1. General Overview

Road Mate offers digital tools and templates designed to assist vehicle operators, mechanics, and companies in streamlining record-keeping for vehicle maintenance and supporting and assisting regulatory compliance. These services and forms are not intended to fulfil legal obligations directly but rather to assist users in becoming compliant with relevant regulations such as RSA standards. The use of Road Mate does not absolve users from their own compliance responsibilities. Users must ensure their adherence to all legal requirements.

2. Use of Forms and Services

• Driver Daily Walkaround Check Form This form assists in conducting daily vehicle checks by providing a streamlined, digital process for recording the condition of vehicles. The form defaults to "OK" unless faults are noted, at which point defects can be recorded, along with descriptions and photos.
• Rectification Report Form This form is used for documenting actions taken after faults have been identified. It is designed for use by qualified individuals responsible for vehicle maintenance and repairs. It allows for a detailed description of faults, actions taken, and supporting documentation (e.g., photos, invoices). Road Mate does not assume responsibility for who completes the Daily Check Rectification Form. It is the user’s responsibility to ensure that the form is accurately completed by the appropriate party.
• Periodic Safety Check Form (Planned Maintenance Check)This form helps track periodic maintenance checks, providing fields for documenting inspections, noting defects, and recording corrective actions. It supports compliance with safety and maintenance schedules. Road Mate does not assume responsibility for who completes the 12 Weekly Check Form (Planned Maintenance Check). It is the user’s responsibility to ensure that the form is accurately completed by the appropriate party.

3. Compliance Disclaimer

Road Mate provides tools that assist users in record keeping for vehicle maintenance and safety inspections. However, Road Mate does not guarantee legal compliance with local, regional, national and international regulations. Users remain solely responsible for ensuring their compliance with legal obligations such as the RSA standards or any other applicable regulatory requirements. Road Mate shall not be held liable for any legal, financial, or operational consequences arising from non-compliance.

4. Data and Recordkeeping

Road Mate generates PDF reports based on user inputs. These reports are automatically sent to designated contacts as part of defect reporting or maintenance record-keeping. It is the user’s responsibility to ensure these records are properly maintained, stored, and made available to authorities if required by law.

5. Customisation and Fleet Management

The vehicle management and maintenance scheduling systems provided by Road Mate are customisable to the specific needs of each user. While these tools assist with reminders and scheduling, users are solely responsible for ensuring that all scheduled inspections, maintenance tasks, and compliance checks are completed accurately and on time. Road Mate provides assistance in setting schedules for vehicle maintenance checks as a convenience to our users. However, the ultimate responsibility for determining when maintenance checks should be conducted remains solely with the user. Road Mate does not make decisions or assume liability regarding the timing or necessity of any maintenance actions.

6. Data Protection and Privacy

We value your privacy and are committed to protecting your personal data. By using our services, you agree to the collection and use of your information in accordance with our Privacy Policy. Please refer to our Privacy Policy and GDPR Compliance and Data Protection Agreement for more details on how we comply with GDPR regulations, including how we handle your personal data, your rights under GDPR, and our data retention practices.
Road Mate processes personal data as described in our Privacy Policy, including holding completed vehicle checklists (such as the Driver Daily Walkaround Check, Daily Check Rectification Form, and Planned Maintenance Check) for 2 years. After this period, checklists are permanently deleted, but the admin contact person will receive an emailed PDF of the report at the time of submission. It is strongly recommended that the PDF report sent to the designated Admin email be relied upon as the official record. Road Mate is not responsible for any loss of information once the report has been successfully sent. Users are responsible for ensuring the safekeeping and proper storage of these reports.

7. Limitation of Liability

Road Mate’s services are offered “as is” without any warranties or guarantees. Road Mate shall not be liable for any damages resulting from the use of its services, including but not limited to, failure to comply with vehicle safety or legal obligations. Users acknowledge that they are solely responsible for ensuring the accuracy of the data they input and the completion of all required inspections and maintenance.

8. Modification and Termination

Road Mate reserves the right to modify these terms and conditions at any time without prior notice. Continued use of the service following any changes indicates acceptance of the modified terms. Road Mate also reserves the right to terminate or suspend access to its services if users violate these terms.

9. Governing Law

These terms and conditions are governed by the laws of Ireland. Any disputes arising out of or in connection with the use of Road Mate’s services will be subject to the exclusive jurisdiction of the courts of Ireland.