Fleet Network Admission and Compliance Declaration

1. Function of this Declaration

This Declaration applies to any fleet business, courier company, transport operator, dispatch business, logistics provider or other business entity admitted to the ShipSherpa platform as a fleet-side fulfilment partner.

Its purpose is to record the operational, legal and compliance basis on which ShipSherpa permits a fleet partner to source, accept, allocate and complete ShipSherpa-originated work through a fleet account.

This Declaration supplements and forms part of the wider contractual framework between ShipSherpa and the fleet partner, including any fleet operator terms, driver terms, customer-facing terms, operational policies, pricing schedules and marketplace integrity rules.

By accepting this Declaration or continuing to operate through a ShipSherpa fleet account, the fleet partner confirms that it understands and agrees to the obligations set out below.

2. Admission to the ShipSherpa Fleet Network

ShipSherpa permits fleet participation only on the basis that the fleet partner operates as an independent business undertaking with genuine control over its own drivers, vehicles, staff, subcontractors and internal compliance systems.

Admission to the fleet network is conditional on the fleet partner being able to demonstrate that it can:

lawfully perform transport work
maintain accurate driver and vehicle records
keep all performing drivers visible within the platform
operate without hidden brokering or undisclosed pass-through allocation
comply with customer-specific service requirements
respond promptly to operational and compliance issues
maintain adequate insurance and legal permissions
support claims, investigations and audit requests when required

ShipSherpa may suspend or revoke fleet access where it no longer has confidence in the fleet partner's operational integrity, compliance standards or account transparency.

3. Core Fleet Undertaking

The fleet partner undertakes that all ShipSherpa-originated work accepted through its account will be handled:

lawfully
safely
professionally
transparently
through a visible and auditable fulfilment chain
in a way that protects customer confidence and platform integrity

The fleet partner must ensure that every person acting through its account understands that ShipSherpa work is subject to platform controls, evidence requirements, customer service standards and compliance obligations.

4. Full Traceability of the Performing Resource

The fleet partner must ensure that every ShipSherpa job is assigned only to a driver and vehicle that are correctly identified within the platform.

For each accepted job, the fleet partner must ensure that:

the correct driver identity is recorded
the correct vehicle details are recorded
the allocated resource is actually the one performing the work
the driver is visible within the approved fleet account structure
the job is not passed into an unseen fulfilment chain
the customer-facing and platform-facing record remains accurate throughout execution

Where the fleet principal performs the work personally, that fact must also be recorded using the correct details.

ShipSherpa relies on this visibility for dispatch control, customer communication, claims defence, insurer routing, fraud prevention and payment validation.

5. No Hidden Brokering, Off-Platform Reassignment or Unauthorised Subcontracting

A fleet partner must not re-broker, pass on, reassign, sell, delegate or otherwise transfer ShipSherpa work to any person or entity outside the approved and recorded fleet structure.

Without limitation, the fleet partner must not allocate work to:

drivers not registered under its fleet account
unapproved third-party fleets
unapproved dispatch businesses
unrecorded substitute drivers
unknown vehicle operators
off-platform subcontract chains
any fulfilment resource not visible and properly attributed inside the platform

Any hidden or unauthorised reallocation is a material breach of this Declaration.

Where such conduct occurs, ShipSherpa may:

refuse or reduce payment
withhold settlement pending investigation
recover resulting customer losses
suspend or terminate the fleet account
pursue indemnity recovery and other legal remedies

6. Fleet Responsibility for Driver Conduct and Service Performance

The fleet partner is responsible for the acts, omissions, service quality, compliance position and platform behaviour of every driver, substitute, contractor, staff member or agent operating through its account.

The fleet partner must ensure that its allocated drivers:

act professionally with customers, recipients and site staff
comply with lawful delivery and site instructions
follow customer-specific requirements attached to the job
use the platform correctly throughout execution
maintain the integrity of tracking, status and POD workflows
escalate issues promptly where service completion is at risk

Any failure by an allocated driver is treated for contractual purposes as a failure by the fleet partner.

7. Customer-Specific Service Rules

Where a job contains customer-specific requirements, the fleet partner must ensure that they are properly reviewed, understood and followed.

These may include:

delivery windows
live tracking obligations
proof-of-delivery requirements
site access rules
induction requirements
manual handling restrictions
vehicle-type restrictions
specialist handling instructions
paperwork requirements
compliance protocols attached to the route

If the fleet partner accepts a job subject to such requirements, it takes responsibility for performing the work in accordance with those requirements.

Where service falls materially below the booked standard because such requirements were not followed, ShipSherpa may adjust or withhold payment and may take account action.

8. Platform Discipline as a Condition of Payment

ShipSherpa pays on the basis not only of route completion but also of reliable platform evidence and correct workflow use.

Full settlement is therefore conditional on both:

proper performance of the job; and
proper use of the platform during that job.

ShipSherpa may reduce, delay, withhold or refuse payment where the fleet partner or its allocated driver has failed to comply with this Declaration, the fleet terms, the driver terms or applicable platform controls.

Examples include:

inactive or missing tracking during an active job
use of the wrong driver identity
use of the wrong vehicle
incomplete or defective POD
failure to follow customer-specific instructions
unauthorised subcontracting
inaccurate status updates
misuse of job workflow prompts
conduct causing customer refund, credit, chargeback or claims exposure

Any such payment response is a commercial verification and risk-control measure and does not imply an employment-style supervisory relationship.

9. Legal, Regulatory and Employment Responsibility Sits with the Fleet Partner

The fleet partner remains wholly responsible for:

employment status of its personnel
worker, payroll and tax obligations
right-to-work compliance
National Insurance and PAYE obligations where applicable
driver hours, rest and fatigue compliance
vehicle legality
operator licensing where required
transport compliance
health and safety obligations
disciplinary and management decisions affecting its own personnel

Nothing in this Declaration transfers those responsibilities to ShipSherpa.

The fleet partner must not present ShipSherpa as the employer, principal workforce manager or payroll provider for its drivers, staff or substitutes.

10. Mandatory Fleet Documentation and Ongoing Validity

The fleet partner must provide and maintain all documentation reasonably required by ShipSherpa in order to verify legal and operational suitability.

This may include:

hire and reward insurance
goods in transit insurance
public liability insurance
employer's liability insurance where legally required
company registration details
director details
VAT details where applicable
operator licence material where relevant
any additional compliance documents reasonably requested

The fleet partner warrants that all such documents are:

authentic
current
accurate
kept valid throughout participation
updated before expiry

ShipSherpa may suspend the fleet account immediately if required documentation expires, is missing, appears unreliable or is not refreshed on request.

11. Vehicle Control and Fleet Safety Systems

The fleet partner must ensure that all vehicles used for ShipSherpa work are at all times:

roadworthy
lawful
appropriately insured
taxed where required
MOT-compliant where required
suitable for the booked job
safely loaded
not overloaded
properly maintained
clean and secure

ShipSherpa may request evidence of the fleet partner's vehicle control systems, including:

maintenance processes
defect reporting processes
daily walkaround procedures
service and inspection records
escalation routes for unsafe vehicles
internal fleet safety controls

The fleet partner remains responsible for the condition, legality and suitability of every deployed vehicle.

12. Driver Eligibility, Competence and Record-Keeping

The fleet partner must ensure that every driver used for ShipSherpa work:

holds the correct licence for the vehicle class used
has the legal right to work in the UK
is medically and legally fit to drive
is not disqualified or otherwise prohibited from driving
complies with applicable hours and rest rules
is competent to perform the allocated work safely and lawfully

The fleet partner must maintain accurate and up-to-date records for its drivers, including where applicable:

driving licence details
right-to-work records
National Insurance details
contact information
vehicle allocation records
onboarding and verification history

ShipSherpa may request evidence of those records during audit, claims review or operational investigation.

13. Day-to-Day Operational Contact and Escalation

The fleet partner must provide at least one authorised day-to-day operational contact who is capable of dealing promptly with matters including:

planning
dispatch
driver allocation
urgent service issues
compliance requests
documentation refreshes
claims-related enquiries
live route escalations

The fleet partner must keep those contact details accurate and current at all times.

Failure to maintain responsive operational contact details may itself be treated as a compliance concern.

14. Accuracy of Fleet-Entered Platform Data

The fleet partner must ensure that all information entered into, uploaded to or maintained within the platform is accurate and current.

This includes:

company name and legal status
contact details
driver identities
vehicle details
registration numbers
operational contacts
verification material
allocation records

ShipSherpa is entitled to rely on platform data entered by the fleet partner.

ShipSherpa is not responsible for loss, delay, customer confusion, waiting-time dispute, payment dispute or service failure caused by inaccurate fleet-entered data.

15. Audit Rights, Rechecks and Compliance Review

ShipSherpa may conduct spot checks, onboarding reviews, document rechecks, operational audits and compliance reviews at any time on a risk-based or periodic basis.

The fleet partner must cooperate promptly with any reasonable request for evidence relating to:

driver identity
right to work
licence validity
insurance
vehicle legality
maintenance procedures
allocation chain records
platform usage
customer-facing compliance controls
internal subcontracting restrictions

Failure to cooperate promptly or candidly may result in payment hold, suspension or removal from the network.

16. Non-Circumvention and Protection of Platform-Originated Relationships

The fleet partner must not directly or indirectly approach, solicit, divert or accept work from any ShipSherpa customer introduced through the platform for the same or substantially similar services, unless ShipSherpa has given prior written consent.

This restriction applies whether the attempt is made by the fleet partner itself or by anyone acting on its behalf.

Where breached, ShipSherpa may:

suspend or terminate the fleet account
deduct sums otherwise due where contractually permitted
recover lost fees and investigation cost
seek injunctive relief
pursue further damages where legally available

17. Claims, Incident Cooperation and Controlled Communications

If the fleet partner becomes aware of any actual or potential complaint, claim, insurer issue, investigation, theft allegation, cargo issue, site-damage event or regulatory concern that may affect ShipSherpa, a customer or an allocated driver, it must:

notify ShipSherpa promptly
preserve relevant evidence
avoid admitting liability on ShipSherpa's behalf
take reasonable steps to minimise loss
provide reasonable assistance with investigation and defence

Where ShipSherpa may be affected, the fleet partner must not make statements binding ShipSherpa or present itself as authorised to settle matters on ShipSherpa's behalf without prior written consent.

ShipSherpa may provide relevant insurer or compliance information to a legitimately interested claimant where reasonably necessary.

18. Indemnity and Downstream Responsibility

The fleet partner accepts full legal responsibility for the actions and omissions of all drivers, substitutes, staff, contractors and agents operating through or under its fleet account.

The fleet partner shall indemnify and keep indemnified ShipSherpa, its officers, employees, agents and group companies against all losses, claims, liabilities, damages, costs, fines, taxes and legal expenses arising out of or in connection with:

breach of this Declaration
breach of the fleet terms, driver terms or platform policies by the fleet partner or its personnel
customer claims caused by the fleet partner or its drivers
hidden subcontracting or unauthorised reallocation
regulatory investigation arising from fleet conduct
employment, payroll, tax or worker-status claims involving the fleet partner's personnel
inaccurate fleet data
compliance failure in relation to drivers or vehicles

This indemnity does not apply to the extent a loss was caused directly by ShipSherpa's own breach of contract or unlawful act.

19. Document Hierarchy, Governing Law and Survival

This Declaration forms part of the contractual framework between ShipSherpa and the fleet partner.

If there is inconsistency between this Declaration and another ShipSherpa fleet-side document, the following order of precedence applies unless expressly agreed otherwise in writing:

any signed enterprise or partner agreement
the fleet operator terms
this Declaration
the driver terms and applicable platform policies
operational guidance and help-centre material

This Declaration and any non-contractual obligations arising out of it are governed by the laws of England and Wales.

The courts of England and Wales shall have exclusive jurisdiction.

Any provisions concerning payment adjustment, indemnity, claims cooperation, confidentiality, audit rights, non-circumvention and legal responsibility shall survive suspension or termination to the extent necessary to give them effect.