Terms of Service

DepotIQ is a hosted, multi-tenant web application for delivery depots. It manages drivers, daily stop manifests, attendance, performance reporting, driver pay calculation, commission reconciliation and the supporting documents a depot holds.

Access is provided on a subscription basis to a named depot. Each depot is a separate tenant and can see only its own data. There is no driver-facing login: drivers are not users of the platform, although their data is processed within it.

• Accounts are provisioned by Oxus (master admin) or by your depot owner. There is no self-registration.
• You are responsible for keeping your credentials secure and for all activity under your account. Tell us immediately if you believe an account has been compromised.
• Accounts are personal. Do not share logins between staff - the audit log attributes every upload, edit and payout to the account that performed it, and shared accounts destroy that record.
• Roles (Master Admin, Regional Manager, Depot Owner, Depot Manager, Depot Staff) determine what each user may see and do. Commission earnings and profit/loss figures are restricted to the Depot Owner role.
• We may suspend an account or a whole depot immediately where we reasonably believe it is being used unlawfully, is compromised, or where fees remain unpaid after notice.
• You may sign in with Google instead of a password. Google confirms your identity only - your role and depot are held in DepotIQ and are not taken from Google. Signing in with Google is also subject to Google's own terms, and you can withdraw DepotIQ's access at any time in your Google account.
• Where you additionally grant DepotIQ permission to send email as you, it is used solely to send drivers their own stop figures when you ask for them to be sent, never to read your mailbox and never unprompted. Section 6b of the Privacy Policy sets out exactly what that permission covers.

You are the data controller for the personal data you put into DepotIQ - principally your drivers' and employees' data. That carries obligations you cannot delegate to us:

• Have a lawful basis for processing each category of data you upload, and give your drivers a privacy notice telling them their data is processed in DepotIQ and why.
• Upload only data you are entitled to hold. Do not store special-category data (health, biometric, trade union membership) in free-text fields such as driver notes.
• Keep driver records accurate, and respond to your drivers' access, correction and erasure requests. DepotIQ provides per-driver export and anonymisation tools to help you do this.
• Ensure that anyone you grant access to is authorised to see the data their role exposes.

The Data Processing Agreement sets out the full controller/processor terms and forms part of these terms.

You must not:

• attempt to access another depot's data, or probe, scan or test the security of the platform without our prior written consent;
• upload malware, or files designed to exploit the file-processing pipeline;
• use the platform to make automated decisions about a driver that produce legal or similarly significant effects without human review;
• resell, sublicense or white-label the platform without a written agreement;
• scrape, bulk-export or reverse-engineer the platform other than through the export features provided.

• You retain ownership of all data you upload. We claim no rights over it beyond those needed to run the service for you.
• We use your data only to provide and support the service, and on your documented instructions. We do not sell it, and we do not use it to train machine-learning models.
• You can export your data at any time using the export features (CSV/XLSX, and per-driver subject-access exports).
• We retain data according to the published retention policy: operational manifest data for 24 months and financial records for 84 months (7 years, per Irish Revenue requirements) by default. Your depot owner can purge earlier from the Data & Retention screen, subject to those statutory floors.
• On termination we will make your data available for export for 30 days, then delete it within a further 60 days, except where we are legally required to retain it.

We aim for high availability but do not guarantee uninterrupted service. Planned maintenance will be notified in advance where practical. Daily reports are issued by head office the following morning, so DepotIQ never holds data for the current day - this is a property of the source data, not a fault in the service.

Support is provided during Irish business hours via info@oxus.ie.

Fees, billing frequency and notice periods are set out in your separate order form or subscription agreement. Where these terms and a signed order form conflict, the order form takes precedence.

DepotIQ calculates driver pay, commission and profit/loss from the files you upload and the rates you configure. These outputs are an aid to your own processes, not financial, tax or legal advice. You remain responsible for verifying figures before paying drivers or filing returns. Rates are effective-dated and historical pay is never retrospectively recalculated, so that past periods stay reconcilable.

Nothing in these terms limits liability for death or personal injury caused by negligence, for fraud, or for anything else that cannot lawfully be limited.

Subject to that, neither party is liable for indirect or consequential loss, loss of profit, or loss of anticipated savings; and our total liability in any twelve-month period is limited to the fees you paid us in that period. This limit does not apply to either party's obligations under the Data Processing Agreement or to your indemnity for unlawful data you upload.

The service is provided without warranties beyond those set out here and those implied by law that cannot be excluded.

• Either party may terminate at the end of a subscription period on the notice stated in the order form.
• Either party may terminate immediately on written notice if the other commits a material breach that is not remedied within 30 days, or becomes insolvent.
• On termination your access ends and the data handling in section 5 applies.

We may update these terms. Material changes are notified by a new version number, and you will be asked to accept the new version the next time you sign in. The version you accepted, and when, is recorded against your account and in the audit log. If you do not accept a new version you may terminate as described in section 10.

These terms are governed by the laws of Ireland, and the courts of Ireland have exclusive jurisdiction over any dispute arising from them.

Oxus Technologies Limited, registered in Ireland, company number 818468.

Registered address: Greenhills Road, Walkinstown, Dublin 12, D12 DX80

Privacy and data protection enquiries: info@oxus.ie
General support: info@oxus.ie
Web: https://oxus.ie