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Nexscan — Mobile Application Terms of Use

Effective Date: 10/1/2026

These Mobile Application Terms of Use ("Mobile Terms") govern your use of the Nexscan mobile application for iOS and Android (the "App"), operated by Verve LLC, a Washington limited liability company ("Nexscan," "we," "us," or "our"). The terms "you" and "user" refer to anyone who installs or uses the App.

The Nexscan Terms of Service, Privacy Policy, and Data Processing Terms also apply to your use of the App and are incorporated into these Mobile Terms by reference. If these Mobile Terms conflict with any of those documents as to the App, these Mobile Terms control. Everything below describes the App as it is built today.

BY INSTALLING OR USING THE APP, YOU AGREE TO THESE MOBILE TERMS. IF YOU DO NOT AGREE, DO NOT USE THE APP.

1. Scope and Relationship to Other Terms

These Mobile Terms cover the App only. The web dashboard is governed by the Terms of Service. Where the Terms of Service describe your account, your fleet, fees, acceptable use, dispute resolution and similar matters, those provisions apply to you as an App user unless these Mobile Terms say otherwise.

2. Do Not Use the App While Driving

Never operate the App while driving or otherwise operating a motor vehicle. Scanning, tagging, reviewing and uploading documents require your attention and your hands. Pull over and stop safely before you use the App. Using a handheld device while driving is illegal in many jurisdictions and may violate your fleet's own policies. Nexscan will not be liable for any claim arising from use of the App while a vehicle is in operation. This section restates Section 3(a) of the Terms of Service.

3. Eligibility and Access

Access is by invitation or approved request only. There is no way to use the App without being a member of a fleet. You get access in one of two ways:

  • Fleet ID request. You enter your fleet's Fleet ID in the App together with your name, email address and phone number. Your request is sent to the fleet owner, who approves or rejects it. Until it is approved, you have no access to any fleet data.
  • Invitation. A fleet owner invites you by email to an office role. You redeem the invitation on the Nexscan website using the email address it was sent to.

Creating a login (an email address and password) in the App does not by itself grant access to anything. A login that is never approved into a fleet can see no documents and upload nothing. The fleet owner decides who is in the fleet and what role each member holds.

You must be at least 18 years of age to use the App. By using it you represent that you are 18 or older, that the information you gave in your join request is accurate, and that you are authorized by the fleet to act on its behalf.

4. License Grant

Subject to your compliance with these Mobile Terms, Nexscan grants you a limited, non-exclusive, non-transferable, revocable license to install and use the App on a mobile device that you own or control, solely to capture and upload documents for the fleet that admitted you, and solely as permitted by the usage rules of the app store from which you obtained the App. This license does not include any right to copy, modify, distribute, sell, sublicense, reverse engineer, decompile or create derivative works of the App, or to remove any proprietary notice from it.

5. Device Permissions

The App asks for exactly two permissions, each for one purpose:

  • Camera — to scan paper documents. The App uses the device's built-in document scanner (Apple VisionKit on iOS, Google ML Kit on Android) to detect edges, crop and straighten each page. Camera access is used only while you are scanning.
  • Photo library — to let you choose an existing photo of a document from your device instead of scanning it. The App shows you the system picker and receives only the file you select. It never browses, indexes or uploads your photo library.

On Android the App additionally declares network access, which every connected app needs to upload, and vibration, used for haptic feedback when a scan completes. Neither gives the App access to any of your data.

The App does not collect location data. It does not request location, microphone, contacts, calendar, health, Bluetooth or advertising-identifier permissions, and it does not request permission to track you across other apps or websites.

6. No Advertising, No Analytics

  • The App contains no advertising and will not show you advertisements.
  • We do not sell, rent or share your personal information or your documents with anyone for marketing, and we do not market third-party products to you through the App.
  • The App contains no analytics, attribution or crash-reporting software. We do not record which screens you view or which features you use.
  • The only device data we record is a short description of your device model and operating system version, together with the App version, captured once alongside your acceptance of the Terms so that we can show which version of the terms you agreed to and on what kind of device.

7. Capturing and Uploading Documents

  • Every document you upload is filed under one of seven fixed tags: POD, Fuel Receipts, Scale Tickets, Customs Documents, Repair Invoices, Safety / DVIR, and Other Expenses. You choose the tag before you scan.
  • You may enter a load number with each document. Documents are never merged across tags; the load number is what groups the paperwork for one load together.
  • Multi-page scans are compiled into a single PDF on your device before upload.
  • After a successful upload the App shows a confirmation code. The code is a receipt, not an access key. It proves that a particular upload happened and lets the office find it; it does not grant anyone access to the document.

8. Offline Queue and Upload Timing

  • If your device has no connectivity when you submit a document, or an upload fails because of a network problem, the App stores the compiled document on your device in an upload queue and tries again later.
  • The queue uploads only while the App is open. It retries when connectivity returns or when you bring the App to the foreground. If the App is closed, queued documents wait until you open it again. Queued documents survive restarting the App, but pages you have scanned and not yet submitted do not.
  • We make no guarantee about when a queued document will upload. A document in the queue exists nowhere but on your phone. If the device is lost, stolen, damaged, reset or the App is uninstalled before the upload completes, the document is gone and Nexscan has no copy of it.
  • You are responsible for confirming that each document shows as uploaded (with a confirmation code) before you treat it as delivered to your fleet, and for keeping the paper original until it does.
  • The queue may upload over a cellular connection as well as Wi-Fi.

9. Network Charges

The App uses your device's own internet connection to upload documents and to sign you in. Any data, roaming or other charges from your mobile carrier are between you and your carrier. Nexscan does not reimburse them.

10. Updates

The App and the web dashboard share one database. When we change that database, an out-of-date App may fail to upload documents, show incomplete information, or stop working until it is updated. You agree to install App updates promptly when your app store makes them available. We may stop supporting versions of the App that are no longer compatible.

11. Who Can See What

  • Drivers see only their own uploads. Within the App, a driver's document list contains only the documents that driver uploaded. This is enforced in our database, not merely hidden in the App.
  • The fleet owner and the office roles the owner assigns (admin, dispatcher, accountant, viewer) see the fleet's documents on the web dashboard according to their role.
  • Office notes are never shown to drivers. The office may attach notes to a document on the web dashboard; the App does not read or display them.
  • Drivers cannot edit document information after upload. Changes to a document's tag or load number are made by office roles on the dashboard, and every such change is recorded in an audit log with the user who made it and the time.

12. Ownership and Control of Documents

  • Documents you upload belong to the fleet, not to you individually. You upload them on the fleet's behalf as its driver or staff member. The fleet owner controls how long they are kept and when they are deleted, and may export them at any time.
  • Short undo window. For 15 minutes after a document is uploaded, you may delete it from within the App to correct a bad scan. This deletion is immediate and cannot be undone by anyone. After 15 minutes the App offers no delete option.
  • Office deletion and the bin. Fleet owners and administrators may delete documents from the web dashboard. Those documents are held for 30 days, during which they can be restored, and are then permanently removed.
  • On termination of the fleet's account, or on the fleet owner's written request, documents and account data are deleted without undue delay, and in any event within 30 days, except where we are required by law to retain them.
  • You retain whatever rights you have in the content of the underlying paper documents. By uploading, you grant Nexscan the limited license described in Section 4.1 of the Terms of Service, so that we can store and display the documents for your fleet.

13. Not a Compliance System

Nexscan is a document capture and organization tool. It is not a compliance system.

  • Nexscan is not an Electronic Logging Device (ELD) and does not record driving time, duty status or vehicle data.
  • Nexscan is not an Hours of Service (HOS) system and does not calculate, track or report hours of service.
  • Nexscan is not a system of record for any retention requirement imposed by the U.S. Department of Transportation, the Federal Motor Carrier Safety Administration, U.S. Customs and Border Protection, the Internal Revenue Service, any state agency, or any other regulator. Storing a document in Nexscan does not satisfy any legal obligation to retain that document, and deletion from Nexscan (by you, by your fleet, or on termination) may occur regardless of any retention period that applies to you.
  • Nexscan does not verify, read, or check the content of your documents for completeness or regulatory accuracy.

You and your fleet remain solely responsible for your own compliance recordkeeping, including keeping originals or compliant copies for as long as the law requires.

14. Acceptable Use

You agree not to use the App in violation of Section 3 of the Terms of Service. In particular you will not: upload content that is unlawful or that you do not have the right to upload; attempt to access another fleet's or another user's data; attempt to bypass the App's or the database's access controls; share your login with anyone else; or use automated tools to interact with the App or our servers. A violation is grounds for immediate removal of your access.

15. Intellectual Property

The App, including its software, design, text, graphics and the Nexscan name and logo, is the property of Verve LLC and is protected by copyright, trademark and other intellectual-property laws. Nothing in these Mobile Terms transfers any ownership interest in the App to you. Copyright complaints about material stored through the Services, and our designated agent for them, are governed by Section 17 of the Terms of Service.

16. Apple-Specific Terms

If you obtained the App from the Apple App Store, the following terms also apply and are required by Apple:

  • Acknowledgement. These Mobile Terms are between you and Verve LLC only, not with Apple Inc. ("Apple"). Verve LLC, not Apple, is solely responsible for the App and its content. Apple is not responsible for the App or its content.
  • Scope of license. The license granted in Section 4 is limited to a non-transferable license to use the App on any Apple-branded products that you own or control, as permitted by the Usage Rules set out in the Apple Media Services Terms and Conditions, except that the App may be accessed and used by other accounts associated with you via Family Sharing or volume purchasing.
  • Maintenance and support. Verve LLC is solely responsible for providing any maintenance and support for the App. Apple has no obligation whatsoever to furnish any maintenance or support services for the App.
  • Warranty. Verve LLC is solely responsible for any product warranties, whether express or implied by law, to the extent not effectively disclaimed. In the event of any failure of the App to conform to any applicable warranty, you may notify Apple, and Apple will refund the purchase price for the App to you (if any was paid). To the maximum extent permitted by applicable law, Apple will have no other warranty obligation whatsoever with respect to the App, and any other claims, losses, liabilities, damages, costs or expenses attributable to any failure to conform to any warranty are the sole responsibility of Verve LLC.
  • Product claims. Verve LLC, not Apple, is responsible for addressing any claims by you or any third party relating to the App or your possession and/or use of the App, including: (i) product liability claims; (ii) any claim that the App fails to conform to any applicable legal or regulatory requirement; and (iii) claims arising under consumer protection, privacy, or similar legislation.
  • Intellectual property rights. In the event of any third-party claim that the App or your possession and use of the App infringes that third party's intellectual property rights, Verve LLC, not Apple, is solely responsible for the investigation, defense, settlement and discharge of any such claim.
  • Legal compliance. You represent and warrant that (i) you are not located in a country that is subject to a U.S. Government embargo, or that has been designated by the U.S. Government as a "terrorist supporting" country; and (ii) you are not listed on any U.S. Government list of prohibited or restricted parties.
  • Developer contact. Questions, complaints or claims regarding the App should be directed to Verve LLC at support@nexscan.app.
  • Third-party terms. You must comply with applicable third-party terms of agreement when using the App, including your wireless data service agreement.
  • Third-party beneficiary. Apple and Apple's subsidiaries are third-party beneficiaries of these Mobile Terms. Upon your acceptance of these Mobile Terms, Apple will have the right (and will be deemed to have accepted the right) to enforce these Mobile Terms against you as a third-party beneficiary.

If you obtained the App from Google Play, you must also comply with the Google Play Terms of Service, and Google is likewise not a party to these Mobile Terms and is not responsible for the App.

17. Disclaimer of Warranties

THE APP IS PROVIDED "AS IS" AND "AS AVAILABLE" WITHOUT WARRANTIES OF ANY KIND, EITHER EXPRESS OR IMPLIED, INCLUDING BUT NOT LIMITED TO IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, AND NON-INFRINGEMENT.

VERVE LLC DOES NOT WARRANT THAT THE APP WILL BE UNINTERRUPTED, TIMELY, SECURE OR ERROR-FREE; THAT ANY DOCUMENT WILL UPLOAD AT ANY PARTICULAR TIME OR AT ALL; THAT SCANS WILL BE LEGIBLE OR COMPLETE; OR THAT THE APP WILL MEET ANY REGULATORY RETENTION OR RECORDKEEPING REQUIREMENT. YOU USE THE APP AT YOUR OWN RISK.

18. Limitation of Liability

TO THE FULLEST EXTENT PERMITTED BY APPLICABLE LAW, VERVE LLC AND ITS OFFICERS, DIRECTORS, EMPLOYEES, AGENTS, AND AFFILIATES WILL NOT BE LIABLE TO YOU OR ANY THIRD PARTY FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES; ANY LOSS OF PROFITS, REVENUE, DATA, GOODWILL, OR BUSINESS OPPORTUNITY; ANY LOSS OF A DOCUMENT THAT WAS NOT YET UPLOADED; ANY REGULATORY PENALTY ARISING FROM RELIANCE ON THE APP AS A RECORDKEEPING SYSTEM; OR ANY DAMAGES ARISING FROM YOUR USE OF OR INABILITY TO USE THE APP.

IN NO EVENT SHALL THE TOTAL LIABILITY OF VERVE LLC EXCEED THE GREATER OF (i) THE AMOUNT YOU PAID TO NEXSCAN IN THE TWELVE (12) MONTHS PRECEDING THE CLAIM OR (ii) ONE HUNDRED UNITED STATES DOLLARS ($100.00). THIS LIMIT IS THE SAME AS, AND NOT IN ADDITION TO, THE LIMIT IN SECTION 10 OF THE TERMS OF SERVICE.

19. Termination

  • By your fleet. The fleet owner may remove your access at any time, with or without cause, by removing you from the fleet or disabling your account. Nexscan does not review or mediate that decision. Once removed or disabled, you can no longer sign in to any fleet data, and any documents still in your offline queue cannot be uploaded.
  • By Nexscan. We may suspend or terminate your access to the App at any time for violation of these Mobile Terms or the Terms of Service, at the direction of your fleet owner, or if we discontinue the App.
  • By you. You may stop using the App at any time by uninstalling it. Uninstalling deletes any documents still in the offline queue on that device.
  • Effect. Documents you already uploaded remain the fleet's and are unaffected by your removal. Sections 12, 13, 15, 17, 18, and 20 survive termination.

20. Governing Law and Dispute Resolution

These Mobile Terms are governed by and construed in accordance with the laws of the State of Washington, without regard to its conflict of law provisions. Any dispute arising from or relating to these Mobile Terms or the App shall be resolved in accordance with Section 13 of the Terms of Service: binding arbitration administered by JAMS under its Streamlined Arbitration Rules, conducted by a single arbitrator in Bellingham, Washington, on an individual basis only and not as a class, consolidated or representative action, with the same exceptions for injunctive relief and regulatory complaints, and the same one-year limitation period.

21. Changes to These Mobile Terms

We may revise these Mobile Terms from time to time. We will notify you of material changes through the App or by email at least 30 days before they take effect. Your continued use of the App after the revised Mobile Terms become effective constitutes your acceptance of them. If you do not agree, stop using the App before they take effect.

22. Contact

Questions about these Mobile Terms:

Verve LLC Email: support@nexscan.app

Last updated: 10/1/2026