Terms of use

Version of 17 October 2026. The Italian text is the reference version.

1. Who we are and acceptance

The MotExpenses service (the "Service") is provided by Bonazzi S.r.l., registered office Via Tommaso Gulli 13, 43125 Parma, Italy, VAT number IT02211640343, e-mail support@motexpenses.app, certified e-mail (PEC) lorenzo@pec.bonazzisoftware.it ("we"). These terms govern the use of the MotExpenses app on phone, tablet, watch and car and of the web portal. By using the Service you accept them; if you do not accept them, do not use it.

The processing of personal data is described in the Privacy policy, which is part of these terms.

2. The Service and the account

MotExpenses helps you record car drives, vehicle expenses, deadlines and costs, and prepare expense reports for mileage reimbursement.

• Without an account you can use the app's features on the phone; data stays on the device and it is up to you to keep a copy (system backup or .motbackup file).
• With an account you can synchronise data between devices, use the web portal, connect your car and share drives. Some features require a subscription.
• To create an account you need a valid e-mail address and to be at least 18 years old. You are responsible for keeping your credentials confidential and for what happens with your account.
• You can delete your account at any time from the app or the portal (how). Deletion becomes final after 7 days, during which you can cancel it.
• The Service may change over time: we may add, change or remove features. If we remove an essential feature of a paid plan we will tell you beforehand and, if you do not accept, you may withdraw with a refund of the unused part, following the procedures of the store you bought from.
• Some features depend on third parties (car manufacturers, Apple, Google, public data providers) and may stop if they change their terms. Connecting your car is also subject to the manufacturer's terms.

Testing phase. While the Service is distributed for testing (TestFlight, Google Play internal testing), it is provided free of charge and as is, may contain errors, and data may be deleted at the end of the test.

3. Plans, subscriptions and payments

The Free plan includes the features on the phone, without an account, for one vehicle. The paid plans (Cloud, Pro and Business) add synchronisation, the web portal, connecting the car through its manufacturer and other features described in the app. The price, content and duration of each plan are shown in the app and in the store before purchase.

• Vehicles: each plan includes a maximum number of vehicles, shown in the app; cars and motorcycles count the same. Cancelled vehicles and cars a company has assigned to you do not count. When a subscription expires the vehicles already entered stay, with their data; in the app those beyond the plan's limit become read-only (the main vehicle, which you can change, stays active), and to add or restore one you need to be back within the limit.
• Purchase: plans for individuals are bought through Apple's App Store or Google Play and are also subject to their terms. Payment, invoicing and refunds are handled by the store.
• Automatic renewal: a subscription renews at expiry for the same period unless cancelled in the store's settings at least 24 hours before renewal.
• Free trial: when one is offered, its length is shown before you start it; at the end it becomes paid unless you cancel before. One trial per person.
• Right of withdrawal: EU consumers have a 14-day right of withdrawal for digital content and services, with the exceptions provided by law when the service has been fully performed with your consent. For store purchases, withdrawal follows the store's procedures.
• Price changes: we tell you before they apply at renewal; you can cancel before.
• At expiry the app returns to the free plan and stops synchronising; the portal stays available read-only. We remind you 30, 15 and 1 day before. Cloud data is deleted 30 days after expiry: data on the phone stays. Before then you can renew or export it.

4. Proper use and safe driving

When driving, safety comes before the app. Do not use the phone while driving except in the ways the highway code allows (holders, voice commands, the car's screen). In the car and on the watch the app shows only essential information while moving; answer the app's questions only when it is safe to do so. Always follow road signs and traffic rules, also when the app shows fuel stations or directions.

You agree to:

• enter truthful data, especially in drives and expense reports you send to a company;
• record drives only of vehicles you use, and the location of other people only with their consent;
• connect only cars and manufacturer accounts you are entitled to use;
• not use the Service for unlawful purposes, to track people without their knowledge, or to get around the Service's controls;
• not try to access other people's data, decompile the app, overload the servers or use unauthorised automated systems;
• not upload unlawful content or third parties' personal data beyond what is necessary (for example in notes or photos).

Your data stays yours. You grant us only the permissions needed to store, process and show it as you choose. We do not use it for purposes other than those in the Privacy policy.

Our rights. App, portal, brand, texts and software belong to us or our licensors. We grant you a personal, non-exclusive and non-transferable licence to use them under these terms. Public data shown in the app belongs to its owners: fuel prices © Italian Ministry of Enterprises and Made in Italy (IODL 2.0 licence), exchange rates of the European Central Bank, vehicle catalogue of the European Environment Agency, ACI rates.

5. Important notices

• Kilometres and routes. GPS recording may underestimate or miss stretches (tunnels, no signal, phone limits). The app corrects the kilometres with the odometer when it knows it, but the final check is yours before you send an expense report.
• Costs, reimbursements and rates. Cost per kilometre, total cost of ownership, ACI rates, countries' tax rules, exemption thresholds and exchange rates are computed from public data and from the data you enter. They are indications and are not tax, accounting or employment advice. Payroll exports must be checked by the company or its adviser.
• Deadlines and reminders. Reminders (insurance, road tax, inspection, driving licence, tyre change) are an aid and may not arrive (notifications off, phone off, wrong dates). Meeting deadlines remains your responsibility.
• Emergencies. Emergency numbers are verified on official sources with a verification date, but they may change: if in doubt call 112 (or 911). The app does not call emergency services by itself, does not send your location to anyone and does not replace emergency services, the police or your insurer. The accident guide and the accident report form are a help in filling them in: what you declare is your responsibility.
• Car data and weather. Readings from the manufacturer, the car and the weather may be late, incomplete or wrong. Fuel station prices are those reported to the Ministry and may differ from those charged.
• Proposals. The proposed drive category, full tank and price are suggestions to confirm.
• Copies of your data. Without an account data is only on your phone: if you lose it without a backup, the data is lost. The backup file's password cannot be recovered.

6. Additional terms for companies

These apply to whoever uses the Service on behalf of a company ("Business customer") and prevail over the previous sections in case of conflict. The contract with the Business customer and the data processing agreement (Art. 28 GDPR) in turn prevail over these terms.

• Activation and price: business subscriptions are activated by order or direct contract and invoice, not through the stores; they are paid per seat (a driver with at least one assigned company car or a current booking), with the minimum number of seats stated in the offer.
• Users and roles: the Customer appoints Administrators, Fleet managers and Accountants and is responsible for their actions. It may connect its own corporate identity system (Microsoft Entra ID).
• What the Customer receives: only the data each employee shares, within the limits set by the Service. The Customer receives no personal drives, no locations by default and no end times of drives. The Customer does not try to get around these limits.
• The Customer's obligations towards employees: the Customer informs employees under Arts. 13–14 GDPR, complies with Art. 4 of Italian Law 300/1970 and the other rules on remote monitoring and, if it asks for locations, obtains the necessary agreements or authorisations. It does not make employment conditional on using the app for purposes other than reimbursement and vehicle management.
• Company cars: the Customer is responsible for the vehicle data, assignments, bookings and payroll data (surname, name, employee number) it enters or corrects.
• Documents: expense reports and receipts sent to the Customer stay with it even after the employee revokes the share; the Customer keeps them according to its legal obligations.
• End of the relationship: when all subscriptions expire the business account becomes read-only and is deleted after 30 days; before then the Customer can export its data.

7. Liability, suspension and governing law

• Availability: we do our best to keep the Service running without interruption, but we do not guarantee that it is always available or error-free; maintenance may be needed.
• Limitation of liability: to the extent permitted by law we are not liable for indirect damage, loss of profit, fines or additional taxes arising from wrongly entered data, from calculations used without checking, from reminders not received or from third-party services. Liability for wilful misconduct or gross negligence, for personal injury and consumers' mandatory rights remain unaffected.
• Suspension: we may suspend or close an account that breaches these terms, endangers the security of the Service or of others, or in case of non-payment, giving notice beforehand when possible.
• Your withdrawal: you can stop using the Service and delete your account whenever you want; deletion does not in itself entitle you to a refund of subscriptions already paid, without prejudice to your statutory rights and the store's rules.
• Changes: we may change these terms; significant changes will be announced in the app at least 30 days in advance. If you do not accept them you may withdraw.
• Law and jurisdiction: Italian law applies. For consumers the competent court is that of their place of residence; for everyone else, the court of Parma. Consumers may also use the alternative dispute resolution procedures provided by law.
• Contact: support@motexpenses.app, PEC lorenzo@pec.bonazzisoftware.it, Bonazzi S.r.l., Via Tommaso Gulli 13, 43125 Parma, Italy.