Current as of 5 Feb 2026

Terms and conditions

These are the full Terms and Conditions for the provision of hardware and services by ROOYA UK LIMITED (“Rooya”). These terms form a legally binding contract between Rooya and the Customer named in the Order Form.

About our apps; PolyDrive, PolyFit and RooyaForFleets.

This Privacy Policy applies to the mobile applications (“Apps”), developed and provided by Rooya. Rooya is the legal entity responsible for the collection, use, and management of your personal data through the apps. By using them, you agree to the terms outlined in our Privacy Policy (https://www.rooya.ai/privacy-policy).

1. WHO WE ARE

1.1 Rooya is an innovative company transforming fleet management and insurance through advanced AI-vision telematics technology. Our platform leverage computer vision to provide optimized decision-making solutions for the insurance and fleet management industries.

1.2 If there is anything in this agreement that you don’t understand, or if you have any questions, please get in touch with us and a member of our team will be happy to help. You can contact us by calling us 07312 125 790 or by emailing info@rooya.ai

2. OUR SERVICES & SPECIFICATION

2.1 Our services. We provide the Rooya Vision Telematics System, a professional grade dashcam and software suite designed to enhance fleet safety. Our “Tier 2” service package includes hardware provision, live GPS tracking, and advanced driver behaviour intelligence. As long as your vehicles are located within the agreed Performance Location, we will provide the tools necessary for you to monitor and manage your fleet effectively.

2.2 Telematics and AI Intelligence. To provide you with the best insights, our system monitors real-time driver behaviour, including harsh braking, acceleration, cornering, speeding, and tailgating. Where your hardware supports it, we also provide AI Indicators for distraction and fatigue monitoring. This data is used to generate driver risk scores, helping you identify and manage fleet safety risks. You can find more detail on how we process this data in our [Data Processing Particulars].

2.3 Support and Maintenance. We provide remote diagnostics and ongoing technical support for the hardware and software. You are responsible for ensuring that your vehicles are available at the Performance Location for any necessary physical maintenance or installation. We will use reasonable endeavours to meet any performance dates, though these are estimates only.

2.4 Your software access. To use our services, you must maintain access to the Rooya portal. You are responsible for appointing a Contract Manager who will represent you in quarterly progress meetings and serve as our primary point of contact for service delivery. If you fail to provide the necessary access or information required for the system to function, it may impact our ability to provide the services.

3. ANALYTICS AND VIDEO DATA

3.1 Access to the Portal. We grant you a non-exclusive, non-transferable right to access the Rooya Web Portal during the Term of this agreement. This portal is the central hub for your “Tier 2” services, allowing you to review incident logs, download video footage, and perform fleet-level trend analysis. You are responsible for maintaining the security of your login credentials and for all activities that occur under your portal account.

3.2 How we use Video Footage. The Vision Telematics System is designed to provide a clear audit trail of events. Video recording is typically triggered by specific “Events” (such as harsh braking or collisions) or AI indicators (such as driver fatigue).

(a) Road-Facing Footage: Captures the external environment, third-party vehicles, and pedestrians.

(b) Driver-Facing Footage: Captures images of vehicle operators to detect distraction or fatigue. You agree that you have the necessary legal basis and have provided the required notices to your drivers to capture and process this footage.

3.3 Video Retention and Deletion. To balance your need for evidence with data minimisation principles, our standard retention policy is as follows:

(a) Automatic Deletion: All video footage and associated telematics data are stored for thirty (30) days.

(b) Permanent Deletion: After 30 days, data is automatically and permanently deleted from our active servers and cannot be recovered.

(c) Exceptions: If you identify a specific incident and download/save the footage to your own local storage via the portal, you become the sole controller of that specific copy and are responsible for its storage and eventual deletion.

3.4 System Limitations and Restarts. While we aim for 24/7 accuracy, the analytics and video services are subject to the natural limitations of telematics technology. Rooya is not liable for data gaps caused by:

(a) Necessary remote system restarts or firmware updates.

(b) Loss of cellular connectivity or GPS signal interference.

5. HOW LONG THIS AGREEMENT LASTS

5.1 Your contract begins on the Commencement Date and stays in place for an initial term of one (1) year. Unlike some subscriptions, this agreement will automatically end after that year unless we both agree in writing to extend it for a “Further Term.” If you wish to extend, we need to agree on this at least three (3) months before your current term expires. While we always aim to meet our delivery and installation dates, these are estimates and time is not “of the essence” for our performance.

6. HOW WE CHARGE FOR OUR SERVICES

6.1 We keep our pricing simple. We charge a one-time Hardware Fee of £150 per unit and a monthly Subscription Fee of £16 per unit. These fees cover the cost of the hardware, the software license, and our ongoing support. Please note that if our direct costs increase significantly due to factors outside our control, we may need to adjust our prices immediately; otherwise, we will give you at least 30 Business Days’ notice for any price increases (up to 20%).

7. PAYING YOUR INVOICES

7.1 Our Fees. You agree to pay the Hardware Fees and Subscription Fees as set out in your Order Form. All amounts are exclusive of VAT, which will be added to our invoices at the prevailing rate. Our “Tier 2” pricing is calculated per unit; if you add more vehicles to your fleet, your monthly subscription will increase accordingly.

7.2 How we invoice.

(a) Hardware: We invoice for hardware units upon the Commencement Date or upon delivery, as specified in your Order Form.

(b) Subscription: Software and service fees are invoiced monthly in advance.

7.3 Payment Window. You must pay each invoice submitted by Rooya in full and in cleared funds within fourteen (14) days of the invoice date. All payments must be made to the bank account nominated in writing by Rooya. Time for payment is of the essence.

7.4 Late Payments. If you fail to make a payment by the due date, we may charge interest on the overdue sum from the due date until payment is made. This interest is charged at a rate of 4.5% a year above the Bank of England’s base rate from time to time, but at 4.5% a year for any period when that base rate is below 0%. This interest accrues on a daily basis and must be paid together with the overdue amount.

7.5.1 Price Adjustments.

7.5.2 Annual Reviews: We may increase our Subscription Fees once every 12 months. We will give you at least 30 Business Days’ notice of any such increase. If the increase is more than 20% of the previous year’s fee, you have the right to terminate this agreement by giving us 30 days’ notice.

7.5.3 Direct Costs: If our costs for providing the services increase due to factors beyond our control (such as changes in law, tax, or third-party license costs), we reserve the right to increase our fees immediately to reflect these costs, provided we give you written notice.

7.5.4 Right of Set-off. You must pay all amounts due under this agreement in full without any set-off, counterclaim, or deduction. We may, at any time, set off any amount you owe us against any amount we owe you.