is provided “as available”. We do not warrant uninterrupted operation, that every email or attachment will be matched, or that the Service will identify errors in Customer Data.

Trukfox does not provide legal, accounting, tax, insurance, employment, transport-compliance, driver-safety, or regulatory advice. The Customer remains responsible for compliance with operator licensing, road-safety, employment, data-protection, recordkeeping, tax, customs, and contractual requirements.

16. Liability

Nothing in these Terms excludes liability that cannot lawfully be excluded, including liability for death or personal injury caused by negligence, fraud, or fraudulent misrepresentation.

Subject to that, neither party is liable for indirect or consequential loss, loss of profit, revenue, anticipated savings, goodwill, or business opportunity. Trukfox’s total aggregate liability arising from the Service in any 12-month period will not exceed the fees paid or payable by the Customer for the Service during the 12 months before the event giving rise to the claim. This limitation does not reduce payment obligations or liability arising from deliberate infringement of the other party’s intellectual property or misuse of confidential information.

For US Customers, TO THE FULLEST EXTENT PERMITTED BY APPLICABLE LAW, THE DISCLAIMERS AND LIMITATIONS IN SECTIONS 15 AND 16 APPLY REGARDLESS OF THE THEORY OF LIABILITY AND EVEN IF A REMEDY FAILS OF ITS ESSENTIAL PURPOSE. Some US states do not allow certain exclusions or limitations, so a restriction applies only to the maximum extent permitted in that state.

17. Indemnity

The Customer will indemnify Trukfox against third-party claims, losses, and reasonable costs arising from unlawful Customer Data, the Customer’s infringement of third-party rights, or use of the Service in material breach of these Terms, except to the extent caused by Trukfox.

18. Events outside reasonable control

Neither party is responsible for delay caused by events outside its reasonable control, including major internet or cloud outages, utility failures, cyberattacks not caused by inadequate safeguards, industrial disputes, natural disasters, war, government action, or failure of a third-party email provider. Payment obligations already due are not excused.

19. Changes to these Terms

We may update these Terms for legal, security, operational, or product reasons. We will post the new version and effective date. Material changes affecting a current paid subscription will be notified through the Service or the Customer’s account email. Continued use after the effective date constitutes acceptance where permitted by law.

20. General

You may not assign the agreement without our written consent, except as part of a genuine sale of substantially all relevant business assets. We may assign it as part of a reorganisation, financing, or sale of the Service. Failure to enforce a term is not a waiver. If a term is unenforceable, the remainder continues. The agreement does not create a partnership, agency, or employment relationship. For UK Customers, no person other than the parties has rights under the Contracts (Rights of Third Parties) Act 1999. For US Customers, there are no third-party beneficiaries unless an order form expressly identifies one.

21. Regional terms and governing law

United Kingdom Customers

If your order form identifies a UK Trukfox contracting entity, or your billing address is in the United Kingdom and the order form does not state otherwise, these Terms and any non-contractual dispute are governed by the laws of England and Wales. The courts of England and Wales have exclusive jurisdiction.

United States Customers

If your order form identifies a US Trukfox contracting entity, or your billing address is in the United States and the order form does not state otherwise, the governing law and exclusive state and federal courts are those stated on the order form. If the order form omits them, the laws of the state where the US Trukfox contracting entity has its principal office govern, without regard to conflict-of-laws rules, and the state and federal courts serving that principal office have exclusive jurisdiction.

Each party knowingly waives trial by jury for a dispute arising from the Service to the extent that waiver is permitted by applicable US law. The United Nations Convention on Contracts for the International Sale of Goods does not apply.

Mandatory law

Nothing in this section prevents either party from seeking urgent injunctive relief in a court with jurisdiction, or overrides mandatory laws that cannot be varied by contract. An order form may set a different governing law, venue, arbitration process, or contracting entity and will control for that Customer.

22. Contact

Questions about these Terms may be sent to legal@trukfox.com. Formal notices must also follow any notice method shown on the relevant order form or invoice.