Fleet Terms of Service

By creating or joining a Fleet account, or by using ControlMiles as a driver or administrator under one, you agree to these Fleet Terms of Service, the general ControlMiles Terms of Service (controlmiles.com/terms), and the Fleet Privacy Policy (controlmiles.com/privacy/fleet). If these Fleet Terms conflict with the general Terms, these Fleet Terms control for Fleet use. If you accept on behalf of an organization, you confirm you are authorized to bind it.

ControlMiles is a fleet mileage-tracking and compliance tool. It lets an organization manage drivers, vehicles, and branches; coordinate shifts, schedules, and hourly classes; track GPS-based trip mileage and routes; see vehicles on a live map during active trips; collect vehicle inspection (DVIR) records, odometer photos, and fuel purchases; flag fuel anomalies, idle time, and driving-behavior events; calculate driver safety scores; prepare IFTA and state-mileage reports; exchange messages with drivers; and export reports.

Which of these features are available depends on the organization's fleet type and plan.

An organization creating a Fleet account is responsible for: obtaining any notice or consent required by applicable law before tracking a driver's location, driving behavior, or vehicle data -- including state laws that require written notice of electronic monitoring of employees; informing people who are recorded without their own ControlMiles account (for example driving-school students) and obtaining any consent required, including a parent's or guardian's consent for minors; accurately assigning and removing drivers, vehicles, branches, and administrator roles, and limiting administrator access to people who need it; using driver data only for legitimate business purposes related to fleet management, mileage and tax documentation, safety coaching, and vehicle compliance -- not to track drivers outside their work or after their trips end; reviewing automated flags (safety scores, driving events, fuel anomalies, idle time) before acting on them, and not relying on them as the sole basis for discipline, termination, or pay decisions.

ControlMiles is a tool the organization directs -- Olympus Mont Systems LLC does not decide how an organization uses driver data within its own operations.

By accepting an invitation to join an organization's Fleet account, a driver acknowledges that the data they record under that organization -- including their live location while a trip is open, trip routes and mileage, inspections, fuel purchases, driving-behavior events, and safety score -- becomes visible to that organization's administrators, as described in the Fleet Privacy Policy. Trips recorded in personal (gig) mode are not shared. A driver should direct questions about how their organization uses this data to that organization.

IFTA, state-mileage, and fuel reports are calculated from GPS data and from the fuel purchases drivers submit, using tax rates published by IFTA, Inc. They are aids for preparing your filings, not filings themselves. GPS gaps, missing receipts, or incorrect entries can make them inaccurate. The organization (the licensed carrier) remains solely responsible for reviewing the figures, keeping the records the law requires, and filing accurate returns. ControlMiles is not affiliated with or endorsed by IFTA, Inc., the IRS, or any tax or transportation authority, and does not provide tax, legal, or regulatory advice. ControlMiles is not an electronic logging device (ELD) and does not record hours of service.

Driving events and safety scores are estimates based on phone GPS and, where available, OpenStreetMap speed-limit data, which can be missing or out of date. Fuel anomalies are automated checks that can produce false positives. They are provided for coaching and review, and are not a determination that a driver drove unsafely or committed fraud.

Anyone with a ControlMiles account, including under a Fleet account, must be at least 18 years old. The organization and each user are responsible for keeping their own credentials confidential and for all activity under their accounts. Notify us promptly of any unauthorized use at security@controlmiles.com.

Drivers must not handle their phone or interact with ControlMiles while the vehicle is moving, and the organization must not require them to. ControlMiles is not a navigation system; maps, positions, routes, and speed information are approximate. Map data © OpenStreetMap contributors (ODbL), packaged by Protomaps. The map terms in the general Terms of Service apply.

If drivers under an organization label trips with the name of a gig, delivery, or rideshare platform, ControlMiles is not affiliated with, endorsed by, or sponsored by any of those platforms, and does not access their apps' data, accounts, or servers.

Fleet plans are billed to the organization, generally per active driver or vehicle as shown at purchase, through Stripe. Plans renew automatically at the end of each billing period at the then-current price until cancelled from the billing page of the organization's account; cancellation takes effect at the end of the current period. Seat changes may be prorated as shown at checkout. Except where required by law, payments are non-refundable. We may change Fleet plan prices or features with reasonable advance notice, effective from the next billing period after the notice.

The organization and its users agree not to: use ControlMiles for any unlawful purpose, including surveillance beyond what applicable law permits or tracking anyone without the notice and consent the law requires; attempt to reverse-engineer, decompile, or interfere with the app, the website, or their backend; scrape or bulk-download map data; submit fraudulent mileage, odometer, inspection, fuel, receipt, or incident data, or spoof GPS location; or use the app in a way that infringes the rights of any third party.

ControlMiles, its logo, and its original content are the property of Olympus Mont Systems LLC. Third-party names, logos, and map data referenced in ControlMiles remain the property of their respective owners and are used under their own licenses. The organization keeps ownership of the data it enters into ControlMiles and gives us the rights needed to host and process it to provide the service.

ControlMiles is provided "as is" and "as available," without warranties of any kind, express or implied. We do not guarantee that GPS tracking, live location, routes, maps, mileage and IFTA calculations, safety scores, fuel-anomaly detection, alerts, or inspection records will be accurate, complete, timely, error-free, or uninterrupted. The organization is responsible for reviewing fleet data for accuracy before relying on it.

To the maximum extent permitted by law, Olympus Mont Systems LLC will not be liable for any indirect, incidental, special, or consequential damages, including lost income, lost tax deductions, tax penalties or interest, accidents, or employment-related disputes between an organization and its drivers, arising from use of ControlMiles. Our total liability for any claim relating to ControlMiles will not exceed the amounts the organization paid us for ControlMiles in the 12 months before the claim.

The organization agrees to indemnify, defend, and hold harmless Olympus Mont Systems LLC, its officers, employees, and agents from any claims, damages, losses, liabilities, and expenses (including reasonable attorneys' fees) arising out of or related to: the organization's or its users' use of ControlMiles; violation of these Terms; violation of any law, including employment, monitoring, or privacy law, in how the organization collects or uses driver data; claims by drivers, students, or other people recorded under the organization; or any data submitted through the Fleet account that is inaccurate or fraudulent.

Please read this section carefully. It affects your legal rights.

Informal resolution first. Before filing a claim against ControlMiles, the organization or driver agrees to first contact us at info@controlmiles.com and attempt in good faith to resolve the dispute informally for at least 30 days.

Binding arbitration. If a dispute is not resolved informally, the parties agree that it will be resolved by binding, individual arbitration administered by the American Arbitration Association (AAA) under its Commercial Arbitration Rules (for organizations) or Consumer Arbitration Rules (for individual drivers), rather than in court, except that either party may bring an individual claim in small claims court if it qualifies.

Class action waiver. The parties agree that any arbitration or claim will be conducted on an individual or single-organization basis only, not as a class, collective, or representative action, and the arbitrator may not consolidate more than one party's claims.

This section does not apply to, and does not limit, disputes between an organization and its own drivers regarding employment matters -- those remain governed by applicable employment law, not these Terms.

This section survives termination of the Fleet account and these Terms.

An organization may cancel its Fleet account, and a driver may leave an organization, at any time. We may suspend or terminate a Fleet account that violates these Terms. Export any records you must keep (for example for IFTA) before deleting the Fleet account, because deletion is permanent.

These Terms are governed by the laws of the State of Maryland, without regard to its conflict-of-laws principles.

If any provision of these Terms is found unenforceable or invalid, that provision will be limited or eliminated to the minimum extent necessary, and the remaining provisions will remain in full force and effect.

These Fleet Terms, together with the general Terms of Service and the Fleet Privacy Policy, are the entire agreement between the organization and Olympus Mont Systems LLC regarding ControlMiles, and supersede any prior agreements or understandings, written or oral, regarding that subject matter.

An organization may not assign or transfer these Terms without our prior written consent. We may assign these Terms without restriction, including in connection with a merger, acquisition, or sale of assets.

We may update these Terms from time to time. We will update the "Last updated" date above and, for material changes, notify the organization's owner in the app, on the website, or by email, and may ask for acceptance of the updated Terms. Continued use of ControlMiles after the effective date of a change constitutes acceptance of the updated Terms.

Questions about these Terms: info@controlmiles.com. Support: support@controlmiles.com. Privacy: privacy@controlmiles.com. Security: security@controlmiles.com.