ArouteAroute
In force from 4 November 2026 · Changes marked in the text

Aroute Terms of Service

Version: 1.1 | Effective date: 4 November 2026

§1. Definitions

  1. Service Provider - Emversa Maciej Łukowski, ul. Sielska 17a, 60-129 Poznań, Poland, VAT ID: PL9720811257, email: office@emversa.com.
  2. Aroute Platform (hereinafter: "Platform") - a web application (PWA) and iOS mobile application for maintaining mileage records of company vehicles and private vehicles used for business purposes.
  3. Organization - a business entity that has entered into a service agreement with the Service Provider. The Platform is not available to consumers (B2C) - it is exclusively for business entities (B2B).
  4. Administrator - a user with permissions to manage the Organization, Drivers, vehicles, and approve requests.
  5. Driver - a user assigned to an Organization, authorized to record trips with company and/or private vehicles, manage their own private vehicles, and submit reimbursement claims.
  6. Company Vehicle - a vehicle owned or leased by the Organization, registered on the Platform.
  7. Private Vehicle - a vehicle owned by the Driver, registered on the Platform with Administrator approval, used for business purposes with the right to cost reimbursement.
  8. Trip - a single journey recorded on the Platform, containing route, time, distance, speed, heading, weather, and telemetry data (GPS mode) or manually entered data (manual entry mode).
  9. GPS Checkpoint - a GPS control point recorded during a trip, containing geographic coordinates, speed, altitude, heading, GPS accuracy, and timestamp.
  10. Manual Entry Mode - a feature allowing trip recording without GPS tracking, designed for areas with unstable GPS coverage or users preferring increased privacy.
  11. Auto-trip - a feature for automatic detection and recording of trips based on motion sensors and GPS location.
  12. Gap Detection - a feature identifying unrecorded kilometers (mileage gaps) and location discrepancies between consecutive trips.
  13. Reimbursement Claim - a Driver's request for reimbursement of costs for using a private vehicle for business purposes.
  14. Subscription - a paid service agreement between the Organization and the Service Provider for a specified period, automatically renewed.
  15. Trial Period - a 7-day free trial period for using the Platform before charges begin.

§2. General Provisions

  1. These Terms of Service define the rules for providing services electronically by the Service Provider through the Aroute Platform.
  2. The Platform is a tool supporting the maintenance of company vehicle mileage records. The Platform does not constitute a compliance tool and does not replace tax or legal advice. Users are obligated to independently verify the compliance of generated reports with applicable regulations.
  3. The Platform is intended exclusively for business entities (B2B). Registration requires providing an active EU VAT number verified through the VIES system.
  4. Using the Platform constitutes acceptance of these Terms of Service and the Privacy Policy available at aroute.eu/privacy.
  5. The Service Provider additionally offers a Data Processing Agreement (DPA), available at aroute.eu/dpa. Acceptance of the Terms of Service constitutes simultaneous acceptance of the DPA terms.
  6. The Platform is available in English. In case of discrepancies between language versions, the English version is binding.

§3. Registration and Verification

  1. Organization registration requires providing: email address, Administrator's first and last name, company name, registered address, and EU VAT number.
  2. The EU VAT number is automatically verified through the VIES system (VAT Information Exchange System) operated by the European Commission.
  3. Organization registration requires providing a payment method (payment card) before starting the Trial Period.
  4. The Administrator may invite Drivers to the Organization by sending an email invitation. The invitation is valid for 7 days.
  5. Each user may belong to only one Organization.
  6. Age requirements:
    • Administrators must be at least 18 years old.
    • Drivers may be 16-17 years old if they are legally employed by the Organization and hold appropriate driving licenses. The Organization is responsible for obtaining all required consents and fulfilling information obligations towards minors and their legal guardians.

§4. User Permissions

4.1. Driver Permissions

Drivers may:

  • record business and private trips (GPS or manual mode),
  • view their own trip history,
  • edit their own trips before approval,
  • submit requests to edit or delete approved trips,
  • register and manage their own private vehicles,
  • submit reimbursement claims for trips made with private vehicles,
  • export their own data to Excel and PDF formats,
  • manage privacy settings and consents.

4.2. Administrator Permissions

Administrators have all Driver permissions and additionally may:

  • manage Organization data,
  • invite and remove Drivers,
  • manage company vehicles,
  • approve or reject Driver requests,
  • approve or reject reimbursement claims,
  • view the real-time fleet map,
  • view detected mileage and location gaps,
  • confirm gaps with annotations,
  • view reports and analytics for the entire Organization,
  • manage subscription and payment methods,
  • configure auto-trip settings for the Organization.

§5. Platform Features

5.1. Trip Recording

The Platform enables trip recording in two modes:

GPS Mode:

  • automatic route recording with GPS checkpoints,
  • speed, heading, and altitude recording,
  • automatic address recognition (geocoding),
  • GPS distance calculation and comparison with odometer reading,
  • display of weather conditions and safety warnings.

Manual Entry Mode:

  • manual entry of start and end addresses,
  • manual entry of odometer reading,
  • automatic distance estimation based on route,
  • no GPS point recording (increased privacy).

5.2. Auto-trip (Automatic Trip Detection)

Optional feature requiring user consent:

  • automatic detection of driving start based on motion sensors,
  • notification with option to confirm or reject,
  • configurable detection sensitivities: fast (2.5 min), normal (5 min), relaxed (8 min),
  • restriction to configured working hours.

5.3. Gap and Discrepancy Detection

  • Mileage gaps - identification of unrecorded kilometers between trips (threshold: 0.5 km),
  • Location gaps - identification of physical distance between consecutive trips,
  • GPS/odometer discrepancy - flagging trips where GPS distance significantly differs from odometer reading (>5 km and >20%).

5.4. Private Vehicle Reimbursement

  • submitting reimbursement claims for a specified period,
  • automatic amount calculation based on rates (configurable per region),
  • Administrator approval workflow,
  • claim history and statuses.

5.5. Reports and Export

  • Vehicle Mileage Log - report for company vehicles for tax purposes,
  • Reimbursement Summary - report for private vehicles for cost reimbursement.

Reports are available in Excel and PDF formats.

5.6-5.8. Fleet Map, Speed Monitoring, Mobile Apps

  • Fleet Map - real-time vehicle location visualization (requires at least 1 company vehicle),
  • Fleet Map: private vehicles are not shown; current speed is shown only if the Organization has enabled speed display,
  • Speed Monitoring - instantaneous, maximum, and average speed recording and analytics,
  • iOS - native app for iOS 18+ with widgets, Live Activities, CarPlay support,
  • Android - native app (minimum version TBD).

Battery usage information: The mobile application uses GPS location services and motion sensors for trip recording and detection. These features may increase device battery consumption. Users may limit battery consumption by disabling auto-trip in the application settings.

§6. Subscription and Payments

6.1. Pricing Model

The Service Provider offers a subscription charged per vehicle and additional driver registered on the Platform:

ProductEUR/month
Company Vehicle€9
Private Vehicle€10
Additional Driver€4

Each vehicle slot includes 1 driver. Additional drivers may be purchased separately. Maximum 19 vehicles in self-service purchase. For 20+ vehicles contact: office@emversa.com.

All basic Platform features are available to all paying customers - no tier division. Fleet Map requires at least 1 company vehicle. Reimbursement claims require at least 1 private vehicle.

6.2. Trial Period

  1. New Organizations receive a 7-day free trial period with full feature access.
  2. Payment method registration is required before starting the trial period.
  3. After the trial period, the subscription is automatically activated unless cancelled.

6.3. Payments and Invoices

  1. Payments are processed by Stripe Payments Europe, Ltd. (Ireland).
  2. Invoices are issued automatically after each payment.
  3. For EU customers: reverse charge pursuant to Art. 196 of Directive 2006/112/EC.

6.4. Subscription Changes

  1. The Administrator may increase or decrease the number of vehicle and driver slots at any time.
  2. Increase: charged pro-rata immediately.
  3. Decrease: no pro-rata settlement, effective from the next billing period.
  4. Slots cannot be reduced below current usage.

6.5. Promotional Codes

  1. The Service Provider may offer promotional codes for discounts.
  2. One-time use codes may be applied at registration or to an existing subscription.
  3. Codes are not redeemable for cash.

6.6. Price Changes

  1. The Service Provider may change its prices by notifying the Organization by email at its billing address at least 30 days before the change takes effect.
  2. New prices apply from the first billing period that starts after that notice period; until then the current prices apply.
  3. An Organization that does not accept the new prices may cancel its subscription before they take effect.
  4. Price changes are governed by this section, not by §13.2.

§7. Subscription Cancellation and Non-Payment

7.1. Cancellation by Organization

  1. The Administrator may cancel the subscription at any time through the settings panel or Stripe Customer Portal.
  2. Cancellation means opting out of automatic renewal - access remains until the end of the paid billing period.
  3. Fees for the current billing period are not subject to pro-rata refund, subject to point 4.
  4. An Organization that is a sole trader for whom the agreement is not of a professional nature (Art. 38a of the Polish Consumer Rights Act of 30 May 2014) may withdraw from the agreement without giving reasons within 14 days of its conclusion by sending a statement to office@emversa.com.

7.2. Grace Period (Cancellation Only)

  1. After the paid billing period ends, a 90-day grace period begins.
  2. During the grace period: ; Drivers have no access; all data is preserved.Administrator has access to settings, including the full data export (7.5) and reactivation
  3. After the grace period: Organization is deactivated; users cannot log in; .the Organization's data is permanently deleted (7.6); we keep only data the law requires us to keep, in particular invoice data

7.3. Non-Payment

  1. In case of payment failure, automatic retry attempts will be made per Stripe procedures.
  2. If payment is not settled, Platform access is immediately suspended.
  3. The grace period in 7.2 does not apply for non-payment; the 30-day data retention period in point 4 applies, during which the Administrator can export the data.
  4. Organization data is preserved for 30 days from suspension. After this, the Organization is deactivated and its data is permanently deleted (7.6).

7.4. Reactivation

  1. During the grace period, the Administrator may reactivate through the settings panel.
  2. For non-payment suspension, reactivation requires settling outstanding amounts.

7.5. Switching and Data Export

  1. The Organization may at any time retrieve all its data or move it to another provider or to its own infrastructure. To do so, it cancels the subscription or notifies the Service Provider at office@emversa.com. The notice period ends at the end of the current billing period and does not exceed 2 months.
  2. After the notice period, a 30-day transition period begins. During it the Service Provider keeps data export available, gives the Organization reasonable assistance with switching and informs it of known risks to service continuity. The Organization may extend the transition period once.
  3. After the transition period the Organization may retrieve its data for at least 30 days. In practice data remains available for export throughout the grace period (90 days from the end of the paid period, 7.2), and in case of non-payment for 30 days from suspension (7.3).
  4. The export covers all exportable data listed in the Annex "Exportable data": Organization, user, vehicle, trip, GPS point, trip purpose, reimbursement claim and invoice data. Data is provided in CSV and JSON with a description of its structure. Only data relating to the internal functioning of the service, listed in that Annex, is excluded.
  5. The Service Provider charges no fees for switching or data export.
  6. The agreement ends when switching is completed or when the period in point 3 expires.
  7. After the period in point 3 the Service Provider permanently deletes the exportable data, except data it is required by law to retain.

7.6. Record Keeping by the Organization

  1. The Platform is not an archive. The Organization downloads its reports (in particular its vehicle mileage records and reimbursement statements) and data, and keeps them in its own files for as long as the tax law that applies to it requires.
  2. Reports and a full data export can be downloaded at any time, including during the grace period after cancellation (Settings, "Your data", 7.5).
  3. After the grace period (7.2) or the 30-day data retention period (7.3), the Organization's data is permanently deleted and cannot be recovered.
  4. We keep the detailed GPS route points for about one quarter after the trip ends; a mileage log does not require the full route.

§8. Personal Data Protection

  1. The Service Provider is the controller of Administrators' personal data and of the Organization's contact data. For Driver, trip and location data, the Service Provider acts as a processor on behalf of the Organization (point 2).
  2. The Organization is the data controller for its Drivers' personal data. The Service Provider acts as a data processor based on the Data Processing Agreement (DPA).
  3. The Organization undertakes to fulfill the information obligation towards Drivers pursuant to Art. 13 of GDPR.
  4. Detailed information is contained in the Privacy Policy at aroute.eu/privacy.
  5. Location recording (GPS points) starts only after the Driver confirms it in the app, and takes place only while a trip is being recorded in GPS mode. Without that confirmation, the Driver can record trips in manual entry mode where the Organization allows it.
  6. Users may withdraw consent for location data processing at any time through profile settings.

§9. Intellectual Property Rights

  1. The Aroute Platform, its source code, graphic design, trademarks, and documentation are the property of the Service Provider.
  2. The Organization and users receive a non-exclusive, non-transferable license to use the Platform within the scope of these Terms.
  3. Prohibited: copying, modifying, or distributing the Platform; decompilation, reverse engineering; removing copyright notices; using Service Provider trademarks without permission.

§10. Liability

10.1. Service Provider Liability

  1. The Platform is provided "as is" and "as available." The Service Provider makes no warranties, express or implied.
  2. The Service Provider makes commercially reasonable efforts for continuous and reliable operation but does not guarantee any specific SLA.
  3. The Platform is not a compliance tool, does not constitute tax or legal advice.
  4. Users must independently verify compliance of generated reports with applicable tax and accounting regulations.
  5. The Service Provider shall not be liable for: GPS unavailability or geolocation errors; service interruptions beyond its control; decisions based on Platform data; data loss from force majeure; incorrect tax settlements; acts of third-party providers.
  6. In no event shall the Service Provider be liable for indirect, incidental, consequential, or special damages, including loss of profits, revenue, data, business opportunities, savings, or reputation.
  7. Total liability is limited to subscription fees paid in the 12 months preceding the event.

10.2-10.5. Organization Liability, Prohibited Activities, Indemnification

The Organization undertakes to: use the Platform lawfully, inform Drivers about data processing, protect account credentials, and independently verify report compliance.

Prohibited activities include: illegal use, sharing credentials, unauthorized access attempts, reverse engineering, malware introduction, scraping, and trip data falsification.

The Organization agrees to indemnify the Service Provider from claims arising from Terms violations. The Service Provider agrees to defend against third-party IP infringement claims, subject to liability limitations in §10.1.

§11. Termination and Suspension of Services

11.1-11.2. Account Suspension and Termination

The Service Provider may suspend accounts for Terms violations, suspected unauthorized access, non-payment, or security threats. The Service Provider may terminate with immediate effect for serious violations or illegal use.

11.3. Platform Discontinuation

  1. The Service Provider may discontinue services with at least 90 days' notice.
  2. Organizations will be notified by email; data export will be available .in CSV and JSON formats (7.5)
  3. After the notice period, data will be permanently deleted except for legally required retention.

11.4. Force Majeure

Neither party shall be liable for non-performance caused by circumstances beyond its control (natural disasters, war, terrorism, infrastructure failures, cyberattacks, government decisions, significant legal changes). If force majeure persists for more than 30 days, either party may terminate with immediate effect.

§12. Complaint Procedure

  1. Complaints may be submitted electronically to: office@emversa.com.
  2. A complaint should contain: identifying data, description of the issue, expected resolution.
  3. The Service Provider will consider the complaint within 14 days of receipt.
  4. The user will be informed about the resolution by email.

§13. Changes to Terms of Service

  1. The Service Provider reserves the right to change these Terms of Service.
  2. Users will be notified of changes by email at least 14 days before changes take effect.
  3. Continued use after changes take effect constitutes acceptance of the new Terms.
  4. If the Organization does not accept changes, it may cancel the subscription before changes take effect.

§14. Sub-processors and Third-Party Services

The Service Provider uses the following sub-processors and third-party services:

ServiceProviderPurposeLocation
SupabaseSupabase Inc.Database, authenticationUSA (company); data stored in the EU (Frankfurt)
StripeStripe Payments Europe, Ltd.Payments and payment confirmationsIreland (EU)
VercelVercel Inc.Application hostingUSA (company); application servers in Frankfurt (EU); content delivery via a global network
ResendResend, Inc.Transactional email deliveryUSA
Google AnalyticsGoogle LLCAnalytics (with consent)USA
Apple Maps (MapKit)Apple Inc.Maps and address search in the iOS app (MapKit, CLGeocoder on the device)USA
Google Maps PlatformGoogle LLCMaps in the Android app (Google Maps SDK on the device) and address search (Google Places through our server)USA
OpenStreetMapOpenStreetMap FoundationMaps, geocodingUnited Kingdom
OSRMFOSSGISDistance calculationEurope
WeatherAPIZoomash Ltd (WeatherAPI.com)Weather conditionsUnited Kingdom
VIESEuropean CommissionEU VAT verificationEU

§15. Final Provisions

  1. These Terms of Service are governed by Polish law.
  2. Any disputes shall be resolved by the court having jurisdiction over the Service Provider's registered office, unless mandatory provisions of the Organization's country of establishment require otherwise.
  3. If any provision is found to be invalid or unenforceable, the remaining provisions shall remain in effect.
  4. Failure or delay in exercising any right by the Service Provider shall not constitute a waiver of that right.
  5. In matters not regulated by these Terms, the provisions of .Polish law shall apply

§16. Contact

Emversa Maciej Łukowski

ul. Sielska 17a

60-129 Poznań, Poland

VAT ID: PL9720811257

Email: office@emversa.com

Website: aroute.eu

Document generated: February 19, 2026

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