Terms of Service

1. Acceptance of Terms

By creating an account, accessing, purchasing, subscribing to, or using KeyFleet's platform, websites, portals, applications, and related services (collectively, the "Service"), you agree to these Terms of Service ("Terms").

These Terms incorporate our Privacy Policy and any other terms or agreements expressly incorporated by reference.

If you use the Service on behalf of a company, partnership, organization, or other entity, you represent that you have authority to bind that organization to these Terms.

If you do not agree to these Terms, you must not use the Service.

2. KeyFleet's Role

KeyFleet provides software tools for managing rental-related operations. KeyFleet is not the car rental operator in transactions conducted by a subscriber unless expressly stated otherwise.

Subscribers remain responsible for their own:

• rental contracts;
• vehicles;
• rates and pricing;
• booking approvals and cancellations;
• driver eligibility decisions;
• security deposits;
• customer verification;
• insurance requirements;
• refund decisions;
• collection activities;
• compliance with rental-related laws and regulations;
• customer disputes and liabilities arising from rental transactions.

KeyFleet's role is generally limited to providing the technology used by subscribers to manage these activities.

3. Eligibility and Account Registration

3.1 Eligibility

You must have the legal capacity to enter into these Terms and, where applicable, authority to act on behalf of the subscribing business.

3.2 Accurate Information

You agree to provide accurate, current, and complete registration and business information and to update that information when reasonably necessary.

3.3 Account Security

You are responsible for protecting your account credentials and controlling access to your account.

You agree to:

• use strong and unique passwords;
• not knowingly share credentials with unauthorized persons;
• properly manage user roles and permissions;
• remove access when personnel no longer require it;
• notify KeyFleet promptly of suspected unauthorized access;
• take reasonable precautions to protect devices used to access KeyFleet.

KeyFleet may suspend or restrict an account where reasonably necessary to address suspected compromise, misuse, security threats, legal requirements, or violations of these Terms.

4. Acceptable Use

4.1 Permitted Use

Subscribers may use the Service for legitimate rental, fleet, customer-management, reporting, financial, administrative, and related business purposes supported by KeyFleet.

4.2 Prohibited Conduct

You must not:

• use the Service for unlawful, fraudulent, abusive, or deceptive activity;
• attempt unauthorized access to accounts, systems, files, or networks;
• upload malicious code, malware, scripts, or harmful files;
• circumvent access controls or security protections;
• interfere with the availability, security, or operation of the Service;
• impersonate another individual or entity;
• misrepresent your authority or affiliation;
• scrape or harvest information except as expressly permitted;
• use KeyFleet to violate another person's privacy or other legal rights;
• upload personal data you have no lawful reason to possess or process;
• sell, misuse, or disclose renter information for unauthorized purposes;
• collect passwords, PINs, one-time passwords, online banking credentials, or similar authentication secrets through KeyFleet;
• use renter IDs or verification documents for unrelated marketing, unauthorized profiling, identity misuse, or other incompatible purposes;
• use the Service in violation of applicable law.

5. Subscriber Responsibility for Personal Data

5.1 Subscriber-Controlled Personal Data

Where a subscriber collects or enters personal data relating to renters, customers, drivers, guarantors, employees, or other individuals, the subscriber generally determines the purpose and means of that processing.

The subscriber is responsible for ensuring that its collection and use of such information complies with applicable privacy and data protection laws.

5.2 Privacy Notices and Lawful Basis

Subscribers are responsible for:

• providing appropriate privacy notices to affected individuals;
• having an appropriate lawful basis for processing;
• obtaining valid consent where consent is required;
• documenting processing activities where required;
• honoring applicable data-subject rights;
• using personal data only for legitimate and disclosed purposes.

5.3 Data Minimization

Subscribers must collect only information reasonably necessary for legitimate rental and related business purposes.

KeyFleet must not be used as general-purpose storage for excessive, unrelated, or unnecessary personal information.

6. Renter Requirements, IDs, and Uploaded Documents

Certain KeyFleet features may allow subscribers or renters to upload documents associated with rental verification or processing.

Such documents may include:

• driver's licenses;
• government-issued identification documents;
• billing statements;
• proof of address;
• signed rental documentation;
• other legitimate renter requirements.

6.1 Subscriber Responsibilities

Subscribers agree that they will:

• request documents only where reasonably necessary;
• communicate why the documents are being requested;
• ensure an appropriate lawful basis exists for processing;
• limit access to authorized personnel who require the information;
• not retain documents longer than reasonably necessary;
• not use documents for unrelated purposes;
• not disclose the documents to unauthorized parties;
• use available retention and permission controls responsibly.

6.2 Prohibited Document Collection

Subscribers must not intentionally request or store through KeyFleet:

• online banking passwords;
• banking PINs;
• one-time passwords or authentication codes;
• full login credentials for third-party services;
• unrelated sensitive information having no legitimate rental purpose;
• documents obtained unlawfully.

7. KeyFleet's Processing of Subscriber Data

7.1 Subscriber Data

As between KeyFleet and the subscriber, the subscriber retains its rights in information and content it lawfully submits to the Service, subject to the rights of the individuals to whom personal data relates.

7.2 Limited Processing Authorization

The subscriber authorizes KeyFleet to access, host, store, organize, transmit, reproduce, display, back up, and otherwise process subscriber data only as reasonably necessary to:

• provide and operate the Service;
• perform requested features and integrations;
• provide authorized support;
• maintain security and prevent misuse;
• perform backup, restoration, and maintenance;
• comply with applicable law;
• perform other processing expressly authorized by the subscriber.

This authorization does not transfer ownership of subscriber-controlled information to KeyFleet.

7.3 Processor Relationship

Where KeyFleet processes renter or customer personal data solely on behalf of a subscriber, KeyFleet generally acts as a Personal Information Processor for that processing.

Additional data-processing terms may apply through a Data Processing Agreement or Data Processing Addendum.

8. Access Control and Authorized Users

Subscribers are responsible for determining which employees, contractors, representatives, and other users may access their KeyFleet account.

Subscribers must use appropriate roles and permissions and should grant access according to legitimate business need.

Subscriber administrators are responsible for:

• creating and disabling users;
• assigning roles and permissions;
• reviewing access where appropriate;
• removing users who no longer require access;
• protecting highly sensitive renter information from unnecessary access.

9. Subscription Plans, Billing, and Payments

9.1 Subscription Plans

The Service is offered through subscription plans described on our Pricing page or through a separate written quotation or agreement.

Unless stated otherwise, fees are expressed in Philippine Pesos (PHP) and may be subject to applicable taxes.

9.2 Payment Processing

Subscription payments may be processed through payment providers such as PayMongo or another payment method made available by KeyFleet.

Payment information processed directly by a third-party provider is also subject to that provider's terms and privacy practices.

9.3 Manual Renewal

Unless KeyFleet expressly introduces and discloses an automatic-renewal feature, subscriptions are manually renewed.

This means:

• the subscription does not automatically renew at expiration;
• the subscriber must initiate the applicable renewal payment;
• KeyFleet may send expiry or renewal reminders;
• failure to renew may result in restricted or suspended access.

9.4 Billing Cycles

Depending on the selected plan, KeyFleet may offer billing periods such as:

• monthly;
• three months;
• six months;
• twelve months;
• another period expressly displayed or agreed upon.

9.5 Pricing Changes

KeyFleet may revise subscription prices from time to time. Where reasonably appropriate or required, KeyFleet will provide notice before material pricing changes take effect for future billing periods.

10. Trials, Refunds, and Billing Disputes

10.1 Free Trial

If KeyFleet offers a free trial, the applicable duration and conditions will be displayed at registration, on the Pricing page, or in another applicable offer.

10.2 Refunds

Subscription payments are generally non-refundable after payment, except where:

• required by applicable law;
• KeyFleet determines that a billing error occurred;
• a separate written agreement expressly provides otherwise;
• KeyFleet voluntarily approves a refund.

10.3 Billing Concerns

Subscribers should report suspected billing errors promptly and provide sufficient information for KeyFleet to investigate the transaction.

11. Expiration, Suspension, and Termination

11.1 Subscription Expiration

If a subscription expires without renewal, KeyFleet may restrict or suspend access according to the applicable subscription rules.

11.2 Suspension or Termination for Cause

KeyFleet may suspend, restrict, or terminate access where reasonably necessary because:

• these Terms have been materially violated;
• the Service is being used unlawfully;
• the account presents a security risk;
• fraud or abuse is reasonably suspected;
• payment obligations remain unresolved;
• KeyFleet is required to act by law or lawful authority;
• continued use may materially harm KeyFleet, other users, or third parties.

11.3 Data Following Termination

Following account termination or subscription expiry, access to data may be limited.

Where reasonably available and legally permitted, KeyFleet may provide a limited period for a subscriber to export appropriate business data.

Data may thereafter be deleted or retained in accordance with the Privacy Policy, applicable contractual obligations, legal requirements, dispute-resolution requirements, security needs, and backup procedures.

12. Data Retention and Deletion

Subscribers are responsible for determining appropriate retention periods for renter information they control.

In particular, copies of:

• government IDs;
• driver's licenses;
• billing statements;
• proof-of-address documents;
• other renter verification files;

should not be retained longer than reasonably necessary for the rental transaction, legitimate dispute handling, fraud prevention, contractual purposes, or applicable legal obligations.

Where KeyFleet provides retention controls, the subscriber is responsible for selecting settings appropriate to its legitimate requirements.

13. Privacy and Data Protection

13.1 Privacy Policy

KeyFleet's handling of personal information is further described in our Privacy Policy .

13.2 Subscriber Compliance

Subscribers must comply with applicable privacy and data protection laws, including applicable requirements under the Philippine Data Privacy Act of 2012.

13.3 Data Processing Agreement

KeyFleet may require or provide additional Data Processing Terms or a Data Processing Agreement governing processing performed on behalf of subscribers.

Where such terms apply, they form part of the agreement between KeyFleet and the subscriber.

14. Security

KeyFleet seeks to maintain reasonable organizational, physical, and technical safeguards appropriate to the Service and the information being processed.

However, no software, network, storage system, or online transmission can be guaranteed completely secure.

Subscribers remain responsible for:

• protecting credentials;
• managing their users;
• assigning appropriate permissions;
• maintaining security over their own devices and networks;
• promptly reporting suspected unauthorized activity;
• using KeyFleet's available security features responsibly.

15. Personal Data Breaches and Security Incidents

If KeyFleet becomes aware of a security incident affecting subscriber data, KeyFleet will investigate and take reasonable steps to contain, mitigate, and respond to the incident.

Where KeyFleet acts as a Personal Information Processor, KeyFleet will seek to provide the applicable subscriber with information reasonably necessary for the subscriber to assess and satisfy applicable legal notification obligations.

Where notification to the National Privacy Commission, affected individuals, or another authority is legally required, the responsible party will make such notification within the period required by applicable law.

16. Support and Administrative Access

KeyFleet personnel may access subscriber accounts or information only where reasonably necessary for legitimate purposes such as:

• responding to an authorized support request;
• investigating technical problems;
• maintaining or securing the Service;
• investigating fraud or misuse;
• complying with legal requirements;
• other legitimate activities necessary to operate the Service.

Access to renter documents should be limited according to legitimate business need.

17. Third-Party Services

KeyFleet may integrate with or rely on third-party services, including payment processors, hosting providers, communication services, and other infrastructure providers.

Third-party services may have their own terms and privacy policies. KeyFleet is not responsible for third-party acts outside KeyFleet's reasonable control.

18. Service Availability and Changes

KeyFleet may update, improve, modify, discontinue, or replace portions of the Service from time to time.

We may perform maintenance or experience outages caused by maintenance, infrastructure providers, network conditions, emergencies, security events, force majeure, or circumstances outside our reasonable control.

KeyFleet does not guarantee uninterrupted or error-free operation of every Service feature.

19. Subscriber Business Decisions

KeyFleet may display reports, statuses, calculations, availability information, analytics, reminders, or other business information.

Subscribers remain responsible for reviewing information before relying on it for material rental, financial, legal, operational, or customer decisions.

KeyFleet does not make rental approval, driver eligibility, insurance, regulatory, or legal decisions on behalf of subscribers unless expressly stated as part of a specific feature.

20. Intellectual Property

KeyFleet and its licensors retain all rights in the Service, including its software, interfaces, design, branding, documentation, and related intellectual property, except for subscriber-owned content and other third-party rights.

These Terms provide subscribers only the limited right to access and use the Service during an authorized subscription.

21. Feedback

If you voluntarily provide suggestions, feature requests, or feedback about KeyFleet, you permit KeyFleet to use that feedback to develop, improve, or operate the Service without an obligation to compensate you, provided that KeyFleet does not thereby acquire ownership of your confidential business information or personal data.

22. Disclaimer of Warranties

To the maximum extent permitted by applicable law, the Service is provided on an "as is" and "as available" basis.

KeyFleet does not warrant that:

• the Service will always be uninterrupted;
• every defect will be corrected immediately;
• every feature will meet every subscriber's individual requirements;
• the Service will eliminate all business, privacy, security, fraud, or operational risks.

Nothing in these Terms excludes warranties, rights, or protections that cannot lawfully be excluded.

23. Limitation of Liability

To the maximum extent permitted by applicable law, KeyFleet will not be liable for indirect, incidental, consequential, exemplary, or special damages arising from use of the Service, including loss of profits, revenue, goodwill, or business opportunity, except where liability cannot legally be excluded.

KeyFleet is not responsible for losses caused by:

• subscriber rental decisions;
• subscriber pricing or refund decisions;
• subscriber misuse of renter information;
• unauthorized access resulting from subscriber credential compromise;
• subscriber configuration errors;
• third-party services outside KeyFleet's reasonable control;
• events outside KeyFleet's reasonable control.

Any specific liability cap applicable to a subscriber may be set out in the applicable subscription agreement, quotation, Data Processing Agreement, or other written agreement.

24. Indemnity

To the extent permitted by law, a subscriber agrees to be responsible for claims, losses, liabilities, penalties, and reasonable costs arising from its unlawful use of the Service, violation of these Terms, or unlawful collection, use, or disclosure of personal data under its control.

This provision does not apply to the extent that the claim was caused by KeyFleet's own unlawful act, breach of applicable obligations, or conduct for which liability cannot legally be excluded.

25. Agent Program

Participation in the KeyFleet Agent Program may be subject to separate Agent Program Terms, commission rules, payout policies, eligibility requirements, and referral attribution rules.

Unless expressly stated otherwise, Agent commissions are not rental commissions and are not earned from individual vehicle rental transactions.

Agent Program terms control where they conflict with these general Terms regarding Agent-specific matters.

26. Assignment

A subscriber may not assign or transfer material rights or obligations under these Terms without KeyFleet's prior written consent, except where otherwise permitted by applicable law or a written agreement.

KeyFleet may assign these Terms in connection with a lawful merger, restructuring, acquisition, financing, or transfer of the business, subject to applicable law.

27. Changes to These Terms

KeyFleet may update these Terms from time to time.

For material changes, KeyFleet may provide notice through:

• the Service;
• email;
• the KeyFleet website;
• another reasonable communication method.

Material changes will take effect on the stated effective date. Continued use of the Service after that date may constitute acceptance of the updated Terms where permitted by law.

Changes to privacy practices remain subject to the Privacy Policy and applicable privacy law.

28. Governing Law and Disputes

These Terms are governed by the laws of the Republic of the Philippines, without prejudice to mandatory rights or protections that cannot lawfully be waived.

The parties should first attempt in good faith to resolve disputes through direct communication before commencing formal proceedings, except where urgent legal or protective relief is reasonably necessary.

Subject to applicable law and any separate written agreement, disputes arising from these Terms may be submitted to courts of competent jurisdiction in the Philippines.

29. Severability

If any provision of these Terms is found unenforceable or invalid, the remaining provisions will continue in effect to the extent permitted by law.

30. Entire Agreement

These Terms, together with the Privacy Policy and any applicable subscription agreement, quotation, Data Processing Agreement, Agent Program Terms, or other expressly incorporated terms, constitute the applicable agreement between KeyFleet and the subscriber regarding the Service.

30A. Rental Agreements and Electronic Signing

30A.1 KeyFleet's Role

KeyFleet provides tools for creating templates, generating and printing agreements, and, on eligible plans, sharing agreements and collecting electronic signatures. The rental contract is ordinarily between the subscriber and the identified renter or other parties; merely operating the software does not make KeyFleet a party to that rental contract. The subscriber is responsible for the accuracy, suitability, legality, disclosures, required parties, and any additional formalities of its contract. KeyFleet remains responsible for its own applicable obligations.

30A.2 Plan-Dependent Agreement Features

DriveLite offers contract preparation, generation, viewing, and printing for manual signing. RoadRunner offers these features plus protected share links and eligible electronic signatures, but does not include Customer Portal access. DrivePro and FleetMaster also include Customer Portal access under the applicable plan terms. Active trials may include additional feature access during the applicable trial period. Available features remain subject to the published subscription terms and the company's electronic-signature setting. Feature availability may change when a trial or subscription expires; existing lawful records remain subject to applicable retention and access obligations.

30A.3 Customer Portal Signing

Where the Customer Portal is available, a renter may review bookings and applicable agreements through an authenticated customer session, and may electronically sign an eligible agreement after reviewing the displayed version and taking the required affirmative consent and signing actions. Account authentication provides account-based access evidence but is not a guarantee of the signer's real-world identity or legal capacity.

30A.4 Protected-Link Guest Signing

On eligible plans, a renter may receive a contract access link and a separate six-digit PIN and may review and sign without a Customer Portal login. The subscriber should send the link and PIN through appropriately separate channels and verify the intended recipient when warranted. Recipients must not share access credentials with unauthorized persons and should promptly report suspected disclosure or misuse. Successful link-and-PIN verification confirms possession or use of those credentials, not independent government-ID verification or proof that the named renter personally used them. Subscribers must use further identity checks when required by law or reasonably appropriate to the transaction's risk.

30A.5 Signing Intent and Representative Authority

Before submitting an electronic signature, each signer should review the identified agreement version and expressly confirm their intent to sign. The signer represents that the signature is their own, that they are authorized and legally capable of signing, and that they are not using another person's access credentials without authorization. Subscribers must ensure company representatives have actual authority to bind their business. A software signing permission, including a permission assigned to an owner role, does not itself establish legal authority.

30A.6 Signed Versions and Records

KeyFleet may maintain separate finalized agreement versions, signature records, verification-method information, signing consent, timestamps, and relevant audit evidence. A revised agreement may require fresh signatures; prior signatures should not be represented as approval of a materially revised document. Subscribers are responsible for retaining records required for their rental business and for promptly reporting suspected errors or unauthorized signatures. Neither a drawn signature nor a PIN alone guarantees the authenticity or enforceability of a contract.

30A.7 Legal Scope, Disputes, and Responsibility

Philippine law may recognize electronic signatures and documents when the applicable legal and evidentiary requirements are satisfied. Certain transactions may require notarization, witnesses, prescribed execution formalities, or other steps not supplied by KeyFleet. Subscribers must decide whether electronic signing is suitable for each agreement and comply with all applicable requirements. Disputes about underlying rental terms, identity, signer authority, consent, payment, and performance are generally matters between the rental parties; disputes arising from KeyFleet's own acts, platform obligations, or failures remain subject to applicable law and these Terms. Nothing here excludes liability that cannot lawfully be excluded or promises that a signature will always be accepted by a court, authority, or other third party.

30A.8 Privacy and Security

The Privacy Policy describes the processing of agreement records, signature information, verification events, and technical evidence. Subscribers must give necessary privacy notices, use appropriate lawful bases for processing, restrict user access, and respond to relevant customer requests. Signing consent does not automatically constitute consent to every type of personal-data processing.

31. Contact Information