Terms

Accounts are for transport companies and the people who work for them: owners, dispatchers, billers and drivers. An account is opened by somebody with authority to accept agreements for that business.

Signing up is not the same as being approved. A new account waits until ProveTrip confirms a business associate agreement is in place, because that is what makes holding somebody’s health records lawful. Until then nobody can sign in.

Each person gets their own login. Sharing one between colleagues breaks the audit trail, which is the part of this product that proves a trip happened — so it defeats the thing you are paying for.

You are responsible for who you give access to, and for removing people who leave. Owners can do both from the Team screen at any time.

Priced per vehicle, per month. A fleet sits in one band and every vehicle is charged that band’s rate:

A vehicle counts for a month if it existed before the month ended and had not been retired before it began. Months are billed after they finish, not in advance.

New accounts start free. The first 5 operators get 3 months; everybody after that gets 1 month. The date billing starts is recorded against the account when it is created, and the billing run reads it rather than relying on anybody remembering.

Drivers with a mobile number on file receive a daily message listing how many trips they have and the pickup times, and a message when a trip is added or changed. Drivers using the app get the same information as a notification and no text.

A number is entered by the driver’s own employer when setting them up to receive work, and only with the driver’s agreement. Replying STOP ends the messages immediately; replying HELP asks for help. Message and data rates may apply. No message names a member, an address or anything about anybody’s health — those sit behind a sign-in.

The full description is on the privacy page.

Do not use ProveTrip to store records for people you are not transporting, try to reach another company’s data, or work around the limits on what your role can see. Those limits exist because this product holds health information about people who never chose to be in it.

Do not use it to send anything to a driver they have not agreed to receive.

An account can be suspended for an unpaid invoice, or for use that puts member records at risk. Suspension stops people signing in; it does not delete anything. Every trip, claim and record stays, because those are the evidence the money was earned.

A suspension is always recorded with a reason, and that reason is available to you.

The records belong to the transport company, not to ProveTrip. You can export trips, claims and evidence while the account is open, and you can ask for a copy after it closes.

How long records are kept, and what happens to them when an agreement ends, is set by the business associate agreement rather than by this page.

ProveTrip records what happened on a trip and checks what a payer paid against what was contracted. It does not guarantee a claim will be paid, that a payer will accept an appeal, or that a finding it raises is one you can recover. Those are decisions other people make.

It is also not a medical device, not dispatch for emergencies, and not a substitute for a driver’s own judgement about whether a trip is safe to make.

These terms can change. Anything that affects what you pay will be told to you before it takes effect, not discovered on an invoice.

Iowa law, and the courts of Polk County, Iowa.

Questions go to vince@vincesystems.com.