Terms and Conditions

These Terms and Conditions (“Terms”) are a binding agreement between you (“you,” “your,” or “Customer”) and KnowExtra (“KnowExtra,” “we,” “us,” or “our”), governing your access to and use of the KnowExtra website, web application, mobile-optimized surfaces, APIs, notifications, and all related services (collectively, the “Service”).

By creating an account, clicking “I agree,” accepting an invitation to join an organization on KnowExtra, or otherwise accessing or using the Service, you agree to be bound by these Terms. If you are accepting these Terms on behalf of a company, organization, or other legal entity, you represent that you have the authority to bind that entity, in which case “you” and “Customer” refer to that entity. If you do not have such authority, or if you do not agree with these Terms, you may not use the Service.

If you do not agree to these Terms, do not access or use the Service.

You must be at least 18 years old and capable of forming a binding contract to use the Service. By using the Service, you represent and warrant that you meet this requirement and that all registration information you submit is accurate, current, and complete.

The Service is intended for business use by organizations managing fleets, personnel, compliance obligations, and related operations, and not for personal, household, or consumer use.

KnowExtra is a software platform that helps organizations replace spreadsheets and manual tracking for fleet and workforce operations. Depending on your subscription and configuration, the Service may include:

• Fleet and vehicle management, including maintenance history, service logs, and work orders;
• People and workforce management, including driver and employee records, schedules, availability, and assignments;
• Document and compliance management, including tracking of licenses, certifications, permits, inspections, and other time-sensitive records and their expiry or renewal dates;
• Automated notifications and reminders delivered by email, WhatsApp, or other channels we may support from time to time;
• Vendor management, spend tracking, budgets, and cost reporting;
• Incident, risk, and delivery tracking;
• Governance, audit-trail, activity-log, and administrative tooling for organization owners and administrators;
• An external portal through which drivers, employees, or vendors outside your organization’s core user base may submit or view limited information (for example, uploading a document or confirming a delivery);
• Data import and export tools; and
• Reporting, dashboards, automations, and, where enabled, AI-assisted features that summarize, flag, or suggest actions based on the data in your account.

We may add, change, or remove features of the Service at any time. We will use reasonable efforts to communicate material changes that reduce the core functionality of a paid plan, but we are not obligated to maintain any specific feature indefinitely.

To use the Service you must register for an account and, in most cases, belong to an organization (or “workspace”) within KnowExtra. Organizations are managed by one or more administrators who can invite additional users and assign them roles and permissions that determine what data and functionality they can access.

You are responsible for maintaining the confidentiality of your login credentials and for all activity that occurs under your account, whether or not you authorized it. You must notify us immediately at support@knowextra.com if you suspect unauthorized access to your account.

Organization administrators are responsible for the accuracy of role and permission assignments within their organization, and for promptly removing access for users who should no longer have it (for example, former employees or contractors). KnowExtra is not responsible for actions taken by users who were granted access by your organization’s administrators, including access that should have been revoked.

Certain parts of the Service may be offered on a free trial or limited basis, with paid subscription plans required to continue or expand use. Where fees apply, they will be presented to you (or agreed with you directly) before you are charged, and will be set out in an order form, in-app checkout flow, or invoice.

Unless stated otherwise, subscription fees are billed in advance on a recurring basis, are non-refundable except as required by law or as we otherwise agree in writing, and will automatically renew until cancelled. You are responsible for keeping your billing and payment information current. We may suspend or downgrade access to paid features if payment is not received.

We may change our fees or introduce new charges for new features. We will give you reasonable advance notice of any pricing change that affects an active subscription before it takes effect.

You agree not to, and not to permit any user of your organization to:

• Use the Service for any unlawful purpose or in violation of any applicable law or regulation;
• Upload, submit, or transmit data that you do not have the right to share, including personal data of individuals (such as employees, drivers, or contractors) collected or used in violation of applicable privacy or employment law;
• Attempt to gain unauthorized access to the Service, other accounts, or KnowExtra’s systems, or probe, scan, or test the vulnerability of the Service;
• Interfere with or disrupt the integrity or performance of the Service, including through malware, denial of service attacks, or excessive automated requests;
• Reverse engineer, decompile, or attempt to extract the source code of the Service, except to the extent such restriction is prohibited by applicable law;
• Use the Service to build, or provide data to, a competing product or service, or resell, sublicense, or provide access to the Service to third parties outside your organization except through the features (such as the external portal) designed for that purpose;
• Remove, obscure, or alter any proprietary notices on the Service; or
• Use abusive, harassing, discriminatory, or unlawful language or conduct toward KnowExtra personnel or other users.

We may investigate suspected violations of this section and may suspend or terminate access for any account or organization that we reasonably believe has violated it, in accordance with Section 14 (Suspension and Termination).

“Customer Data” means any data, records, files, or content that you or your users submit to, upload into, or generate within the Service, including vehicle records, personnel and driver information, documents, compliance records, financial and spend data, and messages.

As between you and KnowExtra, you own your Customer Data. You grant KnowExtra a worldwide, non-exclusive license to host, copy, transmit, display, and process Customer Data solely as necessary to provide, maintain, secure, and improve the Service, to provide support, and as otherwise permitted under these Terms and our Privacy Policy.

You are solely responsible for the accuracy, quality, legality, and appropriateness of Customer Data, and for having all rights and consents necessary to submit it to the Service, including any consents required from employees, drivers, or other individuals whose personal data you upload.

You may export your Customer Data at any time using the Service’s available export tools. Following termination of your account, we may retain Customer Data for a limited period to allow for export or as required by law, after which it may be deleted in accordance with our data retention practices.

The Service is a tool to help you track, organize, and receive reminders about vehicle, personnel, and document compliance obligations (such as license, permit, certification, and inspection expiry dates). The Service is provided to assist your own compliance processes and does not constitute legal, regulatory, or compliance advice, and does not guarantee that you, your organization, your vehicles, or your personnel are or will remain compliant with any law, regulation, contract, or industry standard.

You remain solely responsible for your organization’s compliance with all applicable laws and regulations, and for independently verifying any deadline, expiry date, or compliance status shown in the Service, regardless of whether a reminder or notification was sent.

We use commercially reasonable efforts to deliver notifications and reminders by email, WhatsApp, or other supported channels, but delivery depends on third-party providers (including email carriers and the WhatsApp Business Platform) that we do not control. We do not guarantee that any notification will be delivered, delivered on time, or delivered at all, including due to incorrect contact information, provider outages, spam filtering, opt-outs, or other factors outside our control. You should not rely solely on KnowExtra notifications to meet a compliance deadline.

The Service relies on and may integrate with third-party infrastructure and service providers, including hosting and database providers, email delivery providers, and messaging platforms such as the WhatsApp Business Platform. The Service may also let you connect optional third-party integrations (for example, telematics, fuel card, or accounting tools).

Your use of any third-party service connected to or used alongside KnowExtra is subject to that provider’s own terms and privacy policy. We are not responsible for the availability, accuracy, security, or content of third-party services, and we are not liable for any loss or damage arising from your use of them.

We take reasonable administrative, technical, and organizational measures designed to protect Customer Data against unauthorized access, disclosure, alteration, or destruction, including access controls scoped to organization roles, encryption of data in transit, and audit logging of key account and administrative actions.

Where Customer Data includes personal data of individuals (such as employees, drivers, or contractors), you act as the party responsible for that data (the data controller, or equivalent role under applicable law), and KnowExtra processes it on your behalf and on your instructions, solely to provide the Service. You are responsible for providing any notices to, and obtaining any consents from, those individuals that are required under applicable data protection law.

We may engage third-party sub-processors (such as our hosting, database, and messaging providers) to help deliver the Service, and we remain responsible for their handling of Customer Data in line with this section. Additional detail about the categories of data we collect, how we use it, and your rights will be set out in our Privacy Policy, which will be published separately and forms part of these Terms once available.

No method of transmission or storage is completely secure. In the event of a security incident affecting your Customer Data, we will notify you without undue delay and provide information reasonably available to us about the incident, in accordance with applicable law.

The Service, including its software, design, workflows, text, graphics, and all related intellectual property (but excluding Customer Data), is owned by KnowExtra and its licensors and is protected by intellectual property laws. These Terms do not grant you any right, title, or interest in the Service other than the limited right to access and use it as permitted here.

You retain all rights in any feedback, suggestions, or ideas you provide about the Service, but you grant us a perpetual, royalty-free license to use that feedback to improve or develop the Service without restriction or obligation to you.

Each party may have access to non-public information of the other party in connection with the Service (“Confidential Information”). Each party agrees to use the other party’s Confidential Information only to perform its obligations or exercise its rights under these Terms, and to protect it using at least the same degree of care it uses for its own confidential information of similar importance, and no less than reasonable care.

Confidential Information does not include information that is or becomes publicly available through no fault of the receiving party, was already known to the receiving party without an obligation of confidentiality, is independently developed without use of the disclosing party’s Confidential Information, or is required to be disclosed by law, provided reasonable notice is given where legally permitted.

You may stop using the Service and close your account at any time by contacting support@knowextra.com. If you are on a paid plan, cancellation will take effect at the end of your then-current billing period unless otherwise agreed.

We may suspend or restrict your access to the Service, in whole or in part, immediately and without prior notice, if we reasonably believe you have violated these Terms, if your use poses a security or legal risk to KnowExtra or other users, or if required by law. We may terminate your access if a violation is not cured within a reasonable period after notice, where practicable.

We may also suspend or discontinue the Service, in whole or in part, for scheduled or emergency maintenance, or discontinue the Service entirely with reasonable advance notice, except where immediate action is required for security, legal, or operational reasons.

Sections of these Terms that by their nature should survive termination (including ownership, disclaimers, limitation of liability, indemnification, confidentiality, and general provisions) will survive.

THE SERVICE IS PROVIDED “AS IS” AND “AS AVAILABLE,” WITHOUT WARRANTIES OF ANY KIND, WHETHER EXPRESS, IMPLIED, OR STATUTORY, INCLUDING ANY IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, TITLE, AND NON-INFRINGEMENT. WE DO NOT WARRANT THAT THE SERVICE WILL BE UNINTERRUPTED, ERROR-FREE, OR COMPLETELY SECURE, THAT ANY NOTIFICATION WILL BE DELIVERED, OR THAT THE SERVICE WILL MEET YOUR SPECIFIC REQUIREMENTS OR ENSURE YOUR COMPLIANCE WITH ANY LAW OR REGULATION.

Some jurisdictions do not allow the exclusion of certain warranties, so some of the above exclusions may not apply to you.

TO THE MAXIMUM EXTENT PERMITTED BY LAW, KNOWEXTRA WILL NOT BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, EXEMPLARY, OR PUNITIVE DAMAGES, OR ANY LOSS OF PROFITS, REVENUE, DATA, GOODWILL, OR BUSINESS OPPORTUNITY, ARISING OUT OF OR RELATED TO THESE TERMS OR YOUR USE OF (OR INABILITY TO USE) THE SERVICE, EVEN IF WE HAVE BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES.

TO THE MAXIMUM EXTENT PERMITTED BY LAW, KNOWEXTRA’S TOTAL AGGREGATE LIABILITY ARISING OUT OF OR RELATED TO THESE TERMS OR THE SERVICE WILL NOT EXCEED THE AMOUNT YOU PAID TO KNOWEXTRA FOR THE SERVICE IN THE TWELVE (12) MONTHS PRECEDING THE EVENT GIVING RISE TO THE CLAIM, OR ONE HUNDRED U.S. DOLLARS (USD $100) IF YOU HAVE NOT PAID ANY FEES TO KNOWEXTRA.

No personal liability of KnowExtra personnel. These Terms are entered into with KnowExtra as an organization, and not with any individual founder, director, officer, employee, contractor, or other personnel of KnowExtra in their personal capacity. No such individual will have any personal liability to you arising out of or related to these Terms, the Service, or your use of it, and your sole recourse for any claim arising out of or related to the Service is against KnowExtra itself, and not against any individual associated with it. You agree not to bring any claim, and to indemnify and hold harmless any such individual against any claim brought, in breach of this paragraph.

These limitations apply regardless of the legal theory on which a claim is based (contract, tort, statute, or otherwise) and even if a remedy fails of its essential purpose. Some jurisdictions do not allow the limitation or exclusion of certain damages, so some of the above limitations may not apply to you.

You agree to defend, indemnify, and hold harmless KnowExtra and its personnel from and against any claims, liabilities, damages, losses, and expenses (including reasonable legal fees) arising out of or related to: (a) your Customer Data or your use of the Service in violation of these Terms; (b) your violation of any applicable law or the rights of a third party (including any individual whose personal data you submitted without required consent); or (c) any dispute between you and a user of your organization or a third party arising from your use of the Service.

From time to time we may make experimental, beta, or early-access features available, including AI-assisted summaries, suggestions, or automations. These features are provided “as is,” may be changed or discontinued at any time without notice, and are not guaranteed to be accurate, complete, or reliable.

Any AI-generated output is provided for informational and productivity purposes only, and you are responsible for reviewing and verifying it, particularly where it relates to compliance, safety, or financial decisions, before relying on it.

We may update these Terms from time to time. If we make material changes, we will provide reasonable notice, such as by posting the updated Terms on this page with a new “Last Updated” date, or by emailing the primary contact for your organization. Changes are effective when posted unless stated otherwise, and your continued use of the Service after changes take effect constitutes acceptance of the updated Terms. If you do not agree to updated Terms, you must stop using the Service.

These Terms, and the jurisdiction and venue in which any dispute arising from them will be resolved, will be set out here once finalized. In the meantime, the parties agree to attempt in good faith to resolve any dispute arising out of or relating to these Terms or the Service through informal negotiation before pursuing any other remedy.

• Entire agreement. These Terms, together with any order form, Privacy Policy, or other document referenced in them, constitute the entire agreement between you and KnowExtra regarding the Service, and supersede any prior agreements on the subject.
• Severability. If any provision of these Terms is found unenforceable, the remaining provisions will remain in full effect, and the unenforceable provision will be modified to the minimum extent necessary to make it enforceable.
• No waiver. Our failure to enforce any provision of these Terms is not a waiver of our right to do so later.
• Assignment. You may not assign or transfer these Terms without our prior written consent. We may assign these Terms in connection with a merger, acquisition, reorganization, or sale of assets.
• Force majeure. Neither party will be liable for delays or failures in performance caused by circumstances beyond its reasonable control, including natural disasters, outages of third-party infrastructure, or governmental action.
• Relationship of the parties. Nothing in these Terms creates a partnership, joint venture, agency, or employment relationship between you and KnowExtra.
• Notices. We may provide notices to you by email to the address associated with your account, or by posting within the Service. You may provide notices to us at support@knowextra.com.

If you have any questions about these Terms, please contact us at support@knowextra.com.