1. General provisions
These Terms and Conditions specify the rules for the provision by electronic means of the Multiflota service by Aurea Enterprises sp. z o.o., with its registered office at ul. Plac Bankowy 2, 00-095 Warsaw, entered in the register of entrepreneurs of the KRS under number 0000510950, NIP: 9591956107, REGON: 260773108, hereinafter referred to as the "Service Provider".
Contact with the Service Provider is possible at the e-mail address: kontakt@multiflota.pl, and also in writing to the address of the Service Provider's registered office.
Multiflota is a service intended for entrepreneurs and other organizations that manage vehicles and company operations. The Service is not intended for private, consumer use, unless the Service Provider expressly permits such a model in a separate agreement.
The Terms and Conditions are made available free of charge before the conclusion of the agreement and in a manner enabling them to be obtained, recorded and reproduced.
2. Definitions
For the purposes of the Terms and Conditions, the following terms have the following meaning:
Application - the Multiflota IT system available through a web browser, the Mobile Application or other interfaces made available by the Service Provider.
Mobile Application - the Multiflota application for a phone, connected to the User's account by pairing the phone.
Multiflota - the SaaS service provided by electronic means by the Service Provider, used to manage a vehicle fleet and a company, in particular for records of Vehicles and Devices, receipt and presentation of Readings, handling fuel, cost invoices, files and document scans, calendars, notifications, User permissions, Integrations and AI Functions.
Client - an entity that concludes an agreement with the Service Provider concerning the use of Multiflota, in particular a company, a person conducting business activity or another organization.
Organization - the Client's account in Multiflota, within which User accounts, permissions, Vehicles, Devices and the service configuration are created.
User - a natural person using Multiflota on behalf of the Client or at the Client's invitation, in particular an organization administrator, employee, driver, co-worker or another person authorized by the Client.
Organization Administrator - a User holding permissions to manage the Organization, including inviting Users, granting and revoking permissions, managing access to Vehicles and managing configuration.
Vehicle - a vehicle entered by the Client into Multiflota.
Device - a telematics device installed in a Vehicle that transmits Readings to Multiflota.
Readings - data transmitted by Devices, in particular the reading time, location, speed, ignition status, odometer readings, engine revolutions, fuel level, temperatures, driver media identifiers and other Vehicle signals, as well as data calculated from them, such as fuel events.
Client Data - Readings, data concerning Vehicles, Devices, drivers and other persons, documents, files, scans, invoices, data from calendars, data from Integrations and other content entered, transmitted, generated or stored in Multiflota by the Client, Users or the Client's Devices.
Client Content - all materials, documents, files, scans, messages, invoices, data from calendars and other content processed in Multiflota within the Client's Organization.
Integrations - connections of Multiflota with external services, in particular with Google and Apple calendars, notification channels (SMS, WhatsApp), ChatGPT and Claude assistants or other systems indicated in the documentation.
AI Functions - functions supporting the User's work based on automatic language processing models, in particular an assistant answering questions about the Organization's documents and calendar and text recognition in files and scans (OCR).
Agreement - the agreement concluded between the Service Provider and the Client, including the Terms and Conditions, offer, order, price list, data processing agreement and other documents accepted by the parties.
Privacy Policy - a document describing the rules for the processing of personal data by the Service Provider.
Cookies Policy - a document describing the rules for the use of cookies and similar technologies.
3. Scope of the Service
Multiflota includes in particular the following functions, depending on the selected package, configuration and availability of modules:
- records of Vehicles and Devices,
- receipt, recording and presentation of Readings, including a fleet map with Vehicle positions and a Vehicle status card,
- fuel handling: detection of refuelling and fuel losses and fuel reports,
- notifications about events, sent by e-mail, SMS, via WhatsApp or to the mailbox in the Application,
- records of cost invoices,
- storage of files and document scans and text recognition (OCR),
- calendar handling and integration with external calendars,
- an AI assistant,
- the Mobile Application with a fleet map and document scanner,
- connection of the account with ChatGPT and Claude assistants,
- management of access and permissions, including access to individual Vehicles,
- administrative functions for the Organization,
- other functions described in the documentation or offer.
The functional scope available to a specific Client may depend on the concluded Agreement, selected package, configuration, User permissions and availability of external integrations.
The Service Provider may develop, change and improve Multiflota, in particular add new functions, change the interface, improve security and remove errors.
4. Nature of the Service
Multiflota is a technological tool supporting the management of the Client's fleet and company. Multiflota does not make decisions for the Client or for the User.
Readings come from Devices and sensors installed in Vehicles. They may be subject to measurement errors, delays or interruptions, in particular in the absence of satellite navigation signal or mobile network coverage, absence of Device power supply or damage to a sensor. Multiflota shows the moment of each Reading and does not supplement missing measurements with estimated values.
Data calculated from Readings, such as detected refuelling and fuel losses and reports, as well as the results of AI Functions, are auxiliary in nature. Before using them in decisions concerning employees, contractors, settlements or claims, the User should verify them.
The Client is responsible for the manner of using Multiflota, including for content entered into the system, the legal basis for data processing, User permissions and compliance of the use of the Service with provisions of law, in particular with provisions on personal data protection and on employee monitoring.
5. Vehicles, Devices and location data
The Client decides which Vehicles and Devices it enters into Multiflota, for what purpose it processes Readings and which Users have access to them.
If a Vehicle is driven by an employee, co-worker or another person, Readings, in particular the location and routes of the Vehicle, allow the location of that person and the manner of that person's use of the Vehicle to be determined. The Client is responsible for the purpose and legal basis of such processing, for informing those persons and for fulfilling the remaining obligations arising from provisions, including provisions on employee monitoring.
Multiflota records Readings in full. What a given User sees depends on the permissions granted to that User in the Organization, including access to specific Vehicles. Multiflota records in the access log who, when and for which Vehicles viewed Readings, which allows the Client to answer questions from data subjects.
The rules for delivery, installation, service and connectivity of Devices, including SIM cards and data transmission, are specified by the Agreement.
6. Technical requirements
The following are required to use Multiflota:
- a device with Internet access,
- the current version of the Chrome, Safari, Firefox, Edge browser or another browser compliant with current web standards,
- JavaScript enabled,
- necessary cookies enabled,
- an active User account,
- an e-mail address enabling receipt of system messages.
The following are additionally required to use the Mobile Application:
- an iPhone with iOS version 16.4 or newer,
- a browser in which the User is logged in to Multiflota, for one-time pairing of the phone with a QR code,
- a phone camera, if the document scanner is used.
Additional technical conditions may be required to use selected functions, in particular:
- a Device installed in the Vehicle and transmitting Readings,
- permissions for selected Integrations,
- an active account in an external service, for example in Google or Apple calendar, in ChatGPT or in Claude,
- appropriate permissions granted by the Organization Administrator,
- a stable Internet connection when transmitting large files.
The Service Provider may publish additional technical requirements in the Multiflota documentation.
7. Registration and account
An account in Multiflota may be created through the registration form, an invitation sent by the Organization Administrator or through another action provided for in the implementation process.
During registration, the User may be required to provide an e-mail address, password, first name, surname, telephone number, Organization data or other data required to create the account and provide the Service.
The User is obliged to provide data that are true, current and consistent with reality.
Each User should use a separate account. It is prohibited to make the account, login, password, access tokens, paired phone or other authentication data available to third parties.
The User is responsible for maintaining the confidentiality of login data and for immediately informing the Organization Administrator or the Service Provider of any suspicion of unauthorized access to the account.
The Mobile Application is connected to the account by pairing the phone with a QR code displayed after logging in in the browser. The phone receives its own session and does not store the User's password. The Mobile Application is not used to create accounts.
The Service Provider may require additional authentication methods, in particular a one-time code, two-factor authentication or confirmation of the e-mail address.
8. Roles and permissions
The User's access to Multiflota data and functions depends on the permissions and configuration established by the Customer or the Organization Administrator.
The Organization Administrator is responsible for:
- inviting Users,
- granting and revoking permissions,
- determining the scope of access to Vehicles, their data and modules,
- removing from the Organization persons who should no longer have access,
- controlling the correctness of the Organization configuration.
The Service Provider shall not be liable for the consequences of the Customer's or Organization Administrator's granting inappropriate permissions to Users, unless the damage results from circumstances for which the Service Provider is liable in accordance with mandatory provisions of law or the Agreement.
9. Customer Data and Customer Content
The Customer retains the rights to Customer Data and Customer Content.
The Service Provider does not acquire ownership rights to Customer Content. The Customer grants the Service Provider authorization to technically process Customer Content solely to the extent necessary to provide Multiflota, maintain security, perform selected functions, handle requests and perform the Agreement.
The Customer is responsible for the legality of Customer Content and for having a legal basis for entering, storing, making available and processing it in Multiflota.
The Customer should not enter into Multiflota content whose processing in the system would infringe provisions of law, third-party rights, trade secrets or the Customer's contractual obligations.
10. Personal data protection and entrustment of processing
With respect to data concerning User accounts, settlements, contact, Customer service, security and the Service Provider's own activities, the Service Provider may act as the controller of personal data.
With respect to Customer Data, in particular Readings, data on Vehicles, drivers and other persons, documents, files, scans, invoices and data from Integrations, the Service Provider acts, as a rule, as the processor processing data on behalf of the Customer.
The detailed rules for the processing of personal data are set out in the Privacy Policy and the data processing entrustment agreement, which forms part of the contractual documentation between the Customer and the Service Provider.
The Customer acknowledges that Readings concerning Vehicles used by specific persons, in particular location, routes, driving style and identifiers of driver media, are personal data of those persons. The Customer is responsible for assessing whether and to what extent it may process them in Multiflota.
11. Security
Multiflota is designed with data security and confidentiality in mind.
The Service Provider applies technical and organizational measures aimed at protecting data, in particular access control, permissions to functions and Vehicles, separation of Organization data, transmission encryption, encryption of files and stored access data, event and access logs, security monitoring and incident handling procedures.
The Service Provider's personnel performing the function of platform administrator have access to Customer Data to the extent necessary to maintain, check and service Multiflota. The platform administrator's access to Organization Vehicle and fuel data is recorded in a log.
The User should protect his or her password and the phone with the paired Mobile Application.
No IT system ensures absolute security. However, the Service Provider undertakes to apply measures adequate to the nature of the Service, the risks and the type of data processed.
12. AI Functions and connections with assistants
AI Functions operate upon the User's command and within the scope of the User's permissions in the Organization. To perform the function, data may be transferred to model providers indicated in the Privacy Policy.
Assistant responses and text recognition results may contain errors, omissions, inaccuracies or incorrect interpretations. The User should verify them before use.
The Service Provider shall not be liable for the content of results generated by AI Functions, unless such liability results from mandatory provisions of law or the Agreement. AI Functions are not a source of legal, tax, accounting or other professional advice.
The Customer may allow Users to connect Multiflota with the ChatGPT or Claude assistant. This requires the Customer to enable the connection in the Organization settings and to grant the User a separate permission. After connection, the assistant receives, at the User's request and within the scope of the User's permissions, selected Customer Data, in particular the latest status of Vehicles together with their location. Such data are processed by the provider of the given assistant according to its rules. Disabling the connection by the Customer terminates all connections of this service in the Organization.
13. External integrations
Multiflota may enable integration with external services, such as calendars, notification channels, ChatGPT and Claude assistants or other tools.
Use of Integrations may require logging in to an external service, granting permissions, configuration on the Customer's side or meeting the requirements of the given provider.
The Service Provider shall not be liable for the operation of external services, their availability, API changes, technical limitations, account blocks or decisions of external providers, unless such liability results from the Agreement or mandatory provisions of law.
The Customer may disconnect an Integration at any time, provided that such function is available in the Multiflota settings or at the external provider.
14. Payments and subscription
The payment terms, amount of remuneration, billing period, package of functions, User limit, Vehicle or Device limit, file storage space limit, notice period and other commercial terms are specified in the offer, order, price list or individual Agreement with the Customer.
Unless otherwise agreed, fees are due for the billing periods indicated in the Agreement or price list.
The Service Provider may make the activation, continuation or extension of access to Multiflota conditional upon timely payment.
In the event of a delay in payment, the Service Provider may call upon the Customer to pay, restrict access to selected functions or suspend the provision of the Service, subject to the provisions of the Agreement and applicable provisions of law.
15. Licence and intellectual property
Multiflota, its source code, interface, name, logo, documentation, structure, graphic layout, databases, operating mechanisms and other elements are the property of the Service Provider or entities from which the Service Provider has obtained the relevant rights.
For the term of the Agreement, the Service Provider grants the Customer a non-exclusive, non-transferable, limited right to use Multiflota, including the Mobile Application, in accordance with the Terms and Conditions, the Agreement and the intended purpose of the Service.
The Customer is not entitled to copy, modify, distribute, sublicense, resell, decompile, reverse engineer, circumvent security measures or make Multiflota available to third parties outside the scope provided for in the Agreement.
Rights to Customer Content remain with the Customer or other authorised persons.
16. Rules for using the Service
The User and the Customer are obliged to use Multiflota in accordance with the law, the Terms and Conditions, the Agreement, good practices, security rules and the intended purpose of the Service.
In particular, it is prohibited to:
- provide content of an unlawful nature,
- infringe the rights of third parties,
- use Multiflota without the required legal basis for data processing,
- make an account available to third parties,
- circumvent security mechanisms,
- attempt to obtain unauthorised access to the data of other Customers,
- conduct penetration testing, scanning, automated load generation or attacks without the written consent of the Service Provider,
- take actions disrupting the operation of Multiflota,
- use Multiflota to send spam, phishing, malware or other harmful content,
- use Multiflota to train competing systems without the consent of the Service Provider,
- resell access to Multiflota without the consent of the Service Provider.
The Service Provider may temporarily restrict or block access to an account if this is necessary for security reasons, in the event of a breach of the Terms and Conditions, a suspicion of unauthorised access, action to the detriment of Multiflota or the risk of a breach of law.
17. Availability and technical interruptions
The Service Provider makes efforts to ensure that Multiflota is available in a continuous and stable manner.
The Service Provider may carry out technical works, updates, migrations, maintenance or repair activities, which may cause temporary unavailability of the Service or restriction of selected functions.
The Service Provider will inform Customers in advance of planned significant technical interruptions, insofar as this is possible.
Detailed parameters of SLA, availability, response times and possible compensation apply only when they have been expressly specified in the Agreement.
18. Liability
The Service Provider is liable for providing Multiflota in accordance with the Agreement, the Terms and Conditions and mandatorily applicable provisions of law.
Unless mandatorily applicable provisions of law provide otherwise, the Service Provider is not liable for:
- content entered by the Customer or Users,
- the effects of using unverified results of AI Functions or data calculated from Readings,
- interruptions, delays or errors in Readings resulting from the operation of Devices, sensors, satellite navigation systems or telecommunications networks,
- legal, business, tax, accounting, HR or organisational decisions made by the Customer,
- incorrect configuration of permissions by the Customer,
- loss of access resulting from a breach of security rules by the User,
- the operation of external services,
- failures of the Internet, the Customer's devices or the Customer's software,
- damage resulting from force majeure,
- the effects of using Multiflota contrary to the Terms and Conditions, the Agreement or the intended purpose.
If the Customer is an entrepreneur, the Service Provider's liability may be limited in accordance with the Agreement, subject to mandatorily applicable provisions of law.
19. Termination of the Agreement and cessation of use of the Service
The conditions for termination of the Agreement, the notice period, the effects of ending cooperation and the rules for settlements are specified in the Agreement, offer, order or price list.
After the end of the Agreement, the Customer should download the Customer Data which it wishes to retain within the period specified in the Agreement or documentation.
After the expiry of that period, the Service Provider may delete, block or anonymise Customer Data in accordance with the Agreement, Privacy Policy, data processing entrustment agreement and applicable provisions of law.
The Service Provider may terminate the Agreement or suspend the provision of the Service with immediate effect in the event of a gross breach of the Terms and Conditions, action to the detriment of the Service Provider, a security breach, illegal use of Multiflota or a material delay in payment, after a prior call, unless immediate action is necessary for security or legal reasons.
20. Complaints
Complaints concerning the operation of Multiflota may be submitted through the contact form available on the website multiflota.pl/contact, which is routed to our ticket handling system.
A complaint submission should contain:
- the details of the Customer or User,
- a description of the problem,
- the date and circumstances of occurrence of the problem,
- the expected manner of considering the complaint,
- the contact details of the person submitting the complaint.
The Service Provider considers complaints within 14 business days from the date of their receipt. In particularly complicated matters, the time limit may be extended, of which the Service Provider will inform the submitting person.
The response to the complaint will be sent to the e-mail address indicated in the submission or assigned to the account.
21. Amendments to the Terms and Conditions
The Service Provider may amend the Terms and Conditions for important reasons, in particular in the event of:
- a change in provisions of law,
- a change in the functions of Multiflota,
- a change in technology,
- a change in security rules,
- a change in the model of providing the Service,
- the need to clarify provisions,
- a change in the Service Provider's data.
The Service Provider will inform the Customer or Users of material amendments to the Terms and Conditions at least 14 days in advance, unless a shorter period is required for legal, security or technical reasons.
If the Customer does not accept amendments to the Terms and Conditions, it may terminate the Agreement on the terms specified in the Agreement.
22. Governing law and disputes
The law governing the Terms and Conditions and the Agreement is Polish law.
Disputes arising from the Terms and Conditions or the Agreement will be resolved by the court having jurisdiction over the registered office of the Service Provider, unless the Customer is a consumer or an entrepreneur using protection applicable to a consumer, and mandatorily applicable provisions of law do not provide otherwise.
23. Final provisions
The Terms and Conditions enter into force on the date of publication.
In matters not regulated by the Terms and Conditions, the Agreement, Privacy Policy, data processing entrustment agreement, Multiflota documentation and applicable provisions of law shall apply.
If any provision of the Terms and Conditions proves invalid or ineffective, this does not affect the validity of the remaining provisions.
Language
This document is available in Polish and English. The Polish version is the source text; in case of any discrepancy between the versions, the Polish version prevails. The English version is a translation provided for convenience only.