AXLEO SYSTEMS LIMITED — Last updated: 10 June 2026
1. Introduction
These Terms of Service ("Terms") govern your use of the axleo platform, website, and related services ("Services") provided by AXLEO SYSTEMS LIMITED ("axleo", "we", "us", "our"), registered in England and Wales under company number 17109512, registered office at 41 Oxford Road, Calne, United Kingdom, SN11 8AD.
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 info@axleosystems.com 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
- Integration with the Customer's phone system to ingest call recordings for processing
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. AI models used by the Platform are pre-trained and are not modified or retrained using Customer data; 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 usage data (such as feature adoption and platform activity, from which no individual, dealership, or call content can be identified) to benchmark performance and inform product decisions. This data is never used to train or retrain AI models, and 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 LIMITED
41 Oxford Road, Calne, United Kingdom, SN11 8AD
Email: info@axleosystems.com
Privacy matters: privacy@axleosystems.com
Website: axleosystems.co.uk