Terms of Service

Definitions

These words mean the same thing in the Terms, the Privacy Policy, the Data Processing Agreement, the Refund Policy, the Master Service Agreement and the Cookie Policy.

Nothing in these documents is legal, tax or accounting advice to customers about their own record-keeping, pay or compliance duties.

The Terms

1. Eligibility. You must be at least 18 and able to form a binding contract. The Service is for business and organisational record-keeping, not personal or household use.
2. Accounts and security. You are responsible for everything done under your account and your Users' accounts. Keep sign-in details private, set roles carefully, and tell us at support@mansafleet.com within 24 hours of any suspected unauthorised access. Mansa is not liable for loss caused by your failure to secure your accounts or by access you granted.
3. Your content. You keep ownership of Customer Content. You give Mansa a worldwide, non-exclusive, royalty-free licence to host, copy, scan, read, index, convert, back up and display it only to provide, secure and support the Service. You confirm you have every right and consent needed to upload it, including consent from people whose personal data or signatures it contains.
4. Text reading and AI. The Service reads text from files so they can be searched (Mansa Drive) or imported as loads, fuel purchases and statements (Mansa Invoices). Scanned pages, photos, PDFs and screenshots may be read by a third-party AI model provider acting as our Subprocessor. Extracted Text and suggested details (titles, parties, dates, amounts, load IDs) can be wrong or incomplete. You must check them against the original before relying on them.
5. Not a system of legal record, and not tax or pay advice. The Service helps you organise records and do calculations. It does not make you compliant with any law, licence condition, tax rule or retention rule. Expiry reminders, approvals and notifications are conveniences and may be late, missed or not delivered. Settlement statements, deductions, net pay, receivables, IFTA drafts and any tax figures are calculations from the data you enter or import; you must check them before paying anyone or filing anything. Mansa does not file returns. You remain solely responsible for what you pay your drivers and owner-operators, for your tax filings, for renewing licences, permits, insurance and contracts on time, and for keeping any original document that law requires.
6. Electronic signatures. In-app signatures in Mansa Drive are simple electronic signatures. They record the signer's account, typed name, time and file fingerprint. Mansa does not verify identity beyond the account used and does not guarantee a signature is valid or enforceable for any particular document or country. Use a certified or witnessed signature where the law requires one.
7. Acceptable use. You must not upload or share content that is unlawful, infringing, defamatory, or that you have no right to hold. You must not upload malware or files built to exploit the Service, probe or bypass security or plan limits, scrape or reverse-engineer the Service, resell it without written permission, or use it to harass or harm anyone. Files can be checked automatically and blocked or removed if they appear unsafe. No US health records: you must not upload, store or share protected health information as defined by the US Health Insurance Portability and Accountability Act (HIPAA), for example patient charts, test results, prescriptions or health insurance claims of patients of a US healthcare provider or health plan. The Service is not built for HIPAA, and Mansa does not sign business associate agreements. If such information is uploaded, you are solely responsible for it, Mansa may remove it, and the indemnity in these Terms applies. Do not enter full card numbers, full Social Security numbers or full ID numbers: the Service keeps only the last 6 characters of a fuel card and the last 4 of an ID number.
8. Plans, fees and limits. Mansa Drive's price depends on team size (Free, 1–5 users or 6+ users). Mansa Invoices' price depends on the number of companies under the account owner (up to 2, up to 10, or no limit). Current prices are shown on mansafleet.com and at checkout. Paid plans are paid in advance for 1, 3, 6 or 12 months and do not renew automatically. From the seventh paid month in an unbroken run, a loyalty discount applies; it is lost if paid time and the 24-hour grace period run out, and free months do not count toward it. Mansa Fleet bundle: a company that takes both Mansa Drive and Mansa Invoices pays one bundle price, a discount (currently 20%) off the two products' prices together; paid time, the loyalty count and the grace period are shared by both products, and the bundle discount ends if either product is dropped at the next payment. Prices, taxes and processing fees are shown at checkout. When paid time ends, access pauses after 24 hours of grace until the plan is paid again. Record, member, company and storage limits apply per plan. Payments run through Payment Providers under their own terms, and Mansa never sees full card numbers or mobile money PINs. Referral program: a referral is redeemed only when the referred company's first payment is confirmed. Free months have no cash value, can't be transferred, and are lost if the referrer's paid plan lapses before they are claimed. Companies can't refer themselves or a company run by the same people. Mansa may withhold or reverse rewards obtained by fraud or abuse, and may change or end the program at any time without affecting months already added.
9. Suspension. Mansa may suspend or limit an account immediately, without liability, for non-payment, a breach of these Terms, a security risk, a legal requirement, or conduct that could harm Mansa, other customers or the public. We will give notice where the law and the circumstances allow.
10. Termination and your data. You can cancel at any time in Billing. After cancellation or expiry, your account becomes read-only. You have 30 days to export your records, after which Mansa may permanently delete Customer Content and Extracted Text without further notice. Deleted data cannot be recovered.
11. Backups are your responsibility. Mansa takes reasonable steps to protect data but does not guarantee it will never be lost or corrupted. Keep your own copies of any record you cannot afford to lose. Encrypted data: passwords in the Mansa Drive vault, and Mansa Invoices records protected with a company passphrase, are encrypted with keys only your people hold, so Mansa cannot read, reset or recover them. If those keys or passphrases and any recovery key are lost, nobody can open that data, Mansa included, and Mansa is not liable for that loss. Storage space is limited by your plan; uploads stop when the limit is reached. Offline use: changes made offline are kept only on that device until they sync, and are lost if the browser data is cleared first. When someone else changed the same detail in the meantime, the newer change is kept and you are asked which to use. You are responsible for the security of devices that hold an offline copy.
12. Service changes. Mansa may change, add or remove features at any time. We will give at least 30 days' notice of a change that materially reduces a paid feature you rely on.
13. Third-party services. Payment Providers, AI providers, hosting and other linked services are run by third parties. Mansa is not responsible for their acts, failures, fees or downtime.
14. Disclaimer. The Service is provided "as is" and "as available". To the fullest extent the law allows, the Mansa Parties disclaim all warranties, express or implied, including merchantability, fitness for a purpose, accuracy, non-infringement, and that the Service will be uninterrupted, secure or error-free.
15. Limitation of liability. To the fullest extent the law allows, the Mansa Parties are not liable for any indirect, incidental, special, consequential or punitive damages, or for lost profits, revenue, data, goodwill, missed renewals, underpaid or overpaid settlements, tax assessments, fines or penalties. The Mansa Parties' total combined liability for all claims is capped at the greater of the fees you paid Mansa in the 12 months before the claim and USD 100.
16. Indemnity. You will defend, indemnify and hold harmless the Mansa Parties from any claim, loss, fine or cost (including reasonable legal fees) arising from your Customer Content, your Users' conduct, your breach of these Terms, or your breach of any law or third-party right.
17. No personal liability. No owner, director, officer, employee, contractor or developer of Mansa is personally liable to you for anything relating to the Service. You will bring any claim only against the Mansa legal entity. Every Mansa Party may rely on and enforce this clause and clauses 14 to 16.
18. Disputes. These Terms are governed by the laws of Kenya, without regard to conflict-of-law rules. Disputes are settled by binding arbitration under the Arbitration Rules of the Nairobi Centre for International Arbitration (NCIA), by one arbitrator, seated in Nairobi, Kenya, in English. Claims must be brought individually, not as a class or representative action, and within one year of the claim arising. Mansa may seek an injunction in any court to protect its intellectual property or security, or sue to collect unpaid fees.
19. Changes to these Terms. We may update these Terms. Material changes take effect 30 days after notice in the app or by email. Continuing to use the Service after that means you accept them.
20. General. These Terms, with the other documents named here, are the whole agreement for free and self-serve accounts. If a clause is unenforceable, the rest still applies, and that clause is enforced to the fullest extent allowed. Mansa may assign these Terms in a merger, sale or reorganisation. A failure to enforce a right is not a waiver. Mansa is not liable for delays caused by events beyond its reasonable control.

Questions about these Terms: support@mansafleet.com.