Terms of use and sale

Last updated: October 11, 2026 (version 2026-10-11)

1. Publisher and purpose

The DropTrace software (the “Service”) is published by a sole trader being registered in Belgium, under the trade name “DropTrace” (“DropTrace”, “we”) — see the legal notice for full contact details.

These terms of use and sale (“Terms”) govern access to and use of the Service by anyone creating or using an account (the “User”), and the subscription of plans by the client company (the “Client”). The Service is reserved for professionals: the Client declares it subscribes for its business. These Terms are accepted by an explicit action (checkbox) when creating the account or subscribing. Specific conditions accepted in writing prevail in case of conflict.

2. Description of the service

DropTrace is online management software (SaaS) for delivery professionals: subcontractors, carriers, drivers and depot managers. It notably covers start-of-shift and end-of-day reports (photos, parcel, relay, pickup and return counts), check-in, management of drivers, routes, zones and rates, automated calculation of pay, revenue and margins, Excel exports, pre-invoicing statements, incident and claim handling, discussions and, depending on the plan, artificial intelligence features.

Available features depend on the plan, role and permissions of each User. Commercial descriptions are not a guarantee of financial results. DropTrace may evolve the Service without arbitrarily removing the essential features of the subscribed plan.

3. Accounts, roles and responsibilities

The Service has several roles: driver, manager, administrator (owner of a subcontractor) and depot manager. The “subcontractor” account is created self-service from the website; driver and manager accounts are created by the Client's administrator. Information provided must be accurate and up to date.

Each User keeps their credentials confidential. The Client is responsible for the Users it authorises, the roles it assigns and deactivating accounts of people who should no longer access its data. DropTrace may request reasonable verification of certain information (including the VAT number) to prevent fraud. Accessing another account or another company's data without authorisation is forbidden.

3bis. Intellectual property and permitted use

The DropTrace software — its source code, architecture, database structure, interface and pricing model — is the exclusive property of DropTrace and protected by copyright and database rights. Access to the Service, including during the free month or a demonstration, grants only a professional, non-exclusive right of use limited to the term of the contract: it never constitutes a transfer of rights in the software.

Without DropTrace's prior written consent, it is forbidden:

• to copy, decompile, disassemble or attempt to extract the source code or database structure of the Service;
• to use access to the Service — including for demonstration or evaluation — to design, develop or have developed software substantially reproducing its features, interface or pricing model;
• to resell, sublicense or make access to the Service available to a third party outside one's own professional use;
• to circumvent the Service's technical protections or fraudulently access its systems.

Any breach of this clause constitutes infringement and/or a breach of these Terms, which may lead to immediate termination of the account concerned and legal action, without prejudice to damages. These restrictions apply subject to mandatory legal exceptions. Data and content provided by the Client remain its property (article 9).

4. Free month

Every new “subcontractor” Client gets a first month free, with access to all features of the subscribed plan, €0 charged throughout. A valid payment card is registered at signup via Stripe to activate this month; access remains suspended until a card has been registered.

The free month is a pricing benefit built into the contract, not a freely cancellable trial: accepting the offer commits the Client from signup (article 6). At the end of this month, billing starts automatically on the registered card, at the price and billing frequency displayed and accepted at signup. No right of withdrawal applies, the Service being reserved for professionals, without prejudice to any mandatory rights.

5. Prices and billing

Prices are in euros excluding VAT; those displayed and accepted at signup form the contractual price. VAT is added to each invoice: Belgian VAT of 21%, or reverse charge (0%, VAT due by the client) for a client established in another EU Member State with a valid VAT number. Payment is handled by our provider Stripe (automatic charge on the registered card, monthly, or annually with a 10% discount). DropTrace never stores card data. An invoice is issued at each billing date and can be viewed in the management area. The Client provides accurate billing details.

Regular drivers.

• The subscription is based on the number of active regular drivers, at a tiered price: €19.99 excl. VAT per driver per month for drivers 1 to 3, €14.99 for drivers 4 to 10, €9.99 from the 11th. Each driver is billed at the price of their tier.
• The number of regular drivers declared at signup is a billed minimum for the whole commitment, even if the Client has fewer active.
• If the Client exceeds this minimum, the new number becomes the billed minimum until the end of the commitment.
• A regular driver added during a period is billed pro rata for the remaining days of the current period, then at full price.

Replacement drivers.

• Replacement drivers are not part of the subscription: they are billed €1.49 excl. VAT per day worked (a day on which the replacement recorded a start of shift or an end-of-day report, counted once per day), capped at €19.99 excl. VAT per replacement per month.
• A month's days are billed from the 1st of the following month. Days within the free month are not billed.
• When the billed minimum of regular drivers is not fully used, each paid and unused seat covers one replacement for free, starting with the one who worked the most days.
• The administrator sets each driver as “regular” or “replacement” in the Drivers screen and remains responsible for this choice.

AI Pack. The AI Pack (DropTrace Intelligence, Finance IA, assisted fuel invoice analysis) costs €29.99 excl. VAT per month, regardless of the number of drivers. While the account has only one billed regular driver, it costs €10.00 excl. VAT per month (solo rate): a subcontractor driving alone therefore pays €29.99 excl. VAT per month in total (€19.99 for the driver + €10.00 AI Pack, included by default at signup). The AI Pack automatically returns to the normal price from the second billed regular driver. With annual payment, the 10% discount also applies.

Depot managers. Pricing terms specific to depot managers are presented to them at sign-up or when activating an option, before any confirmation.

Price changes. Accepted prices cannot change during the initial commitment. Any later change is announced by email at least one month in advance. Changes due to adding drivers or activating an option follow the rules above and are shown before confirmation.

6. Term, commitment and termination

Initial commitment. After the free month, the subscription is taken out for a firm, paid term of twelve (12) months, whatever the billing frequency: monthly (full price, charged each month) or annual (paid at once for twelve months, with a 10% discount). The billing frequency does not change the commitment. The minimum total term is therefore thirteen (13) months from signup. The Client cannot terminate before this term, except for serious breach by DropTrace, force majeure or another reason provided by applicable law.

After the commitment. At the end of the initial commitment, the subscription continues without a new commitment, in successive periods matching the billing frequency (one month if monthly, one year if annual). It can then be terminated from the management area (Subscription) or in writing at contact@droptrace.eu, with one (1) month's notice: termination takes effect at the end of the first billing period ending at least one month after notice. With annual payment, late notice therefore takes effect at the end of the following year. Notice given at least one month before the end of the initial commitment takes effect at that date. The effective end date is confirmed to the Client.

AI Pack. The AI Pack is also covered by the initial commitment. Whether subscribed at signup or added during the commitment, it remains due until the end of the main subscription's commitment and cannot be deactivated before that date. It can be activated at any time from the management area. After that date, it can be deactivated at any time, effective at the end of the current period, without affecting the main subscription. Clients who signed up under an earlier version of these Terms keep, for the AI Pack, the conditions they accepted at signup.

Financial consequences. Amounts due under the commitment remain payable in case of unjustified early termination, within the limits of applicable law. No refund is due for a period started. These rules do not deprive the Client of its rights in case of breach attributable to DropTrace.

7. Unpaid amounts

If a payment fails, DropTrace asks the Client to settle; access may be suspended until settlement. Data is never deleted solely because of non-payment. Late payments may bear the interest and recovery compensation provided by Belgian law on commercial transactions. Amounts still due under the commitment remain payable.

8. Client obligations, calculations and pre-invoicing

The Client uses the Service for its business and in compliance with applicable law (labour law, tax and social obligations, rights of the people whose data it processes). It configures its own rates and calculation rules and holds the necessary rights for the data it imports.

DropTrace automatically calculates pay, revenue, margins and pre-invoicing statements from the data entered and the settings chosen by the Client. These amounts must be checked before any official use. Pre-invoicing statements are not tax invoices: the Client remains responsible for its final invoices and accounting documents. Artificial intelligence results are a decision aid and may contain errors; they must be checked by a human. These rules are not a general exclusion of liability for errors attributable to the software.

9. Content, data and depot managers

Photos, counts and information entered (starts of shift, reports, claims) remain the property of the Client or the User concerned. DropTrace uses them only to provide the Service and, where applicable in anonymised form, to improve it.

For the personal data the Client entrusts to it (including its drivers'), DropTrace acts as a processor within the meaning of Article 28 GDPR: it processes them only to provide the Service and on the Client's instructions, ensures their confidentiality and security, and only uses providers offering sufficient guarantees. The Client remains responsible for the processing it decides and for informing its staff. Details are in the privacy policy (GDPR), which forms an integral part of these Terms.

Depot managers. A subcontractor attached to a depot manager (by accepted invitation) gives them access to the operational data needed to follow its activity (reports, attendance, gaps, claims), never to its internal discussions. Using DropTrace neither creates nor changes the business relationship between the depot manager, the subcontractor and the drivers.

10. Hosting, security and retention

The Service relies notably on Netlify (website and server functions), Supabase (authentication, database, photo storage), Stripe (payments), Resend (emails), Anthropic (artificial intelligence features) and Apple and Google notification services. Each company's data is separated and protected by access controls enforced at database level.

Start-of-shift and end-of-day photos are automatically deleted after 90 days. Other data is kept for the duration of the contract and as set out in the privacy policy. The Client can export its data (Excel exports) at any time until the end of its contract.

11. External services

Some features work with external services (for example Stripe, or the DropTrace extension for the Colis Privé platform, which works with the Client's own session on that platform). The Client must hold the necessary rights and authorisations. DropTrace does not guarantee the availability of an independent external platform, whose changes may temporarily affect some features. DropTrace is neither affiliated with nor approved by Colis Privé.

12. Availability and support

DropTrace uses reasonable means to ensure the availability and reliability of the Service, without guaranteeing that it will never be interrupted or error-free; no numerical availability rate is guaranteed. Interruptions may occur during updates, maintenance or incidents; major maintenance is announced when possible. Support is available at contact@droptrace.eu and from the app.

13. Liability

Each party is liable for its breaches under applicable law. DropTrace cannot be held liable for indirect losses (loss of revenue, loss of data resulting from improper use), for information entered by Users, or for decisions based solely on automated calculations or artificial intelligence results without verification. No limitation applies in case of wilful misconduct or gross negligence, or where prohibited by law.

14. Suspension for legitimate reasons

DropTrace may temporarily suspend an account when necessary to prevent a serious security risk, fraud, unlawful use or a breach of article 3bis. Suspension is proportionate and, where circumstances allow, preceded by notice. Each party may use the legal remedies for termination in case of serious non-performance. The end of the Service does not release the parties from their obligations regarding data, confidentiality and payment.

15. Changes to these Terms

These Terms may be updated; the date and version appear at the top of this page. Substantial changes are notified by email to active Clients before they take effect. Essential conditions accepted for an ongoing commitment (price, term) are not changed during it. The version accepted by each Client is recorded at signup.

16. Governing law, disputes and language

These Terms are governed by Belgian law. Any complaint can be sent to contact@droptrace.eu; the parties first seek an amicable solution. Failing that, any dispute falls under the exclusive jurisdiction of the Belgian courts. These Terms exist in French, Dutch and English; in case of discrepancy, the French version prevails. If a clause were declared invalid, the others would remain applicable.

17. Contact

For any question about these Terms, write to us at contact@droptrace.eu.