Business terms for Leopol Fleet

Versie 2026-11-08 / Version 2026-11-08

TrapSpotter BV · Trekschurenstraat 245, 3500 Hasselt, Belgium · enterprise number 1031.603.017 (RLE Antwerp, Hasselt division) · VAT BE1031603017 · contact@trapspotter.com

1Scope

1.1 These terms govern the Leopol Fleet subscription (the service) that TrapSpotter BV (Leopol, we) provides to a business (the customer). They apply from the customer's registration in the console at fleet.trapspotter.com, including during a trial or a pilot.

1.2 The data processing agreement forms part of these terms. For a pilot, the pilot terms also apply. In the event of a conflict, the following order of precedence applies: a written agreement signed by both parties, the data processing agreement (for the processing of personal data), the pilot terms (during the pilot), these terms.

1.3 The customer's terms and conditions or purchasing terms do not apply, even if the customer refers to them.

1.4 Each driver's own Leopol account remains subject to Leopol's terms and conditions and privacy policy. These terms do not give the customer access to that account, except to what the service shows (clause 3).

2Who can buy

2.1 The service is intended only for businesses acting in the course of their professional or business activity. A VAT number is not required to subscribe; without a valid VAT number, we charge Belgian VAT within the European Union (6.4). For private use, there is Leopol Pro in the app.

2.2 Anyone who registers the customer, starts a subscription or accepts these terms declares that they are authorised to bind the customer for that purpose.

2.3 The service is offered to businesses established in any country that the console offers at registration.

3The service

3.1 Fleet. Each seat gives the driver Leopol Pro in the app for as long as the seat is active. In addition, the customer manages in the console:

• Fines. Using the number plate and the time of a traffic offence, the customer sees who the vehicle was assigned to at that moment (or, where that is not known, who it is assigned to now). That is the assigned driver, not proof of who was driving. The customer can register the fine with that driver and ask them to confirm in the app whether they were driving. A countdown runs to the end of the statutory period for designating the driver, in the countries where one exists, and the customer receives an email 3 days before that end.
• Vehicles and their documents, with a scan of each document and an email 30 days and 7 days before a document expires.
• Receipts with a photo, which the driver submits in the app and the customer approves or rejects.
• Clients and addresses, which the drivers find when they search in the app.
• Exports as CSV.

3.2 In addition, except in the no-tracking mode (3.6), Fleet includes:

• Workdays and trips. The app records only between "Start workday" and "Stop workday" and, if the customer sets work hours, only within those hours: departure, arrival, the route taken, the distance, the vehicle or the driver's own car, and the client. A workday stops automatically after the number of hours the customer chooses (4 to 14, 10 by default), and at the end of the work hours. The driver can stop the workday at any time, for example for a break, and start a new one afterwards; in between, nothing is recorded.
• Private trips. A driver can make any trip private. The customer then sees only its time and distance: the places, the route and the client are permanently erased from the customer's data. The driver alone still sees the places and the route in the app, for at most 60 days (data processing agreement, annex 1, item 3).
• Hours and client visits.
• Live positions, off by default. If they are switched on, only for drivers during a workday, at most once a minute, and erased after 30 minutes. In a country whose law allows an employer to see an employee's speed (with this version: the United Kingdom, Norway, Iceland, the United States, Australia and New Zealand; not elsewhere), the console also shows the speed at that moment next to the live position, under the conditions of clause 9.3. From the speed, Leopol may make anonymous traffic statistics per road segment and per week, through a pseudonymised sample that exists for at most about 16 days (data processing agreement, clause 14).
• "Who was driving?" For a fine, the trip at that moment shows who was driving the vehicle.
• Mileage statement. Per month and per driver: business kilometres in the driver's own car and in a company vehicle, workdays, hours and the mileage allowance at the rate the customer sets (clause 9.5); per client: visits, kilometres and time on site.

3.3 The console. Owners and managers use the console free of charge. An owner or manager who also has their own work trips recorded counts as a seat.

3.4 Alerts in the app. In each country, the app shows what the law there allows (in France, for example, speed cameras as danger zones). For business seats, the following also applies:

• Police checks are shown by default. The customer can switch them off in the console. They are then hidden during a workday. This is the customer's choice, not a legal obligation.
• Speed cameras, average-speed checks, hazards and traffic information always remain visible.

3.5 What the service is not. The mileage statement and "Who was driving?" are tools: the customer checks the data before using it. The service is not a system of trip records for tax purposes (such as a trip log for the Dutch tax authorities) and is not payroll, tax or legal advice. Positions and distances come from the driver's phone and may be inaccurate or missing (no network, a phone that is switched off, an app that the operating system stops).

3.6 Company type and working mode. The customer chooses a company type at registration and can change it later in the console. The company type sets the words and the lists in the console and the app (for example workers, sites and equipment instead of drivers, clients and vehicles; these terms call them drivers, clients and vehicles) and the working mode the customer starts with. At the customer's request, Leopol can set another working mode. There are three working modes:

• Trips (among others the company types Standard, Transport & couriers and Self-employed & professionals): workdays and trips as in 3.2.
• Time clock (among others Construction & earthworks, Cleaning, Installers & technicians and Landscaping & grounds): everything in 3.2, and in addition the driver clocks in and out in the app (the start and the stop of the workday) and in between records tasks (the site or address, the activity, the equipment they use, such as a vehicle or a machine, and a note), breaks and departures to another site. The hours come from those records, not from positions. During a break the app records no position. For each item of equipment the service keeps only the last place where it was used, with the time and who used it; while it is in use, that place follows the phone's position (also when live positions are off), and each new place overwrites the previous one. A workday that stopped automatically is flagged for review. A manager can correct or add a record, with a reason that is kept. The customer exports the hours per driver, per site and per item of equipment.
• No tracking (the company type Real estate): the service never records a workday, trip or position, not even a live position. The customer uses the features in 3.1; for a fine, the service shows who the vehicle was assigned to.

4Prices

4.1 Fleet costs €4.95 per seat per month, excluding VAT. At least three seats are charged, even if fewer are in use. For a self-employed person who uses Fleet alone (company type Self-employed & professionals, 3.6, with one seat), we charge one seat; as soon as a second person joins, the minimum of three applies. Invited people who have not yet accepted the invitation and managers who do not drive cost nothing.

4.2 The prices shown in the console at the time the customer starts the subscription apply. For a pilot or a large fleet, the parties may agree a different price in writing.

4.3 Price changes are governed by clause 15.

5Trial and pilot

5.1 When the customer adds a payment method for the first time, the first 7 days are free. Each company gets this trial once: per company, per VAT number, per owner and per card or bank account. After the trial, billing starts unless the customer cancels before the trial ends.

5.2 A 14-day pilot (or another agreed duration of at most 90 days) without a payment method is possible by arrangement with Leopol, under the pilot terms. A pilot counts as the company's trial.

6Billing and payment

6.1 The subscription runs month by month and is invoiced monthly in advance. The customer pays through Stripe, by card or by SEPA Direct Debit, and authorises Stripe and Leopol to collect each invoice using that payment method.

6.2 Seats follow the drivers. If a seat is added, the remaining part of the current month is charged pro rata. If a seat is removed, the customer receives the unused part pro rata as a credit on a later invoice. No credit is given for a reduction while the latest invoice is unpaid. A credit is set off against later invoices and is not paid out, except where Leopol terminates the agreement without any breach by the customer.

6.3 Invoices are available in the console and are sent by email to the billing address. The customer accepts electronic invoices. For customers in Belgium, we also send invoices via the Peppol network as soon as sending via Peppol is active for Leopol; until then, they receive them by email and in the console.

6.4 Prices exclude VAT. A customer in Belgium pays 21% Belgian VAT. A customer in another member state of the European Union with a valid VAT number receives an invoice without Belgian VAT, with the mention "Reverse charge" ("Btw verlegd"); that customer then accounts for the VAT itself in its own country. Without a valid VAT number, we charge Belgian VAT within the European Union. A customer outside the European Union receives an invoice without Belgian VAT: the place of supply is then the country where it is established, outside Belgium (Article 21(2) of the Belgian VAT Code); the customer itself pays any tax that its country levies on the service. The customer keeps its VAT number and address accurate.

6.5 Invoices are payable on receipt; the payment method is charged automatically. In the event of late payment, the interest and the flat-rate compensation of €40 provided for by the Belgian Act of 2 August 2002 on combating late payment in commercial transactions are due by operation of law and without formal notice.

7Failed payment

7.1 If the payment for a subsequent month fails for a customer who has paid before, Stripe tries again. For 16 days from the failed payment, the seats keep working and the drivers keep Leopol Pro; no drivers can be added during that time. After that, the seats and the recording stop until the payment succeeds.

7.2 If the first payment after a trial or pilot fails, the service stops immediately.

7.3 If none of the new attempts succeeds (Stripe keeps trying for about three weeks), the subscription is terminated. No one can then start a workday any longer, ongoing workdays stop and the seats no longer give Leopol Pro. Clause 17 applies to the data.

8Cancellation

8.1 The customer can cancel the subscription in the console at any time. The cancellation takes effect at the end of the paid month; until then, everything works and the customer can undo the cancellation. The current month is not refunded; pro rata amounts still outstanding are included on the final invoice.

8.2 Cancelling during the trial costs nothing.

9The customer's obligations as an employer

9.1 For the data that the service processes for the customer, the customer is the controller and Leopol is the processor (data processing agreement). The customer decides what it uses the service for and ensures that it has its own legal basis.

9.2 Before a driver starts their first workday, the customer ensures that:

• the driver knows what is recorded, when, why, who sees it, how long it is kept and what rights they have;
• the use is set out in a policy and, where the law requires it, in the work rules or similar rules;
• the employee representatives are involved where the law requires it (for example the works council in Belgium or the Netherlands, the comité social et économique in France, the délégation du personnel in Luxembourg, the Betriebsrat in Germany);
• a data protection impact assessment (DPIA) has been carried out where the law requires one;
• only managers who need it are given access.

Leopol provides templates for Belgium, the Netherlands, Luxembourg, France and Germany (policy, information letter for drivers, DPIA), for Belgium also for the time clock. They are templates: the customer adapts them to its situation and remains responsible for compliance. For another country, the customer itself sees to what its law requires.

9.3 The customer does not use the service to track drivers outside the workday, during breaks or during private trips, and does not circumvent the safeguards. As the controller, the customer decides how breaks and private time are kept out of the recording, sets this out in its policy and tells its drivers in advance (9.2). The service provides the means for this: in the trips mode, the driver stops the workday for a break and starts a new one after it (3.2); in the time clock mode, the driver records a break, during which the app records no position (3.6); the driver can make any trip private (3.2); and the customer sets the work hours and decides whether live positions are on (3.2). The customer checks whether these means are sufficient under the law that applies to it, and itself sees to any other measure that this law requires. It uses live speed (3.2) only in a country where the console shows it, for a purpose it told its drivers in advance, and only after it has done what that country's law requires, including: in the United Kingdom, a data protection impact assessment (DPIA) before it starts (Article 35 UK GDPR) and informing the drivers in advance; in Norway, the discussion with the union representatives and the prior information of the drivers (Working Environment Act sections 9-1 and 9-2), and a DPIA; in Iceland, a special need for the monitoring, informing the drivers in advance in a way that can be proven, in a vehicle that may also be used privately, a way to switch it off ("Stop workday", 3.2), and, before it uses the monitoring to check work performance, a DPIA (Persónuvernd's Rules No. 50/2023 on electronic monitoring, Articles 8, 12 and 13); in the United States, the notice or consent the state requires (for example written notice in New York, Civil Rights Law § 52-c, Connecticut, General Statutes § 31-48d, Delaware, 19 Del. C. § 705, Maine, 26 M.R.S. § 620-A, and New Jersey, N.J.S.A. 34:6B-22; consent in California, Penal Code § 637.7, Utah, Washington and Louisiana; for an employee's own car, the owner's consent); in Australia, written notice at least 14 days in advance and a clearly visible notice on the vehicle in New South Wales (Workplace Surveillance Act 2005, sections 10 and 13) and the Australian Capital Territory (Workplace Privacy Act 2011, sections 13 and 17), and consent in Victoria, Western Australia, South Australia and the Northern Territory (their Surveillance Devices Acts); in New Zealand, informing the drivers in advance (Privacy Act 2020, information privacy principle 3). In every other country it does not use the data to check its drivers' driving speed. The customer remains responsible for lawful use.

9.4 The customer ensures that its drivers comply with the traffic rules and do not operate the app while driving in a way that the law prohibits. Alerts are not a licence to speed. In Germany, the driver may not use warnings of traffic checks, speed checks included, while driving (§ 23(1c) of the German Road Traffic Regulations (Straßenverkehrs-Ordnung)); the customer does not ask its drivers to use them.

9.5 The customer chooses the mileage allowance rate. The country's standard rate, where there is one (in Belgium, €0.4761 per kilometre from 1 July 2026 up to and including 30 June 2027) is a suggestion; the customer remains responsible for the tax and social security treatment of what it pays.

9.6 "Who was driving?" is a tool. The customer decides whether, and whom, it designates as the driver, checks the data beforehand and observes the statutory deadline. Data about traffic offences is data relating to criminal offences (Article 10 GDPR): the customer processes it only where the law allows and gives access to it only to those who need it.

9.7 The customer keeps its company details, VAT number and billing address accurate, secures access to the console and is responsible for what its managers do in the console.

10Acceptable use

The customer does not use the service:

• to track people who are not drivers or staff of the customer, or who have not been informed;
• for unlawful purposes or in a way that infringes the rights of others;
• to copy, reverse-engineer or scrape the service, or to burden it with automated requests beyond normal use;
• to resell seats or make them available to third parties;
• to enter in free-text fields (notes, descriptions) data that does not belong there, such as health data.

11Data protection

11.1 The data processing agreement governs how Leopol processes personal data for the customer.

11.2 Leopol is itself the controller for each user's Leopol account and their use of the app outside the features of the service (privacy policy), for the contract and billing data of the customer and its contact persons, for the security of the service and for statistics that identify no one.

12Availability and support

12.1 Leopol makes reasonable efforts to keep the service available and secure, but does not guarantee uninterrupted operation. Planned maintenance takes place outside office hours as far as possible. The service also depends on phones, operating systems, GPS and mobile networks.

12.2 Support is provided by email via contact@trapspotter.com, in Dutch, French or English, on Belgian working days. We usually reply within two working days.

12.3 Leopol may improve the service and change features, as long as the core of the plan remains. We announce a change that materially reduces a plan 30 days in advance, as set out in clause 15.

13Liability

13.1 Leopol's total liability is limited to the amounts that the customer paid Leopol for the service in the twelve months before the event giving rise to the damage, excluding VAT.

13.2 Leopol is not liable for indirect damage, such as loss of profit, missed savings, loss of clients or reputational damage, nor for fines, settlements or penalties imposed on the customer or its drivers.

13.3 The service is not an archive. The customer itself keeps, using the exports, the data that it is required by law to keep.

13.4 These limitations do not apply in the event of intent, fraud or gross negligence on the part of Leopol or its employees or agents, nor to damage resulting from death or personal injury, nor to the extent that the law prohibits a limitation.

13.5 The customer indemnifies Leopol against third-party claims, including claims by its drivers and by public authorities, arising from its use of the service in breach of these terms or of the law.

14Intellectual property

14.1 Leopol and its licensors retain all rights in the app, the console, the software, the maps and the content. For the duration of the subscription, the customer receives a non-exclusive and non-transferable right to use the service for its own business.

14.2 The data that the customer and its drivers enter into the service or have recorded by it remains the customer's. Leopol uses it only to provide the service, in accordance with the data processing agreement.

14.3 Leopol may freely use the customer's suggestions and feedback.

15Changes to the terms and the prices

15.1 Leopol may change these terms, the data processing agreement and the prices. We give notice of a change at least 30 days in advance, by email to the owner and in the console. If the customer does not agree, it can cancel before the change takes effect; the old terms and prices then apply until the end of its last paid month.

15.2 A change required by law or for safety or security reasons, or one that is solely to the customer's advantage, may take effect sooner.

16Term, suspension and termination

16.1 The subscription runs for an indefinite period, month by month, until it is cancelled.

16.2 Leopol may suspend the service in whole or in part to stop a security incident, misuse or a breach of the law or of these terms, without prior notice if necessary. We give notice of the suspension and the reason for it, and lift it as soon as the cause has been removed. No seats are charged during a suspension by Leopol.

16.3 Leopol may terminate the agreement by giving 30 days' notice. Anything the customer paid in advance for the period after the end is refunded.

16.4 Either party may terminate the agreement with immediate effect if the other party commits a serious breach and does not remedy it within 15 days of a written formal notice, or in the event of the other party's bankruptcy or liquidation. Clause 7 applies to a payment that fails.

17Data after the end

17.1 After the end of the subscription, the console remains open for another 30 days so that data can be exported; recording is then no longer possible.

17.2 After that, Leopol erases within 30 days all data it processed for the customer, unless the law requires us to keep it longer. We keep invoices, and whatever the accounting and VAT legislation prescribes, for as long as that legislation requires.

17.3 The drivers' Leopol accounts continue to exist; only their seat and Leopol Pro from that seat stop.

17.4 A customer that has never had a subscription or a pilot and has never paid keeps its data only while it uses the service. If neither an owner nor a manager opens the console for 60 days, Leopol tells the owner by email (also at the billing address). If nobody opens the console after that, Leopol erases the company and all data it processed for it 90 days after the console was last opened, and never sooner than 30 days after that email, unless the law requires us to keep it longer. Opening the console before then is enough to keep everything; nothing is charged. Clause 17.3 applies.

18Force majeure

Neither party is liable for a failure to perform caused by force majeure, such as an outage at a network or hosting provider that it could not prevent, a cyberattack despite reasonable measures, or a measure by a public authority. If the force majeure lasts longer than 30 days, either party may terminate the agreement.

19Transfer

Leopol may transfer the agreement to a successor or an affiliated company that continues the service; it gives notice of this in advance. The customer may transfer the agreement only with Leopol's written consent.

20Governing law and jurisdiction

These terms are governed by Belgian law. Disputes are submitted to the courts of Leopol's registered office: the Enterprise Court of Antwerp, Hasselt division, or, if that court does not have jurisdiction, the courts of the judicial district of Limburg, Hasselt division.

21Language

These terms are available in Dutch, French, English and German. In the event of any discrepancy, the Dutch text prevails.

22Contact

• General and billing: contact@trapspotter.com
• Data protection: privacy@trapspotter.com
• Post: TrapSpotter BV, Trekschurenstraat 245, 3500 Hasselt, Belgium