Terms of Service

1. Agreement to these terms

By creating an account, or by accessing or using Virtual Permit Book(the "Service"), you agree to these Terms of Service. If you are agreeing on behalf of a company, you confirm you have authority to bind that company, and "you" means that company. If you do not agree, do not use the Service.

2. The Service

Virtual Permit Book is a fleet compliance platform. It lets you store permits and compliance documents, assign them to drivers, vehicles and trailers, share them by QR code or link, and receive alerts before documents expire. We grant you a limited, non exclusive, non transferable, revocable right to use the Service for your internal business purposes during your subscription.

3. Compliance disclaimer

Virtual Permit Book is a record keeping tool, not a legal, regulatory or compliance advisor. We help you organise and produce documents. We do not guarantee that your fleet is compliant with DOT, FMCSA, IFTA, IRP or any other requirement, and we do not verify that documents you upload are authentic, current or sufficient.

You remain solely responsible for your regulatory compliance, including determining which documents are required, keeping them valid, and producing them when required. Any expiry alert, status indicator or report in the Service is a convenience feature. You should not rely on it as your only compliance control, and it does not transfer any regulatory obligation to us. We are not liable for fines, penalties, out of service orders or other losses resulting from missing, expired, inaccurate or rejected documents.

4. Your account

You must provide accurate information, keep your credentials confidential, and are responsible for everything done under your account. Notify us promptly at info@vpbapp.com if you suspect unauthorised access. You are responsible for the actions of users you invite to your organisation.

5. Your data and content

You keep all rights to the documents, records and other content you upload ("Customer Data"). You grant us a limited licence to host, process, transmit and display Customer Data solely to provide the Service to you and as described in our Privacy Policy.

You are responsible for confirming that you have the right to upload Customer Data, including personal information about your drivers, and for providing any notices or obtaining any consents required by law.

6. Shared links and QR codes

The Service can generate QR codes and links that allow anyone holding them to view the documents assigned to a driver, vehicle or trailer without signing in. That is a deliberate feature so documents can be shown quickly during an inspection. You are responsible for how you distribute these codes, for regenerating them when a driver or vehicle leaves your fleet, and for enabling PIN protection on sensitive records.

7. Acceptable use

You agree not to:

• Upload unlawful, fraudulent or falsified documents
• Upload content you do not have the right to upload, or that infringes another party's rights
• Attempt to access another organisation's data, or probe, scan or test the security of the Service without written permission
• Interfere with or disrupt the Service, or circumvent any rate limit or access control
• Reverse engineer the Service, or resell or provide it as a service to third parties without our written consent
• Use the Service to store data unrelated to fleet compliance

We may suspend access if we reasonably believe your use threatens the security, integrity or availability of the Service.

8. Third party services

If you connect a third party service such as a telematics provider, you authorise us to exchange data with it on your behalf. Your use of that third party service is governed by that provider's own terms, and we are not responsible for it.

9. Fees, trials and billing

Paid plans, pricing and any free trial are described at the point of purchase. Unless stated otherwise, fees are billed in advance, are non refundable except where required by law, and exclude taxes, which you are responsible for. If your fleet size determines your price, changes to your fleet may change your fees from the next billing period. We will give reasonable advance notice before changing prices.

10. Term, suspension and termination

These terms apply while you use the Service. You may stop using the Service and close your account at any time. We may suspend or terminate access for material breach of these terms, non payment, or where required by law. On termination your right to use the Service ends. You should export your data before closing your account, since data is deleted as described in our Privacy Policy.

11. Intellectual property

We own the Service, including its software, design and trademarks. Nothing in these terms transfers ownership of the Service to you. If you send us feedback, we may use it without obligation to you.

12. Warranty disclaimer

The Service is provided "as is" and "as available". To the maximum extent permitted by law, we disclaim all warranties, express or implied, including merchantability, fitness for a particular purpose, non infringement, and any warranty that the Service will be uninterrupted, error free, or that alerts will always be delivered on time.

13. Limitation of liability

To the maximum extent permitted by law, neither party is liable for indirect, incidental, special, consequential or punitive damages, or for lost profits, revenue or data. Our total aggregate liability arising out of or relating to the Service will not exceed the amounts you paid us in the twelve months before the event giving rise to the claim, or one hundred United States dollars if you have not paid us anything. These limits do not apply where they cannot lawfully be excluded.

14. Indemnification

You will defend and indemnify us against claims, damages and reasonable costs arising from your Customer Data, your use of the Service in breach of these terms, or your violation of law or third party rights.

15. Mobile applications and app stores

Our mobile apps are distributed through the Apple App Store and Google Play. You must also comply with the applicable store's terms.

Apple specific terms. These terms are between you and Virtual Permit Book LLC only, not with Apple, and Apple is not responsible for the app or its content. Apple has no obligation to provide maintenance or support for the app. If the app fails to conform to any applicable warranty, you may notify Apple and Apple will refund the purchase price, if any. To the maximum extent permitted by law, Apple has no other warranty obligation with respect to the app. Apple is not responsible for addressing any claim relating to the app, including product liability, legal or regulatory compliance, or consumer protection claims, or any third party claim that the app infringes intellectual property rights. You confirm you are not located in a country subject to a United States Government embargo or designated as terrorist supporting, and that you are not on any United States Government list of prohibited or restricted parties. Apple and its subsidiaries are third party beneficiaries of these terms and may enforce them against you.

16. Changes to these terms

We may update these terms as the Service evolves. We will update the date at the top of this page, and for material changes we will give notice by email or in the app before they take effect. Continued use after the effective date means you accept the updated terms.

17. Governing law and disputes

These terms are governed by the laws of the State of Illinois, United States, without regard to conflict of law rules. The courts located in the State of Illinois, United States will have exclusive jurisdiction, except that either party may seek injunctive relief in any competent court. Before filing a claim, please contact us so we can try to resolve the issue informally.

18. General

If any provision is found unenforceable, the rest remains in effect. Our failure to enforce a provision is not a waiver. You may not assign these terms without our consent. We may assign them to an affiliate or in connection with a merger or sale. These terms, together with our Privacy Policy, are the entire agreement between us regarding the Service.

19. Contact

Questions about these terms: email info@vpbapp.com or write to Virtual Permit Book LLC, 2262 Landmaier Rd Ste B, Elk Grove Village, IL 60007, United States.