Effective October 23, 2026 · Version 2026-10-23

Terms of Service

The agreement between CloudTMS LLC and the carriers that use the CloudTMS web app and CloudTMS Driver mobile app.

1. Who These Terms Are Between

These terms are a contract between CloudTMS LLC, a Wisconsin limited liability company (“CloudTMS”, “we”, “us”), and the motor carrier or other business that signs up (“Customer”, “you”).

The person who clicks “Create Account” confirms they have authority to bind the Customer.

These documents form the agreement, in this order of priority if they conflict:

  1. Any signed order form or written amendment.
  2. The Data Processing Agreement (DPA).
  3. These terms.
  4. The Privacy Policy and Cookie Policy, which describe how we handle personal data.

2. The Service

CloudTMS is web software, plus the CloudTMS Driver mobile app, for trucking carriers. It covers dispatch, loads, billing and invoices, driver settlements, fuel and tolls, IFTA estimates, compliance records and alerts, document storage, and messaging (the “Service”).

Some features read documents for you. For example, the Service can read a rate confirmation you upload and fill in the load fields.

The Service is a software tool. It does not give legal, tax, accounting or compliance advice, and it does not take over any of your duties as a motor carrier or employer.

3. Accounts and Users

  • Your administrator adds users and sets their roles.
  • Each user keeps their own login private. Do not share logins.
  • Two-factor authentication is available for every user. A company admin can require it for admin roles.
  • You are responsible for what happens under your users' logins.
  • Tell us right away at security@cloudtms.io if you think an account was misused.

Customer portal. The customer portal is off for every account until we announce it in the app. Once it is on:

  • You can invite people at your customers, such as brokers and shippers, to see information about their own loads and documents that you choose to share.
  • You decide who is invited and what they see, and you can remove their access at any time. You must have the right to share that information with them.
  • You control the contact details of the people you invite. We handle them for you under the DPA, like the rest of your data.
  • We email invited people only on your instruction. Inviting someone tells us to send the invitation and, while their access is on, the sign-in links they ask for. These emails contain no marketing.
  • Each of these emails includes this line: “Sent by CloudTMS on behalf of [your MC's name], which invited you to its customer portal.”

4. Free Trial

  • New accounts get a 30-day free trial. No card is needed.
  • We email reminders on day 20 and day 27.
  • If you have not picked a paid plan by the end of day 30, the account is locked. You can subscribe at any time to unlock it.
  • Locking does not delete your data. Section 14 explains what we keep and for how long.

5. Price and Billing

Price

  • $149 a month includes up to 10 trucks.
  • Each truck above 10 costs $15 a month.
  • The monthly total never goes above $499.
  • Every feature is included in the price.
  • Examples: 10 trucks = $149. 20 trucks = $299. 34 trucks or more = $499.

What Counts as a Truck

A truck is a power unit marked active in your account, across all of your MCs.

Tax

Prices don't include sales tax. We don't charge sales tax today. If that changes, we'll tell you at least 30 days in advance.

Billing

  • We bill monthly in advance through Stripe, our payment processor.
  • Your plan renews each month until you cancel.
  • Your bill counts your active trucks. We take the count when you subscribe. Once automatic billing updates are on, we also update it when your trucks change, so each bill follows your active truck count on the billing date.
  • Until automatic billing updates are on, adding trucks doesn't raise your bill, unless you switch plans; the switch screen shows the new amount before you confirm. If you remove trucks, email billing@cloudtms.io and we'll lower your bill from your next billing date.

Refunds

We do not refund part-months. If you cancel mid-month, you keep access until the month ends. If we charged you by mistake, such as a double charge, email billing@cloudtms.io within 60 days and we will refund it.

Price Changes

We give at least 30 days' notice by email before a price change takes effect. Customers on an earlier plan keep their current price unless they choose to switch to this plan.

6. Late Payment and Suspension

If a payment fails:

  1. Stripe retries the card.
  2. We email your account's billing admin on day 3 and day 7 after the failed payment.
  3. If the bill is still unpaid on day 10, we suspend access.

Suspension is not deletion. Your data stays in place. Access comes back once the bill is paid.

While suspended, you can still ask for an export of your records at privacy@cloudtms.io. You may need these records for a DOT, IRS or IFTA audit.

7. Your Data

You own your data. Your data means loads, customers, drivers, vehicles, documents, settlements, messages and everything else you or your users put in the Service.

What you let us do with it. You let us host, copy, process and send your data only to run, secure and support the Service for you, and as the DPA allows.

What we do not do.

  • We do not sell your data.
  • We do not use your data to train any model, ours or anyone else's.
  • We do not share one carrier's data with another carrier.

Usage data. We collect data about how the Service is used, such as error reports and request logs. We use it to run and improve the Service. We use only the cookies needed to sign you in and keep your session secure. We don't use analytics or advertising cookies today (see the Cookie Policy).

Each MC is kept separate. Inside your account, each MC is its own separate operation. The Service does not link, pay or bill across MCs. A person who drives for two of your MCs has two driver records.

Export.

  • You can export data to CSV from each module (loads, fuel, tolls, IFTA, compliance, billing, reports) at any time.
  • You can ask for a full export of your account, including uploaded files, at privacy@cloudtms.io. We deliver it within 30 days.

8. Your Compliance Records

You are the record keeper for your DOT, FMCSA, IFTA and IRS records. CloudTMS stores them for you.

Do not delete records that the law requires you to keep. Deleting a record in CloudTMS may remove it permanently.

Section 7 of our Privacy Policy lists common legal minimums. These are minimums, not legal advice. You are responsible for knowing which rules apply to you.

Drug and alcohol records. These are confidential under 49 CFR Part 40. In CloudTMS, only users with the company admin, safety or executive role can see test results. Other users see only whether a result stops a driver from being dispatched. You decide who in your company gets those roles. Our team sees these records only inside a support session, which is logged and ends after at most 8 hours.

9. Figures You Must Check

The Service does math and reads documents for you. It can be wrong. You must review the following before you rely on them.

  • IFTA. IFTA figures are estimates. They depend on the miles, fuel and tax rates in the Service, and the rate table may be out of date. The screen shows when the tax rates were last updated. Check every figure before you file. You file your IFTA return, not us.
  • Rate confirmations. Load fields filled in automatically from a rate confirmation can be wrong or missing. Check the rate, dates, addresses and broker details against the document before you dispatch or invoice.
  • Settlements, deductions and advances. The Service calculates driver and owner-operator pay from your settings and data. You approve every settlement before it is paid. You are responsible for what you pay.
  • 1099s. The Service prepares 1099 figures from your settlement data. You check them, and you file and furnish them. CloudTMS is not your tax preparer.
  • Factoring notices. When you mark an invoice as sent to a factor, the invoice PDF and the invoice email tell your customer that payment is assigned to that factor. They say this only while the assignment is active. Once the invoice is marked as rejected by the factor, they no longer say it. CloudTMS does not withdraw a notice your customer already has. If an assignment ends, tell your customer yourself who to pay.
  • Compliance alerts. Expiry alerts and compliance scores are reminders. They are not a full audit, and a missing alert does not mean you comply.
  • Hours of service. HOS data comes from your ELD provider. Your ELD is the record of duty status, not CloudTMS.

10. Integrations and Third Parties

Some features connect to other companies' services, such as Samsara, Motive, Geotab, QuickBooks Online and FMCSA data. Others work from files those companies give you, such as fuel card and toll statements.

  • They work only while the other company allows and supports them.
  • They can change, slow down or stop without notice to us.
  • Their own terms apply to your use of them.
  • We are not responsible for their services, outages or data.
  • Some integrations are one-way or delayed. For example, fuel card and toll transactions arrive when you import a statement, not live.

The integrations page shows which integrations are live and which work by statement import.

Factoring companies. If you use a factoring company, you authorize CloudTMS to share the invoices, rate confirmations, bills of lading, proof of delivery and related load documents you choose with that factoring company, whether you download a bundle or we send it for you.

11. Acceptable Use

You and your users must not:

  • break any law, including DOT, FMCSA, IRS, privacy, anti-spam and telemarketing laws;
  • try to get into another customer's data or get around the separation between companies or MCs;
  • reverse-engineer, scrape or copy the Service, except where the law allows it;
  • send spam, or use the Service to text or call people without the consent the law requires;
  • upload malware or content you have no right to use;
  • overload or disrupt the Service, including load testing, without our written OK;
  • share logins or resell access.

You are responsible for giving your drivers and staff any notices the law requires, including about location capture and ELD or camera data.

We may suspend access to stop a serious breach or a security threat. Where we can, we will tell you first and give you a chance to fix it.

12. Our Security Commitments

We protect your data with the measures listed in the DPA. They include encryption in transit and at rest, separation between companies and MCs, two-factor authentication, a web application firewall and daily database backups. We do not have a SOC 2 report today.

13. Service Availability

We try to keep the Service available at all times, but we do not promise it will never be down. Maintenance, third-party outages and events outside our control can cause downtime.

14. Cancelling, Closing and What We Keep

You can cancel at any time from the Subscription page in the app (Manage Billing). Cancellation takes effect at the end of the paid month.

We may close your account if you seriously breach these terms and do not fix it within 30 days of notice, or if your bill stays unpaid for 60 days after suspension.

After the account closes:

  1. Read-only export window. For 90 days nothing in your account can be changed, and your admin can still sign in and download an export of your loads, invoices, drivers and trucks. You can also ask us for a full export, including uploaded files, at privacy@cloudtms.io.
  2. What we keep. After the export window we keep your records in storage for up to 7 years after closing, for audits and taxes, unless you ask us to delete them sooner. They are not used for anything else.
  3. Deletion on request. You can ask us in writing to delete your data sooner. We then delete everything that no law requires to be kept, within 30 days of the request.
  4. Legal-minimum records. Records the law requires to be kept (see Section 7 of the Privacy Policy) are kept until their legal minimum ends, then deleted.
  5. Final deletion is a manual purge that we review before and after it runs. It removes the data from our live systems and storage, including earlier file versions. Automatic database backups roll off within 7 days. Snapshots taken before maintenance are deleted within 30 days.

15. Confidentiality

Each side keeps the other's non-public information confidential. Each uses it only for this agreement and protects it at least as carefully as its own. This does not cover information that is public, already known, independently developed or received lawfully from someone else.

16. Ownership and Feedback

We own the Service, including its software, design and brand. You get a limited, non-transferable right to use it while your subscription is active. If you send us ideas or feedback, we may use them without owing you anything.

17. Disclaimers

The Service is provided “as is” and “as available”. To the extent the law allows, we disclaim all implied warranties, including merchantability, fitness for a particular purpose and non-infringement.

We do not promise that the Service is error-free, that calculations are correct for your situation, or that using it makes you compliant with any law.

18. Limit of Liability

To the extent the law allows:

  • Neither side is liable for indirect, incidental, special, consequential or punitive damages, or for lost profits, revenue or data.
  • Each side's total liability under this agreement is limited to the fees you paid us in the 12 months before the event that caused the claim.

19. Indemnity

You will defend us against third-party claims that come from your data, your use of the Service in breach of these terms, or your breach of law. Examples include a driver's claim about pay you approved, or a claim about texts you sent. You will also pay any resulting damages and costs.

We will defend you against third-party claims that the Service, as we provide it, infringes their intellectual property. We will also pay any resulting damages and costs.

The side seeking defense must tell the other promptly and let it control the defense.

20. Governing Law and Disputes

Wisconsin law governs these terms, without regard to conflict-of-law rules. Any dispute goes to the state or federal courts located in Wisconsin. Before suing, each side will try in good faith for 30 days to settle the dispute by talking.

21. Changes to These Terms

  • We may update these terms.
  • For a material change, we show a notice in the app at least 30 days before it takes effect. We may also email your admins.
  • If you do not agree, you can cancel before the change takes effect.
  • If you keep using the Service after the effective date, you accept the new terms.
  • Price changes follow Section 5.

22. General

  • Notices. We send notices to your account admins' email addresses. You send notices to legal@cloudtms.io.
  • Assignment. Neither side may transfer this agreement without the other's consent, except as part of a merger or sale of the business.
  • Events beyond control. Neither side is liable for delays caused by events beyond its reasonable control. This does not cover paying fees.
  • Electronic acceptance. Clicking to accept these terms counts as your signature.
  • Survival. Sections 7, 8, 14 to 20 and any unpaid fees survive the end of the agreement.
  • Whole agreement. This agreement is the whole deal between us on this subject.
  • Severability. If any part is unenforceable, the rest still applies.

23. Contact

CloudTMS LLC, 4220 Courtney Rd, Franksville, WI 53126
legal@cloudtms.io · support@cloudtms.io · privacy@cloudtms.io · security@cloudtms.io