Terms of Service
Last updated: 28 April 2026
These terms govern your use of the DespatchOS mobile app and web portal (the "Service") provided by On White Horses Ltd, a company registered in England & Wales (company number 14366814, registered office 14-15 Southernhay West, Exeter, EX1 1PL — "we", "us", "our"). By creating an account or signing in, you agree to be bound by these terms.
1. The service
DespatchOS is a transport-management platform for professional commercial-vehicle operators. It provides shift tracking, job dispatch, vehicle handover and walkaround records, fuel reconciliation, AI-assisted document extraction, and self-billing invoicing. The Service is licensed to your operator (the "Tenant") who in turn provides you access as a driver, manager, client administrator, or subcontractor administrator.
2. Eligibility
You must be at least 18 years old and legally entitled to work as a commercial driver or operator in your jurisdiction. By using the Service you confirm you meet these requirements.
3. Accounts
You are responsible for keeping your login credentials confidential. You must not share your account with anyone else. If you believe your account has been used without your authorisation, notify your operator immediately and email hello@despatchos.app.
4. Acceptable use
You agree not to:
- Use the Service for any unlawful purpose or in breach of road-traffic, transport, tax, or employment law.
- Submit false location, mileage, photographic, or financial records (including duplicate fuel receipts).
- Reverse-engineer, decompile, scrape, or attempt to bypass any access controls in the Service.
- Upload content that infringes any third party's intellectual-property rights, contains malware, or violates anyone's privacy.
- Interfere with the Service's operation or attempt to gain unauthorised access to other tenants' data.
5. Operator responsibilities
If you operate the Service for your own organisation (the Tenant), you are responsible for:
- Ensuring the people you grant access have legitimate operational reasons to access the data they can see.
- Putting in place valid self-billing agreements with each subcontractor before issuing self-billed invoices, in accordance with HMRC VAT Notice 700/62.
- Maintaining your own records to satisfy HMRC, DVSA, and any other regulator that applies to your business.
- Setting accurate pay rates, vehicle costing, and contract terms inside the Service.
6. Data ownership and processing
Operational data you generate while using the Service (jobs, deliveries, photos, vehicle records, financial records) belongs to the Tenant. We process this data on the Tenant's behalf in accordance with our Privacy Policy. We process personal data of individual users (drivers, managers, administrators) as the data controller for those individuals per the same Privacy Policy.
7. AI-assisted features
Some features of the Service use third-party AI models (currently Anthropic Claude) to extract data from photos you submit, such as fuel receipts and end-of-day scanner screenshots. AI output may contain errors. You and your Tenant remain responsible for reviewing AI-extracted data before relying on it for financial, regulatory, or safety-critical decisions.
8. Service availability
We aim to keep the Service available 24 hours a day but we do not guarantee uninterrupted access. We may suspend the Service for maintenance, security, or to comply with the law. We are not liable for losses caused by suspensions or disruptions you could reasonably have planned for with offline records.
9. Intellectual property
The Service, including its software, branding, and design, is owned by On White Horses Ltd or its licensors. You may use the Service only in accordance with these terms. You retain ownership of the content you upload (photos, documents, records) — you grant us a licence to process, store, and display that content as necessary to provide the Service.
10. Fees and payment
Where the Service is provided to you under a separate agreement with your Tenant, the commercial terms of that agreement govern fees and payment. If you sign up directly we will display pricing before you incur any charge.
11. Termination
You may stop using the Service at any time. We may suspend or terminate your account if you breach these terms, if your Tenant withdraws your access, or if continued provision would expose us to legal risk. On termination we retain data only as long as set out in our Privacy Policy.
12. Liability
The Service is provided "as is" and "as available". To the maximum extent permitted by law, we exclude all implied warranties. We will not be liable for any:
- Indirect, special, incidental, or consequential losses.
- Loss of profits, business opportunities, anticipated savings, or goodwill.
- Loss or corruption of data, except where caused by our gross negligence and not recoverable from our backups.
Nothing in these terms limits liability that cannot be limited by law (including death or personal injury caused by our negligence, fraud, or fraudulent misrepresentation). Subject to that, our total aggregate liability arising out of or in connection with the Service in any twelve-month period is capped at the fees paid by you (or by your Tenant on your behalf) for that period, or £100, whichever is greater.
13. Changes to these terms
We may update these terms. The "Last updated" date at the top reflects any changes. If a change is material we will notify you by email or in-app notification at least 14 days before it takes effect. Continued use after that date means you accept the new terms.
14. Governing law
These terms are governed by the laws of England and Wales. Disputes will be subject to the exclusive jurisdiction of the courts of England and Wales, except that we may bring proceedings to enforce our intellectual-property rights in any jurisdiction.
15. Contact
On White Horses Ltd
14-15 Southernhay West, Exeter, EX1 1PL
Companies House: 14366814
hello@despatchos.app