Fleet Administration Policy

Effective Date: July 2026

Purpose

This Fleet Administration Policy governs the use of DriverProof by organizations that provide DriverProof access to employees, contractors, or other authorized drivers.

DriverProof is designed to support fleet operations while preserving the integrity and historical authenticity of inspection records.

Fleet Accounts

Organizations may purchase DriverProof subscriptions for multiple authorized users ("Seats").

Fleet administrators may assign and manage seats within their organization in accordance with their subscription plan.

Each assigned user maintains an individual DriverProof account associated with that seat.

Driver Ownership of Inspection Records

DriverProof is built on the principle that inspection records are created by the individual performing the inspection.

Inspection records remain permanently associated with the account that created them.

Fleet access to those records is governed by the permissions established within the DriverProof platform and the organization's subscription.

Nothing in this policy transfers ownership of inspection records except as required by applicable law or by written agreement between the parties.

Fleet Administrator Responsibilities

Fleet administrators are responsible for:

• Assigning seats to authorized users.

• Managing active subscriptions.

• Maintaining accurate driver assignments.

• Removing access for unauthorized users when appropriate.

• Using DriverProof in compliance with applicable laws.

Fleet administrators are responsible for safeguarding access credentials used to manage fleet accounts.

Driver Responsibilities

Drivers remain responsible for:

• Completing inspections honestly.

• Recording accurate inspection information.

• Protecting account credentials.

• Following company inspection procedures.

• Complying with applicable laws and regulations.

DriverProof does not replace company safety policies or required inspection procedures.

Administrative Access

Depending on the organization's subscription and enabled features, authorized fleet administrators may be able to access inspection reports submitted by drivers assigned to their organization.

Administrative access is intended solely for legitimate business purposes, including:

• Fleet maintenance.

• Safety management.

• Compliance monitoring.

• Operational recordkeeping.

• Internal investigations.

• Training and quality assurance.

Fleet administrators are responsible for using access appropriately and in accordance with applicable privacy laws.

Immutable Inspection Records

Fleet administrators cannot alter the historical integrity of inspection records.

Submitted inspections cannot be:

• Edited.

• Deleted.

• Replaced.

• Backdated.

• Modified to change recorded inspection data.

These protections apply equally to drivers and fleet administrators.

Seat Management

Organizations may:

• Add seats.

• Remove seats.

• Reassign available seats.

• Modify subscription quantities.

• Manage billing information.

Seat availability and billing are governed by the applicable subscription plan.

Driver Separation

When a driver leaves an organization, the fleet administrator may remove that driver's assigned seat.

Removal of seat access does not alter previously submitted inspection records.

Historical inspection records remain preserved according to DriverProof's Data Retention Policy.

Organizational Policies

Organizations remain responsible for establishing their own:

• Inspection procedures.

• Safety programs.

• Maintenance policies.

• Record retention requirements.

• Employment policies.

• Regulatory compliance procedures.

DriverProof provides documentation tools and does not replace internal fleet management practices.

Compliance

Fleet customers are responsible for ensuring that their use of DriverProof complies with all applicable laws, regulations, contractual obligations, and industry requirements.

DriverProof does not provide legal or regulatory compliance advice.

Limitation of Administrative Authority

Fleet administrators may manage subscriptions and authorized access but may not alter permanent inspection records or interfere with the integrity of historical inspection data maintained by DriverProof.

Policy Updates

DriverProof may update this Fleet Administration Policy from time to time to reflect operational improvements, new platform features, or changes in applicable law.

Continued use of DriverProof after updates become effective constitutes acceptance of the revised policy.