Karqi fleet compliance

Terms & Conditions

Last updated: 24 May 2026

These Terms govern your use of the Karqi fleet compliance service. By creating an account, you agree to these Terms on behalf of your organisation. If you do not agree, do not use the Service.

1. Parties

"Karqi" or "we" means Karqi (a division of cheesman.uk), of 47 New Farm Road, Alresford, Hampshire, SO24 9QT, United Kingdom, contactable at info@karqi.co.uk.

"Customer" or "you" means the organisation on whose behalf an account is opened. The person creating the account warrants that they have authority to bind that organisation.

2. Definitions

  • Service: the Karqi web and mobile application and related features.
  • Authorised User: any administrator, manager or driver granted access by the Customer.
  • Customer Data: all data uploaded to or generated through the Service by Authorised Users, including driver and vehicle records.
  • Subscription: the paid subscription plan selected by the Customer.

3. The Service

Karqi provides tools to record daily driver walk-around checks, log and track defects, hold MOT, insurance, tax and service dates with reminders, record incidents, and export an audit bundle.

The Service is a record-keeping and notification aid. It is not a GPS tracker, it is not a substitute for professional inspection, and it does not itself guarantee compliance with any law. Operators remain solely responsible for meeting their legal duties under the Road Traffic Act 1988, the Construction and Use Regulations 1986, DVSA guidance (including the Guide to Maintaining Roadworthiness), Drivers' Hours rules and any operator licence conditions that apply to them.

4. Accounts and Authorised Users

The Customer is responsible for keeping account credentials confidential, for the acts and omissions of its Authorised Users, and for ensuring those users comply with these Terms. You must tell us promptly if you believe an account has been compromised.

5. Trial, fees and billing

  • New Customers receive a 30-day free trial.
  • Beyond the trial the Subscription fee is £4.33 per vehicle per month (or the equivalent annual price displayed at checkout), exclusive of VAT, which will be added at the prevailing rate.
  • Billing is handled by Stripe. The quantity automatically tracks the number of vehicles in your fleet at the start of each billing period and may be re-calculated mid-cycle as vehicles are added or removed.
  • Fees are non-refundable for partial months. We may change pricing on at least 30 days' written notice; new pricing takes effect at your next renewal.
  • If payment fails we may suspend access until the balance is paid.

6. Customer Data and data protection

As between you and Karqi, you own and are the controller of Customer Data. Karqi acts as your processor and processes Customer Data only to provide the Service, comply with documented instructions in these Terms, and as required by law. Our handling of personal data we control ourselves (for example, account holder data) is described in our Privacy Policy.

The terms in Schedule 1 (Data Processing Addendum) below form part of these Terms and apply whenever we process personal data on your behalf.

7. Acceptable use

Use of the Service is subject to our Acceptable Use Policy. We may suspend or terminate access for breach.

8. Intellectual property

Karqi and its licensors own all rights in the Service, including the software, design and trademarks. You receive a non-exclusive, non-transferable licence to use the Service during the term and for your internal business purposes only. You may not copy, modify, reverse-engineer or resell the Service. You retain all rights in Customer Data.

9. Availability and support

We will use reasonable endeavours to keep the Service available but do not guarantee any specific level of uptime. We may carry out planned maintenance and will try to give reasonable notice. Support is provided by email to info@karqi.co.uk during normal UK business hours.

10. Warranties and disclaimers

We warrant that we will provide the Service with reasonable skill and care. Other than that warranty, and to the maximum extent permitted by law, the Service is provided "as is" and we exclude all other warranties, conditions and representations, whether express or implied, including any warranty of fitness for a particular purpose or of compliance with any specific legal or regulatory standard.

11. Liability

Nothing in these Terms limits or excludes either party's liability for: (a) death or personal injury caused by negligence; (b) fraud or fraudulent misrepresentation; or (c) any other liability that cannot be excluded or limited under English law.

Subject to that, neither party is liable for any loss of profit, revenue, goodwill, anticipated savings, business opportunity, or for any indirect or consequential loss. Each party's total aggregate liability arising under or in connection with these Terms in any 12-month period is limited to the fees paid by the Customer in that period.

12. Term and termination

These Terms apply for as long as you have an account. Either party may terminate the Subscription on 30 days' written notice for convenience, or immediately for material breach not remedied within 14 days of written notice. On termination we will retain Customer Data for 30 days to allow export, after which we will delete it unless we are required to keep it by law.

13. Confidentiality

Each party will keep confidential any non-public information shared by the other under these Terms and use it only to perform its obligations. This does not apply to information which is or becomes public other than through a breach of this clause.

14. Changes

We may update these Terms from time to time. We will email account administrators about any material change at least 14 days before it takes effect. Continued use after the change takes effect counts as acceptance.

15. General

  • These Terms (with the Privacy Policy, Cookie Policy and Acceptable Use Policy) are the entire agreement between the parties on this subject.
  • Neither party may assign these Terms without the other's written consent, except that Karqi may assign to an affiliate or successor in a corporate reorganisation.
  • A failure to enforce any right is not a waiver of it.
  • If any part is held unenforceable, the rest remains in force.
  • No third party has any right to enforce these Terms under the Contracts (Rights of Third Parties) Act 1999.

16. Governing law and jurisdiction

These Terms and any non-contractual obligations arising from them are governed by the laws of England and Wales. The courts of England and Wales have exclusive jurisdiction.

17. Contact

Karqi (a division of cheesman.uk)
47 New Farm Road, Alresford, Hampshire, SO24 9QT
info@karqi.co.uk

Schedule 1 — Data Processing Addendum

Subject matter and duration

Processing of Customer Data for the purpose of providing the Service for the term of the Subscription.

Nature and purpose

Hosting, storing, transmitting and presenting Customer Data through the Service; sending reminder emails; producing audit exports.

Types of personal data

Names and contact details of drivers and managers, vehicle registrations, daily check answers, defect photographs and descriptions, incident reports.

Categories of data subjects

Customer's employees, contractors and other Authorised Users.

Sub-processors

Karqi uses the sub-processors listed in our Privacy Policy (Supabase / Lovable Cloud, Stripe, Resend, Cloudflare). We will give at least 14 days' notice before adding or replacing a sub-processor.

Security measures

TLS in transit, encryption at rest, row-level security in the database, role-based access control, principle of least privilege for staff, password hashing, audit logging.

Personal data breach

We will notify you without undue delay and in any case within 72 hours of becoming aware of a personal data breach affecting Customer Data, with the information you need to meet your own notification duties.

Assistance

We will provide reasonable assistance with data subject requests, data protection impact assessments and queries from the ICO.

End of processing

On termination, and at your written request within 30 days of termination, we will export Customer Data in a commonly used machine-readable format and then delete it from our active systems, subject to legal retention duties.