Terms of Service

1. Who we are

FleetHarbor is operated by Emergent AI Agency LLC, a Virginia limited liability company (“we”, “us”, “our”). These Terms of Service (“Terms”) are an agreement between us and the business that creates or uses a FleetHarbor organization (“you”, “the customer”). By creating an account or using FleetHarbor, you agree to these Terms. If you accept them on behalf of a business, you confirm that you have authority to bind that business.

2. Accounts and who may sign up

FleetHarbor is a business service for managing commercial vehicle fleets. It is offered to businesses and to people acting for a business, not to consumers for personal use. You must be at least 18 years old to create an account.

Each customer works in an organization. The organization's owner can invite team members and decide what role each one has. You are responsible for the people you invite, for keeping sign-in details private, and for everything done under your organization's accounts. Tell us promptly at [email protected] if you believe an account has been used without permission. The information you give us when you sign up must be accurate and kept up to date.

3. Free trial

A new organization starts with a 30-day free trial. No payment details are needed to start it. When the trial ends, the organization has 3 more days of full access. After that, the organization becomes read-only until billing is set up: you can still sign in, view and export your records, but you cannot add or change them. Setting up billing restores full access straight away.

4. Fees, billing and cancellation

• The fees are the ones shown to you at checkout, plus any applicable taxes.
• Subscriptions are billed monthly in advance through our payment processor, Stripe. You authorize us, through Stripe, to charge your chosen payment method each month until you cancel.
• You can cancel at any time from the billing portal. Cancellation takes effect at the end of the period you have already paid for, and you keep full access until then.
• We do not give refunds or credits for partial months.
• If a payment fails, you have 7 days to update your payment method. If payment is still outstanding after that, the organization becomes read-only until the balance is paid.
• We may change our prices. We will tell you by email at least 30 days before a change applies to your subscription, and the new price takes effect at the start of your next billing period after that notice.

5. Your data

You own the data you and your team put into FleetHarbor, including vehicle records, service history, documents, photos and recordings (“Customer Data”). You give us permission to store, process and display Customer Data only as needed to provide, secure and support the service for you, as described in our Privacy Policy.

You can export your data at any time. If you delete your organization, it enters a 30-day hold, during which any owner of the organization can restore it, in the app or by contacting us. At the end of the 30 days, the organization and its Customer Data are permanently deleted and cannot be recovered.

You are responsible for having the right to put Customer Data into FleetHarbor, including any information about your employees and drivers.

6. Acceptable use

You agree not to, and not to let anyone else:

• use FleetHarbor for anything unlawful, or to store or send content you have no right to use;
• reverse engineer, decompile or try to extract the source code of FleetHarbor, except where the law allows it;
• abuse the AI features, for example by sending them material unrelated to fleet maintenance, trying to make them produce harmful content, or deliberately running up usage;
• abuse email sending, for example by inviting people who have not agreed to hear from you or by using FleetHarbor to send unsolicited messages;
• scrape, crawl or harvest data from FleetHarbor by automated means, other than through the API we provide;
• interfere with the service, get around its security or usage limits, or access another customer's data;
• resell or share access to FleetHarbor outside your own business.

7. The public job board

Customers can post maintenance jobs to FleetHarbor's public job board, where anyone can read them and independent mechanics can respond. If you post a job, you agree that:

• the posting describes real work for your own vehicles, at the price you state;
• it contains no personal information about drivers or employees and nothing misleading, offensive or unlawful;
• you are responsible for vetting anyone who responds and for any agreement you make with them. FleetHarbor is not a party to that agreement and does not employ, screen or guarantee any mechanic;
• we may review, hide or remove a posting or a response that breaks these rules or that is reported to us.

People who respond to a posting must give accurate contact details and may use them only to discuss that job.

8. AI features

FleetHarbor uses AI to read photos, PDFs and voice notes, to suggest maintenance schedules, labor times and parts, and to answer questions in the app. What these features produce are proposed records and suggestions, and a person in your organization reviews them before they are saved to your records. The one exception is a paid bill dropped on a vehicle's page: when it reads cleanly, FleetHarbor files it on its own, and the record stays marked as read by AI so you can check and correct it. You should check AI-read records against the original document or the manufacturer's guidance.

We do not warrant that AI output is accurate or complete. Decisions about maintaining, repairing, inspecting and operating your vehicles remain yours. FleetHarbor is a record-keeping and planning tool. It does not replace a qualified mechanic, the manufacturer's maintenance schedule or any legal inspection requirement.

9. Third-party services

FleetHarbor relies on other companies for hosting, email, payments, AI processing and public vehicle data. They are listed on our Subprocessors page. Links to outside websites, such as parts listings, are given for convenience. We are not responsible for those websites or for anything you buy from them.

10. Disclaimer of warranties

We work to keep FleetHarbor available, accurate and secure. Even so, to the fullest extent the law allows, FleetHarbor is provided “as is” and “as available”, without warranties of any kind, whether express or implied, including warranties of merchantability, fitness for a particular purpose, title and non-infringement. We do not promise that the service will be uninterrupted or error-free, or that due dates, reminders, estimates or AI output will be correct.

11. Limitation of liability

To the fullest extent the law allows, neither we nor our members, employees or suppliers will be liable for any indirect, incidental, special, consequential or punitive damages, or for lost profits, revenue, data or business, arising out of or relating to FleetHarbor or these Terms, even if we were told such damages were possible.

Our total liability for all claims arising out of or relating to FleetHarbor or these Terms is limited to the fees you paid us for FleetHarbor in the 12 months before the event that gave rise to the claim. If you have paid nothing, our total liability is zero. These limits apply whatever the legal theory of the claim, and they do not limit liability that cannot be limited by law.

12. Indemnity

You will defend and indemnify Emergent AI Agency LLC and its members and employees against any third-party claim, and the resulting losses, damages and reasonable legal fees, arising out of your Customer Data, your job board postings, your use of FleetHarbor in breach of these Terms, or your violation of law or of someone else's rights.

13. Suspension and termination

You can stop using FleetHarbor and delete your organization at any time. We may suspend or end your access if you break these Terms, if your account is used in a way that puts the service, other customers or the public at risk, or if we are required to by law. Where it is reasonable, we will tell you first and give you a chance to fix the problem. If we stop offering FleetHarbor altogether, we will give you at least 30 days' notice by email so you can export your data.

Sections 5, 8, 10, 11, 12 and 15, and any fees you owe, survive the end of these Terms.

14. Changes to these Terms

We may update these Terms. If a change is material, we will email the owners of each organization at least 30 days before it takes effect. Other changes take effect when we post them here, with a new “Last updated” date. If you keep using FleetHarbor after a change takes effect, you accept the updated Terms. If you do not agree with a change, you can cancel before it takes effect.

15. Governing law and venue

These Terms are governed by the laws of the Commonwealth of Virginia, without regard to its conflict of laws rules. Any dispute arising out of or relating to these Terms or FleetHarbor will be brought only in the state courts for Henrico County, Virginia, or the United States District Court for the Eastern District of Virginia, Richmond Division, and both parties consent to the jurisdiction of those courts.

16. General

These Terms, together with our Privacy Policy, are the whole agreement between you and us about FleetHarbor. If any part of them is found unenforceable, the rest stays in effect. A failure to enforce a right is not a waiver of it. You may not transfer these Terms without our written consent; we may transfer them to a successor to our business. Neither party is responsible for delays caused by events beyond its reasonable control.

17. Contact