Terms of Service
Last updated: July 20, 2026
The service
Gearboxed is a fleet shop management platform: invoice extraction, parts inventory, work orders, warranties, invoice search, vehicle and fuel tracking, and dashboards. The service is provided by Gearboxed ("we") to customer organizations ("you"). By using the service, you accept these terms.
Accounts and access
You are responsible for the accounts created for your organization and for keeping credentials confidential. Access is granted by your administrators; each member must use their own account. Notify us without delay of any unauthorized use.
Fees
Subscription fees are set out in the agreement concluded with your organization. Unless stated otherwise, they are payable in advance, non refundable and exclusive of applicable taxes. We may suspend access for non payment, after reasonable notice.
Acceptable use
You agree to use the service in accordance with applicable laws and not to attempt unauthorized access, disrupt its operation, reverse engineer it or resell it without our written consent.
Your data
The data your organization records in Gearboxed belongs to you. You grant us only the license needed to process it in order to provide the service, as described in our privacy policy. Upon termination, we delete or return your data on request.
Your responsibilities for data and connections
You represent that you have the right and any consent needed to record in Gearboxed the data you upload, including personal information about your employees or others (a name on a work order, for example), and to connect the third-party accounts you choose to link, such as a Gmail or IMAP mailbox or a Geotab account, and to authorize our access to them on your behalf. You are responsible for that data and for informing the individuals concerned as your own privacy obligations require.
Confidentiality
Each of us may receive information the other treats as confidential. Each will use the other's confidential information only to perform under these terms and will protect it with reasonable care. This does not apply to information that is or becomes public through no fault of the receiver, was already known to it, or is independently developed, or where disclosure is required by law.
Intellectual property
The platform, its code, its design and its trademarks remain our exclusive property. If you send us suggestions or feedback, you allow us to use them freely to improve the service, without obligation or compensation.
Third party services
Some features rely on third party services you choose to connect, such as Gmail (Google) for invoice ingestion or Geotab for telematics. You authorize us to access these services on your behalf and you remain bound by their respective terms. We are not responsible for their availability or their data.
Data accuracy
AI extraction, warranty statuses and telematics data are provided to help you, but may contain errors or delays (for example a misread line or an unsynced odometer). You are responsible for reviewing important information before relying on it, in particular before submitting a warranty claim or making a financial decision.
Availability
We aim for high availability, but the service is provided "as is" and "as available", without a guarantee of uninterrupted or error free operation. We may perform scheduled maintenance and evolve the features.
Limitation of liability
To the extent permitted by law, our total liability for any damages related to the service is limited to the amounts paid by your organization for the service in the twelve (12) months preceding the claim. We are not liable for indirect damages, including loss of profits, data or business opportunities.
Indemnification
You will defend, indemnify and hold Gearboxed harmless from any third-party claim arising from the data your organization records in or connects to the service, your use of the service in violation of these terms or of applicable law, or your infringement of a third party's rights. We remain responsible for our own unlawful conduct and will cover the defense of a claim to the extent it results from our breach of these terms.
Termination
You may stop using the service at any time. We may suspend or terminate access in case of a breach of these terms, with reasonable notice where possible. Sections that by their nature survive termination (data, intellectual property, limitation of liability) remain in force.
Changes to these terms
We may update these terms. For material changes, we will notify administrators by email or in the service with reasonable notice. Continued use of the service after the effective date constitutes acceptance.
General
These terms, together with our privacy policy and any order your organization signs, are the entire agreement between us on this subject. We may assign them in connection with a merger, acquisition or sale of assets; you may not assign them without our consent. Our failure to enforce a provision is not a waiver of it. Neither party is liable for delays or failures caused by events beyond its reasonable control. If a provision is held invalid, the rest remain in force.
Governing law
These terms are governed by the laws of Quebec and the federal laws of Canada applicable therein. Any dispute falls under the jurisdiction of the competent courts of the judicial district where Gearboxed has its head office, in Quebec.
Contact
Questions about these terms? Write to us at support@gearboxed.ai.