Nexscan — Terms of Service

Effective Date: 10/1/2026

These Terms of Service ("Terms") apply to the mobile application, web dashboard, and related services (collectively, the "Services") operated by Verve LLC, a Washington limited liability company ("Nexscan," "we," "us," or "our"). The terms "you" and "user" refer to anyone who accesses or uses the Services, including fleet owners, administrators, drivers, and other authorized personnel.

Please read these Terms carefully before using the Services.

BY ACCESSING OR USING THE SERVICES, YOU AFFIRM THAT:

You have read and understand these Terms;
You agree to and will comply with these Terms;
You are at least 18 years of age and legally competent to enter into a binding agreement; and
If you are using the Services on behalf of a company or fleet, you have the authority to bind that organization to these Terms.

IF YOU DO NOT AGREE TO THESE TERMS, DO NOT USE THE SERVICES.

1. Overview of the Services

Nexscan provides a fleet document scanning and management platform consisting of:

(a) Nexscan Mobile App — A mobile application that allows authorized drivers and fleet personnel to scan, photograph, tag, and upload fleet documents. Every document is filed under one of seven fixed tags: POD, Fuel Receipts, Scale Tickets, Customs Documents, Repair Invoices, Safety / DVIR, and Other Expenses. The paperwork captured under those tags may include proofs of delivery, bills of lading, customs forms, scale tickets, fuel receipts, repair invoices, driver vehicle inspection reports, and other business documents.

(b) Nexscan Web Dashboard — A web-based platform that allows fleet owners, administrators, and authorized staff to view, search, organize, and manage scanned documents, manage fleet members, and administer fleet settings.

Nexscan is a document capture and management tool only. Nexscan does not provide Electronic Logging Device (ELD) services, telematics, fleet tracking, load management, navigation, or compliance monitoring. Users remain solely responsible for compliance with all applicable federal, state, and local regulations, including but not limited to FMCSA regulations.

2. Account Registration and Fleet Management

2.1 Fleet Owner Accounts

To use the Services, a fleet owner or authorized representative must register for an account by providing accurate and complete information, including a valid email address and password. Upon registration, a unique Fleet ID will be generated for your fleet.

You are responsible for:

Maintaining the confidentiality of your account credentials;
All activity that occurs under your account;
Keeping your registration information accurate and current; and
Ensuring that only authorized individuals access your fleet's account and data.

2.2 Driver and Staff Access

Fleet owners may authorize drivers and other personnel to access the Services. Drivers and staff may request to join a fleet by providing the Fleet ID along with their name, email address, and phone number. All join requests are subject to approval by the fleet owner or an authorized administrator.

By submitting a join request, the requesting individual agrees to these Terms and represents that they are authorized by the fleet to use the Services.

2.3 Roles and Permissions

The Services support multiple user roles with different levels of access:

Owner: Full access to all fleet documents, team management, billing, and settings.
Admin: Access to all fleet documents and team management; no billing access.
Driver: Access to scan and upload documents; can only view their own uploaded documents.
Viewer: Read-only access to fleet documents.

Fleet owners are responsible for assigning appropriate roles and managing team member access. Nexscan is not responsible for any unauthorized access resulting from improper role assignment or failure to remove terminated personnel.

3. Acceptable Use

You agree to use the Services only for lawful purposes and in accordance with these Terms. You agree NOT to:

(a) Use the Services while operating a motor vehicle. Actively using the Nexscan mobile application while driving is dangerous and may be illegal. Nexscan will not be liable for any claims arising from use of the Services while operating a vehicle.

(b) Upload, transmit, or store any content that is unlawful, harmful, threatening, defamatory, obscene, or otherwise objectionable;

(c) Attempt to gain unauthorized access to the Services, other users' accounts, or any computer systems or networks connected to the Services;

(d) Use the Services to collect, store, or transmit personal information about other users without their consent;

(e) Interfere with or disrupt the Services or servers or networks connected to the Services;

(f) Reverse engineer, decompile, disassemble, or otherwise attempt to derive the source code of the Services;

(g) Use the Services for any purpose that competes with Nexscan;

(h) Share account credentials with unauthorized individuals;

(i) Upload any material containing viruses, malware, or any other harmful code;

(j) Use automated systems, bots, scrapers, or similar tools to access the Services;

(k) Circumvent, disable, or otherwise interfere with any security features of the Services; or

(l) Use the Services in any manner that could damage, disable, overburden, or impair the Services.

A violation of any of the above is grounds for immediate termination of your access to the Services.

4. Document Scanning and Data

4.1 Your Documents

You retain all ownership rights to the documents you scan, upload, and store through the Services ("Your Documents"). By using the Services, you grant Nexscan a limited, non-exclusive license to store, process, display, and transmit Your Documents solely for the purpose of providing the Services to you and your authorized fleet members.

4.2 Document Storage and Security

Nexscan stores Your Documents using industry-standard cloud infrastructure with encryption at rest and in transit. Access to Your Documents is restricted through role-based access controls as described in Section 2.3.

Nexscan does not access, review, or use the content of Your Documents for any purpose other than providing the Services, unless required by law or with your explicit consent.

4.3 Reserved

This section is intentionally left blank. Nexscan does not send the content of Your Documents to any artificial-intelligence or text-extraction vendor.

4.4 Data Retention

Your Documents will be retained for as long as your fleet's account is active. Fleet owners and administrators may delete individual documents at any time; deleted documents are held for 30 days, during which they can be restored, and are then permanently removed. Upon account termination, or on the fleet owner's written request, Nexscan will delete Your Documents and account data without undue delay, and in any event within 30 days, except where we are required by law to retain them. Export Your Documents from the web dashboard before termination if you need a copy.

4.5 Offline Functionality

The mobile application may allow you to scan documents while your device is offline. Documents scanned offline are stored locally on your device and will be uploaded to the Services when an internet connection is re-established. Nexscan is not responsible for any loss of locally stored documents due to device failure, theft, loss, or damage before upload is completed.

5. Privacy and Data Protection

Nexscan takes the privacy of its users seriously. Our collection and use of personal information is governed by our Privacy Policy, which is incorporated into these Terms by reference.

Our processing of fleet document data on a fleet owner's behalf is governed by our Data Processing Terms, which are incorporated into these Terms by reference.

By using the Services, you consent to the collection, use, and sharing of your information as described in the Privacy Policy.

Nexscan reserves the right to monitor usage of the Services to ensure compliance with these Terms and to improve the Services, in accordance with the Privacy Policy and applicable law.

6. Fees and Payment

6.1 Pricing

Nexscan offers subscription-based pricing for fleet owners. Current pricing is provided to fleet owners before any subscription begins. Nexscan reserves the right to change pricing with at least 30 days' advance notice to affected users.

6.2 Free Trial

Nexscan may offer a free trial period. At the end of the trial, your subscription will not automatically convert to a paid plan — you must actively subscribe to continue using the Services.

6.3 Payment

When paid plans begin, fees will be billed in advance on a monthly basis and payment will be processed through a third-party payment processor. No payment processor is connected while the Services are free. You agree to provide accurate and complete billing information and to promptly update such information as needed.

6.4 Refunds

Fees are non-refundable except as required by applicable law. If you cancel your subscription, you will retain access to the Services until the end of your current billing period.

6.5 Driver Access

Individual drivers do not pay fees to use the Services. All fees are the responsibility of the fleet owner.

7. Intellectual Property

7.1 Nexscan's Property

The Services, including all software, designs, text, graphics, interfaces, and the underlying code, are the property of Verve LLC and are protected by copyright, trademark, and other intellectual property laws.

The Nexscan name, logo, and all related marks are trademarks of Verve LLC. You may not use these marks without our prior written permission.

7.2 Limited License

Subject to your compliance with these Terms, Nexscan grants you a limited, non-exclusive, non-transferable, revocable license to access and use the Services for your internal business purposes. This license does not include the right to:

Modify, copy, or create derivative works based on the Services;
Sublicense, sell, resell, or distribute the Services;
Use the Services to build a competing product or service; or
Remove any proprietary notices or labels from the Services.

8. Third-Party Services

The Services may integrate with or contain links to third-party services. Nexscan is not responsible for the content, functionality, or practices of any third-party services. Your use of third-party services is governed by their respective terms and policies.

9. Disclaimer of Warranties

THE SERVICES ARE 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.

NEXSCAN DOES NOT WARRANT THAT:

THE SERVICES WILL BE UNINTERRUPTED, TIMELY, SECURE, OR ERROR-FREE;
THE RESULTS OBTAINED FROM THE SERVICES WILL BE ACCURATE OR RELIABLE;
ANY ERRORS IN THE SERVICES WILL BE CORRECTED; OR
THE SERVICES WILL MEET YOUR SPECIFIC REQUIREMENTS.

YOU USE THE SERVICES AT YOUR OWN RISK. NEXSCAN IS NOT RESPONSIBLE FOR ANY DECISIONS MADE OR ACTIONS TAKEN BASED ON INFORMATION PROVIDED THROUGH THE SERVICES.

10. Limitation of Liability

TO THE FULLEST EXTENT PERMITTED BY APPLICABLE LAW, VERVE LLC AND ITS OFFICERS, DIRECTORS, EMPLOYEES, AGENTS, AND AFFILIATES (THE "NEXSCAN PARTIES") WILL NOT BE LIABLE TO YOU OR ANY THIRD PARTY FOR:

(a) ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES;

(b) ANY LOSS OF PROFITS, REVENUE, DATA, GOODWILL, OR BUSINESS OPPORTUNITY;

(d) ANY DAMAGES ARISING FROM UNAUTHORIZED ACCESS TO OR ALTERATION OF YOUR DATA OR DOCUMENTS.

IN NO EVENT SHALL THE TOTAL LIABILITY OF THE NEXSCAN PARTIES 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).

11. Indemnification

You agree to indemnify, defend, and hold harmless the Nexscan Parties from and against any claims, liabilities, damages, losses, and expenses (including reasonable attorneys' fees) arising out of or in any way connected with:

(a) Your access to or use of the Services; (b) Your violation of these Terms; (c) Your violation of any third-party right, including any intellectual property or privacy right; (d) Any content you upload or transmit through the Services; or (e) Your violation of any applicable law or regulation.

12. Termination

12.1 By You

You may terminate your account at any time by contacting us at support@nexscan.app or through the account settings in the web dashboard.

12.2 By Nexscan

Nexscan reserves the right to suspend or terminate your account and access to the Services at any time, with or without cause, including but not limited to:

Violation of these Terms;
Non-payment of fees;
At the direction of the fleet owner (for driver and staff accounts); or
Discontinuation of the Services.

12.3 Effect of Termination

Upon termination:

Your right to access the Services will immediately cease;
Nexscan will delete Your Documents and account data without undue delay, and in any event within 30 days, except where we are required by law to retain them (see Section 4.4);
Any fees owed prior to termination remain payable; and
Provisions of these Terms that by their nature should survive termination will survive, including Sections 7, 9, 10, 11, and 13.

13. Dispute Resolution

13.1 Governing Law

These Terms are governed by and construed in accordance with the laws of the State of WASHINGTON, without regard to its conflict of law provisions.

13.2 Arbitration

Any dispute arising from or relating to these Terms or the Services shall be resolved through binding arbitration administered by JAMS in accordance with its Streamlined Arbitration Rules then in effect. The arbitration shall be conducted by a single arbitrator and shall take place in BELLINGHAM, WASHINGTON.

13.3 Class Action Waiver

YOU AND NEXSCAN AGREE THAT ANY DISPUTE RESOLUTION PROCEEDINGS WILL BE CONDUCTED ONLY ON AN INDIVIDUAL BASIS AND NOT IN A CLASS, CONSOLIDATED, OR REPRESENTATIVE ACTION. You waive your right to participate in a class action lawsuit or class-wide arbitration.

13.4 Exceptions

Nothing in this section prevents either party from seeking injunctive relief in a court of competent jurisdiction to prevent irreparable harm, or from filing a complaint with an applicable regulatory agency.

13.5 Time Limitation

Any cause of action arising out of or related to the Services must be commenced within one (1) year after the cause of action accrues; otherwise, such cause of action is permanently barred.

14. Modifications to Terms

Nexscan may revise these Terms from time to time. We will notify you of material changes by email or through the Services at least 30 days before the changes take effect. Your continued use of the Services after the revised Terms become effective constitutes your acceptance of the revised Terms.

If you do not agree to the revised Terms, you must stop using the Services before they take effect.

15. General Provisions

Entire Agreement. These Terms (including the Copyright Policy in Section 17), together with the Privacy Policy, the Data Processing Terms, and the Mobile Application Terms of Use, constitute the entire agreement between you and Nexscan regarding the Services and supersede all prior agreements and understandings.

Severability. If any provision of these Terms is found to be unenforceable or invalid, that provision will be limited or eliminated to the minimum extent necessary, and the remaining provisions will remain in full force and effect.

Waiver. The failure of Nexscan to enforce any right or provision of these Terms will not be deemed a waiver of such right or provision.

Assignment. You may not assign or transfer these Terms or your rights under these Terms without Nexscan's prior written consent. Nexscan may assign these Terms without restriction.

Force Majeure. Nexscan will not be liable for any failure or delay in performance resulting from causes beyond its reasonable control, including but not limited to acts of God, natural disasters, pandemic, war, terrorism, labor disputes, power failures, internet or telecommunications failures, or government actions.

Independent Contractors. Nothing in these Terms creates a partnership, joint venture, employment, or agency relationship between you and Nexscan.

Notices. Nexscan may provide notices to you via email, through the Services, or by posting on the Nexscan website. You may send notices to Nexscan at support@nexscan.app.

App Store Terms. If you download the Nexscan mobile application from the Apple App Store or Google Play Store:

These Terms are between you and Verve LLC, not the app store operator;
The app store operator has no obligation to provide maintenance, support, or warranty for the application;
The app store operator is not responsible for any claims related to the application; and
You must comply with all applicable app store terms of service.

The Mobile Application Terms of Use contain the full app-store terms, including those required by Apple, and control over this paragraph for the mobile application.

16. Contact Information

If you have any questions about these Terms, please contact us at:

Verve LLC Email: support@nexscan.app

17. Copyright Policy and Designated Agent

Verve LLC respects the intellectual property of others and expects users of the Services to do the same. We respond to notices of alleged copyright infringement that comply with the Digital Millennium Copyright Act, 17 U.S.C. § 512.

17.1 Takedown Notices

If you believe that material stored through the Services infringes your copyright, send a written notice to our designated agent (Section 17.4) containing all of the following, as required by 17 U.S.C. § 512(c)(3):

A physical or electronic signature of the copyright owner or a person authorized to act on the owner's behalf;
Identification of the copyrighted work claimed to have been infringed, or, if multiple works are covered by one notice, a representative list of those works;
Identification of the material claimed to be infringing, with information reasonably sufficient to permit us to locate it (for example, the fleet, document tag, load number, and upload date);
Information reasonably sufficient to permit us to contact you, such as an address, telephone number, and email address;
A statement that you have a good-faith belief that use of the material in the manner complained of is not authorized by the copyright owner, its agent, or the law; and
A statement that the information in the notice is accurate, and under penalty of perjury, that you are authorized to act on behalf of the owner of an exclusive right that is allegedly infringed.

On receipt of a compliant notice we will remove or disable access to the material and notify the fleet owner whose account stored it.

17.2 Counter-Notification

If you believe material you stored was removed by mistake or misidentification, you may send a counter-notification to the designated agent under 17 U.S.C. § 512(g) containing: your physical or electronic signature; identification of the material removed and where it appeared before removal; a statement under penalty of perjury that you have a good-faith belief the material was removed as a result of mistake or misidentification; and your name, address, and telephone number, together with a statement that you consent to the jurisdiction of the federal district court for the judicial district in which your address is located (or, if outside the United States, any judicial district in which Verve LLC may be found) and that you will accept service of process from the person who provided the original notice. If we receive a compliant counter-notification we will forward it to the original complainant and may restore the material in not less than 10 and not more than 14 business days unless the complainant notifies us that it has filed an action seeking a court order.

17.3 Repeat Infringers

We may terminate the accounts of users who are determined to be repeat infringers, and may terminate any account in appropriate circumstances at our discretion.

17.4 Designated Agent

Verve LLC — DMCA Designated Agent Email: support@nexscan.app Postal address: [DESIGNATED AGENT ADDRESS]

Last updated: 10/1/2026