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Terms of Service

Terms of Service

axleo Systems Ltd Last updated: 26 March 2026

1. Introduction

These Terms of Service ("Terms") govern your use of the axleo platform, website, and related services ("Services") provided by axleo Systems Ltd ("axleo", "we", "us", "our").

By accessing or using the Services, you agree to be bound by these Terms. If you are using the Services on behalf of an organisation, you represent that you have authority to bind that organisation to these Terms.

2. Definitions

  • "Customer" means the dealership, dealer group, or organisation that has entered into a service agreement with axleo.
  • "User" means any individual authorised by the Customer to access the axleo platform.
  • "Call Data" means call recordings, transcriptions, AI-generated analysis, scores, coaching insights, and any other output generated by axleo from processing call recordings.
  • "Platform" means the axleo web application, dashboard, and associated tools.

3. Account and access

3.1 Eligibility

The Services are designed for UK motor dealerships and related businesses. By using the Services, you confirm that you are at least 18 years old and are authorised to act on behalf of the Customer.

3.2 Account security

You are responsible for maintaining the confidentiality of your login credentials and for all activity that occurs under your account. You must notify us immediately at hello@axleo.ai if you become aware of any unauthorised use of your account.

3.3 Role-based access

Access to data within the platform is scoped by role. Branch managers can view data for their branch. Sales directors and group-level users can view data across branches they manage. Individual sales staff can view their own call data and coaching feedback.

4. Services

4.1 What axleo provides

Subject to these Terms and payment of applicable fees, axleo provides:

  • AI-powered call transcription and analysis
  • Compliance monitoring against FCA and GDPR requirements
  • AI-generated coaching insights and call scoring
  • Team and individual performance analytics
  • A searchable archive of call recordings and transcriptions
  • Integrations with supported CRM and DMS platforms

4.2 Service availability

We aim to maintain high availability of the Platform but do not guarantee uninterrupted access. We may carry out scheduled maintenance with reasonable advance notice. We will use commercially reasonable efforts to minimise disruption.

4.3 AI-generated output

The analysis, scores, compliance flags, and coaching insights generated by axleo are produced by artificial intelligence. They are provided as decision-support tools and should not be treated as legal, regulatory, or professional advice. Customers are responsible for reviewing AI-generated outputs and making their own judgments about any action to take.

axleo does not guarantee the accuracy, completeness, or reliability of AI-generated analysis. While we continuously improve our models, no AI system is infallible. Compliance flags should be verified by qualified personnel before any regulatory action is taken or reported.

5. Customer responsibilities

5.1 Lawful recording

The Customer is responsible for ensuring that all call recordings provided to axleo are made lawfully. This includes, where required, informing callers that calls are being recorded and may be analysed using AI, and obtaining any necessary consents under UK GDPR and the Privacy and Electronic Communications Regulations (PECR).

5.2 FCA obligations

Customers who arrange regulated finance or insurance products are responsible for their own FCA compliance. axleo's compliance monitoring tools assist with identifying potential issues, but do not replace the Customer's regulatory obligations. The Customer remains solely responsible for satisfying FCA Consumer Duty requirements, maintaining appropriate records, and responding to regulatory enquiries.

5.3 Acceptable use

You agree not to:

  • Use the Services for any unlawful purpose
  • Attempt to access data belonging to other customers
  • Reverse-engineer, decompile, or disassemble any part of the Platform
  • Use the Services to harass, monitor, or discriminate against individuals
  • Share your login credentials with unauthorised individuals
  • Exceed any usage limits specified in your service agreement

6. Data and intellectual property

6.1 Your data

Call recordings and associated metadata provided by the Customer remain the Customer's property. axleo processes this data as a data processor acting on the Customer's instructions.

6.2 AI-generated analysis

AI-generated outputs (transcriptions, scores, coaching insights, compliance flags, reports) are produced by axleo's proprietary technology. Customers have a licence to use, copy, and share these outputs within their organisation for the duration of the service agreement.

6.3 axleo's intellectual property

The Platform, its design, code, algorithms, AI models, documentation, and branding are the intellectual property of axleo Systems Ltd. Nothing in these Terms transfers ownership of any axleo intellectual property to the Customer.

6.4 Aggregate and anonymised data

We may use aggregated, anonymised data (from which no individual or dealership can be identified) to improve our services, benchmark performance, and develop new features. This data cannot be traced back to any specific customer or individual.

7. Fees and payment

7.1 Pricing

Fees for the Services are set out in the service agreement between axleo and the Customer. We may adjust pricing with at least 30 days' written notice before the next billing period.

7.2 Payment terms

Invoices are payable within 30 days of the invoice date unless otherwise agreed. We reserve the right to suspend access to the Platform if payment is more than 14 days overdue.

7.3 Taxes

All fees are exclusive of VAT, which will be charged at the applicable rate where required.

8. Term and termination

8.1 Term

These Terms are effective from the date the Customer first accesses the Services and continue for the duration specified in the service agreement.

8.2 Termination by Customer

The Customer may terminate the service agreement by providing written notice in accordance with the terms of their agreement (typically 30 days' notice before the end of a billing period).

8.3 Termination by axleo

We may terminate or suspend access to the Services immediately if:

  • The Customer breaches these Terms and fails to remedy the breach within 14 days of written notice
  • The Customer fails to pay fees when due
  • We are required to do so by law or regulation

8.4 Effect of termination

Upon termination:

  • Access to the Platform will be deactivated
  • We will make the Customer's Call Data available for export for a period of 30 days following termination
  • After the 30-day export period, Call Data will be permanently deleted from our systems unless retention is required by law

9. Limitation of liability

9.1 No liability for AI accuracy

To the maximum extent permitted by law, axleo shall not be liable for any loss, damage, regulatory fine, or penalty arising from reliance on AI-generated analysis, scores, or compliance flags without independent verification.

9.2 Liability cap

Subject to clause 9.3, axleo's total aggregate liability arising from or related to these Terms shall not exceed the total fees paid by the Customer in the 12 months preceding the claim.

9.3 Exclusions

Nothing in these Terms limits or excludes liability for:

  • Death or personal injury caused by negligence
  • Fraud or fraudulent misrepresentation
  • Any liability which cannot be limited or excluded under applicable law

9.4 Indirect losses

To the maximum extent permitted by law, axleo shall not be liable for any indirect, incidental, special, consequential, or punitive damages, including loss of profits, revenue, data, or business opportunity.

10. Indemnification

The Customer agrees to indemnify and hold harmless axleo and its officers, directors, and employees from any claims, damages, losses, or expenses (including reasonable legal fees) arising from:

  • The Customer's breach of these Terms
  • The Customer's failure to obtain necessary consents for call recording
  • Any regulatory action resulting from the Customer's use of the Services
  • The Customer's use of AI-generated outputs without appropriate verification

11. Confidentiality

Each party agrees to keep confidential any information received from the other party that is designated as confidential or that would reasonably be understood to be confidential. This obligation does not apply to information that is publicly available, independently developed, or required to be disclosed by law.

12. Changes to these Terms

We may update these Terms from time to time. Material changes will be communicated to Customers via email or through the Platform at least 30 days before they take effect. Continued use of the Services after changes take effect constitutes acceptance of the updated Terms.

13. Governing law and disputes

These Terms are governed by the laws of England and Wales. Any disputes arising from these Terms shall be subject to the exclusive jurisdiction of the courts of England and Wales.

14. General

  • Entire agreement: These Terms, together with any service agreement and our Privacy Policy, constitute the entire agreement between the parties.
  • Severability: If any provision of these Terms is found to be unenforceable, the remaining provisions shall continue in full force and effect.
  • Waiver: Failure to enforce any provision of these Terms shall not constitute a waiver of that provision.
  • Assignment: The Customer may not assign these Terms without our prior written consent. axleo may assign these Terms in connection with a merger, acquisition, or sale of substantially all of its assets.

15. Contact us

axleo Systems Ltd - Email: hello@axleo.ai - Privacy matters: privacy@axleo.co.uk | Website: axleosystems.com