Terms of Service

1. Service Description

VRTMS is a multi-tenant, cloud-based Software-as-a-Service (SaaS) platform designed for vehicle fleet operators and tour companies in the Philippines. The Service provides tools for:

• Fleet and vehicle management
• Vehicle rental booking and payment tracking
• Tour scheduling, itinerary planning, and expense tracking
• Driver assignment and management
• Financial reporting and dashboard analytics
• Maintenance scheduling and alerts

2. Account Registration

To use the Service, you must create an account through our authentication provider, Clerk. You agree to:

• Provide accurate, current, and complete information during registration
• Maintain and promptly update your account information to keep it accurate
• Keep your login credentials secure and confidential
• Accept responsibility for all activities that occur under your account
• Notify us immediately of any unauthorized use of your account

Organizations

VRTMS operates on an organization-based model. When you create an organization, you become its owner and may invite team members with varying roles (admin, manager, dispatcher, driver, viewer). As an organization owner, you are responsible for managing access and ensuring that all members of your organization comply with these Terms.

3. Acceptable Use Policy

You agree not to:

• Use the Service for any unlawful purpose or in violation of any applicable law or regulation
• Attempt to gain unauthorized access to any part of the Service or its related systems
• Interfere with or disrupt the Service or servers or networks connected to the Service
• Upload or transmit viruses, malware, or other harmful code
• Reverse engineer, decompile, or disassemble any part of the Service
• Use the Service to store or transmit content that infringes on intellectual property rights of others
• Share your account credentials with unauthorized third parties
• Attempt to access data belonging to other organizations on the platform

4. Data and Content Ownership

Your Data

You retain full ownership of all data, content, and information that you submit to the Service (“Your Data”), including but not limited to fleet records, booking information, customer details, financial data, and uploaded files. We do not claim any ownership rights over Your Data.

License to Us

By using the Service, you grant us a limited, non-exclusive license to use, store, and process Your Data solely for the purpose of providing and improving the Service. This license terminates when you delete Your Data or when your account is terminated.

Our Intellectual Property

The Service, including its design, features, code, and branding, is owned by VRTMS and protected by intellectual property laws. You may not copy, modify, distribute, or create derivative works based on the Service without our prior written consent.

5. Pricing and Payment Terms

Beta Period

VRTMS is currently in its beta phase. During the beta period, the Service is provided free of charge. We reserve the right to introduce paid subscription plans in the future. If and when paid plans are introduced, we will provide existing users with at least 30 days' advance notice and details of the new pricing structure.

Future Pricing

When paid plans are introduced, pricing will be denominated in Philippine Pesos (PHP). Details regarding billing cycles, accepted payment methods, and refund policies will be communicated at that time.

6. Service Availability

Beta Disclaimer

The Service is provided in beta and on an “as is” and “as available” basis. While we strive for high availability and reliability, you acknowledge that:

• The Service may contain bugs, errors, or other issues typical of beta software
• Features may be added, modified, or removed without prior notice
• Service interruptions may occur for maintenance, updates, or unforeseen technical issues
• We do not guarantee any specific uptime percentage during the beta period

Data Backups

While we maintain regular backups of the Service's database, we recommend that you maintain your own records and backups of critical business data. We are not liable for any loss of data during the beta period.

7. Limitation of Liability

To the maximum extent permitted by applicable law, VRTMS and its officers, directors, employees, and agents shall not be liable for:

• Any indirect, incidental, special, consequential, or punitive damages arising out of or related to your use of the Service
• Loss of profits, revenue, data, business opportunities, or goodwill
• Service interruptions, delays, or failures
• Unauthorized access to or alteration of your data

In no event shall our total cumulative liability exceed the amount you paid us in the twelve (12) months preceding the event giving rise to the claim, or One Thousand Philippine Pesos (PHP 1,000.00), whichever is greater.

8. Termination

By You

You may terminate your account at any time by contacting us at support@vrtms.app. Upon termination, we will delete your organization data in accordance with our data retention policy outlined in our Privacy Policy.

By Us

We reserve the right to suspend or terminate your access to the Service at any time, with or without notice, for conduct that we determine violates these Terms, is harmful to other users or the Service, or for any other reason at our sole discretion.

Effect of Termination

Upon termination, your right to access the Service ceases immediately. We may retain certain data as required by law or for legitimate business purposes (such as resolving disputes or enforcing our agreements).

9. Changes to These Terms

We may update these Terms from time to time to reflect changes in our practices, the Service, or applicable law. When we make material changes, we will:

• Post the updated Terms on this page with a revised “Last updated” date
• Notify you via email or through the Service at least 15 days before the changes take effect

Your continued use of the Service after the effective date of the revised Terms constitutes your acceptance of the changes.

10. Governing Law

These Terms shall be governed by and construed in accordance with the laws of the Republic of the Philippines, without regard to its conflict of law principles. Any disputes arising from or relating to these Terms or the Service shall be resolved in the courts of competent jurisdiction in the Philippines.

11. Contact Information

If you have any questions or concerns about these Terms, please contact us at:

• Email: support@vrtms.app