Terms of Service

2.1 Subscriptions are available on a monthly or annual basis. Fees are as displayed on our pricing page at the time of sign-up or as otherwise agreed in writing.

2.2 All prices are in GBP and exclusive of VAT unless stated otherwise. VAT will be added where applicable at the prevailing rate.

2.3 Where your plan is priced per driver (per-user plans), the fee is calculated on the number of drivers registered in your account at the time of each billing cycle. You may adjust your driver count at any time; changes take effect on the next billing cycle (or immediately with proration where applicable).

2.4 We may change our pricing at any time. We will give you at least 30 days' written notice of any price changes. Continued use of the Platform after the notice period constitutes acceptance of the new pricing.

2.5 A one-off setup fee applies to certain plans. This fee is non-refundable and is charged at sign-up together with your first subscription payment.

3.1 Payment is collected by our payment provider, Stripe, using the payment method you provide at sign-up (credit or debit card, or Bacs Direct Debit).

3.2 Monthly subscriptions are billed on the same date each month, corresponding to the date your subscription started. If payment fails, we will retry up to three times over 7 days. Continued failure may result in suspension of access.

3.3 Annual subscriptions are billed once per year in advance for the full 12-month period.

3.4 Bacs Direct Debit payments are subject to the Direct Debit Guarantee. Before the first collection, Stripe will provide you with the Bacs Direct Debit mandate details. You have the right to cancel your Direct Debit mandate at any time by contacting your bank; however, please also inform us to ensure your account is managed correctly.

3.5 If you believe a payment has been taken in error, please contact us at info@comtrak.co.uk within 30 days of the charge. For Direct Debit disputes, you may also raise a claim directly with your bank under the Direct Debit Guarantee.

Monthly subscriptions:

4.1 You may cancel a monthly subscription at any time. You will continue to have full access to the Platform until the end of your current paid billing period (i.e. the period already paid for). No further Direct Debit or card payment will be taken after cancellation. There are no cancellation fees.

Annual subscriptions:

4.2 Annual subscriptions are paid in full in advance and are non-refundable. If you cancel an annual subscription, you will retain access to the Platform for the remainder of the 12-month period you have already paid for. No refund will be issued for unused months.

How to cancel:

4.3 To cancel your subscription, go to Admin › Billing within the Platform and follow the cancellation steps. Alternatively, you may contact us at info@comtrak.co.uk. We will confirm cancellation in writing.

4.4 Upon the end of your access period following cancellation, your account will be deactivated. Your Organisation's training and compliance data will be retained for 90 days to allow you to export records (see Section 7). After this period, data is deleted in accordance with our data retention policy.

5.1 Organisations are responsible for ensuring that all Administrators and Drivers added to the Platform are authorised to access it.

5.2 You are responsible for maintaining the confidentiality of your login credentials. You must notify us immediately at info@comtrak.co.uk if you suspect unauthorised access to your account.

5.3 You must not share your access credentials with any other person or allow access by any person who is not an authorised user of your Organisation.

5.4 We reserve the right to suspend or terminate any account that we reasonably believe has been compromised or is being used in breach of these Terms.

6.1 You agree to use the Platform only for lawful purposes and in accordance with these Terms.

6.2 You must not:

• Upload Content that is false, misleading, defamatory, offensive, or that infringes third-party intellectual property rights.
• Attempt to gain unauthorised access to any part of the Platform, its servers, or any system or network connected to it.
• Use the Platform to store or transmit malicious code, viruses, or any other harmful software.
• Reproduce, copy, modify, distribute, or create derivative works from any part of the Platform without our prior written consent.
• Use automated tools, scrapers, or bots to access the Platform without our express written permission.
• Impersonate any person or misrepresent your affiliation with any Organisation.

6.3 Organisations are responsible for the accuracy and lawfulness of all Content they upload or create on the Platform.

7.1 Training and compliance records (including Completion Records, certificates, quiz results, and signed declarations) are retained for the duration of your subscription. Following cancellation or expiry of your subscription, this data is retained for a further 90 days to allow you to export records before deletion. After 90 days from the end of your access period, all training and personal data relating to your account is permanently deleted.

7.2 Billing records (invoices, payment history, and transaction logs) are retained for 7 years from the date of the transaction, in accordance with UK legal requirements under the Companies Act 2006 and HMRC guidelines.

7.3 We will send Administrators a reminder email when their Organisation's 90-day data retention window is approaching, giving you adequate time to export any records you wish to keep.

7.4 You may request early deletion of your data by contacting us at info@comtrak.co.uk. Note that we cannot delete billing records where retention is required by law.

8.1 The Platform records Completion Records including quiz results, policy acceptances, and signed declarations. These records are stored on behalf of the Organisation and are accessible to authorised Administrators.

8.2 Important: Comtrak is a training delivery and record-keeping tool. It does not guarantee that use of the Platform constitutes compliance with any specific legislation, regulation, or accreditation standard (including but not limited to FORS, ISO 45001, or HSE requirements). Organisations remain solely responsible for determining and achieving their own compliance obligations.

8.3 Organisations are responsible for ensuring that the Content provided to Drivers is appropriate, accurate, and sufficient for the risks associated with their specific operations.

8.4 Digital acceptances and signatures recorded through the Platform constitute the Driver's acknowledgement that they have read and understood the relevant document at the time of signing.

9.1 All intellectual property rights in the Platform, including its software, design, and branding, are owned by FleetForward Ltd. Nothing in these Terms grants you any rights in the Platform beyond the right to use it in accordance with these Terms.

9.2 Content uploaded by Organisations remains the intellectual property of that Organisation. By uploading Content, you grant us a limited, non-exclusive licence to store and process that Content solely to provide the Platform services.

9.3 Content made available through the Platform's global content library is owned by FleetForward Ltd. Organisations may activate library items for use within their account but may not reproduce, distribute, or commercialise them outside the Platform.

10.1 We process personal data in accordance with our Privacy Policy and applicable data protection law, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

10.2 For the purposes of UK GDPR, the Organisation is the data controller in respect of Driver personal data. FleetForward Ltd acts as a data processor on behalf of the Organisation.

10.3 Organisations are responsible for ensuring they have a lawful basis to add individual Drivers to the Platform and to process their personal data through it.

10.4 We maintain appropriate technical and organisational measures to protect personal data against unauthorised access, loss, or disclosure.

11.1 We aim to make the Platform available 24 hours a day, 7 days a week, but we do not guarantee uninterrupted availability. Scheduled maintenance, updates, or circumstances beyond our control may result in temporary unavailability.

11.2 We will endeavour to give reasonable notice of planned maintenance windows where practicable.

11.3 We are not liable for any loss or damage caused by the Platform being unavailable for any period.

12.1 To the fullest extent permitted by law, FleetForward Ltd shall not be liable for any indirect, incidental, special, consequential, or punitive damages, or any loss of profits, revenue, data, or business opportunity arising from your use of or inability to use the Platform.

12.2 Our total aggregate liability to you in connection with these Terms or the Platform shall not exceed the total subscription fees paid by you in the 12 months preceding the event giving rise to the claim.

12.3 Nothing in these Terms limits our liability for death or personal injury caused by our negligence, fraud or fraudulent misrepresentation, or any other liability that cannot be excluded by law.

13.1 We may update these Terms from time to time. Where changes are material, we will notify Administrators by email and/or via an in-app notice at least 14 days before the changes take effect.

13.2 Continued use of the Platform after the effective date of updated Terms constitutes acceptance of those Terms.

14.1 These Terms are governed by and construed in accordance with the laws of England and Wales.

14.2 Any disputes arising from or in connection with these Terms shall be subject to the exclusive jurisdiction of the courts of England and Wales.

14.3 We encourage you to contact us first to resolve any dispute informally. Please email info@comtrak.co.uk with details of your concern.

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