Terms and Conditions

User Agreement for Keyfleet Management Systems and the Keyfleet Fuel Network.

Keyfleet Management System

  1. The client agrees to utilise the Keyfleet Management service on a month-to-month basis, payable on invoice.
  2. Keyfleet bills in advance, with payment terms of 30 days from the date of invoice.
  3. Clients that are also members of the Keyfleet Fuel Network will have all additional RFID cards, tags, thermal rolls or courier costs added to their monthly Keyfleet invoice.
  4. Debit orders are processed on the 1st of every month.
  5. The client is free to cancel this service with 30 days’ notice without penalty.

Keyfleet Fuel Network

  1. By signing this registration, the client agrees to utilise the Keyfleet Fuel Network (KFN) to purchase diesel and other service-related products from KFN.
  2. An updated list of all participating KFN sites and services will be made available to the client through the Client Operations Department. This list is also accessible on the Keyfleet Dashboard.
  3. While participating vendors are carefully selected, KFN cannot be held responsible for the unavailability of services or products at any KFN-participating site.
  4. The client acknowledges that pricing for additional service-related products—such as parking, wash bays, etc.—may vary from site to site and that no discounts are available on such services.
  5. Additionally, the client understands that the standard KFN price does not apply to certain sites. The fuel prices for these sites are made available to registered clients on the KeyFleet website.
  6. Payment for diesel can only be made using one of the approved KFN methods: KFN Fuel Purse or Bank Fleet Card.

KFN Bank Fleet Option

  1. Most KFN sites have the facilities to accept a registered South African bank fleet payment card. Sites that cannot accept a bank fleet card are indicated on the KFN price list.
  2. The Keyfleet Fuel Network will not be held accountable if a “Pay by Fleet Card” vehicle attempts to refuel at a site that does not have the necessary facilities to accept bank fleet cards.
  3. Both the KFN fuel card/OTP and the bank fleet card must be presented to the attendant at the site when a client is registered with KFN as a “Pay by Fleet Card” client. Only then will the client qualify for the diesel rebate at that site.
  4. KFN cannot be held responsible for any lost discounts if the client fails to follow the correct procedure as outlined in points 8 and 9.
  5. The site will first register the transaction on the KFN system before processing payment via the bank’s payment facilities. Drivers must ensure they receive two (2) transaction slips from the attendant before leaving the site.
  6. Discounts for “Pay by Fleet Card” clients are calculated at the end of each specific month. Rebates will be paid into the client’s bank account within the first week of the following month.
  7. All payments (discounts) made to the client will be recorded on their KFN portal for reconciliation purposes.
  8. Lost or stolen KFN fuel cards need to be reported to KFN immediately so the cards can be blacklisted on the KFN system.
  9. Once off card fees and SMS message costs will be debited automatically from discounts payable from Keyfleet to the client.
  10. KFN will not be held responsible in any way for losses due to the misuse or abuse of the KFN fuel card.
  11. By completing the registration, the applicant confirms that he or she has the required authorisation to complete and to execute this application.
  12. By clicking the acceptance block on the registration page, the client accepts the terms and conditions set out in this document.

KFN Purse Option

  1. The client agrees to top up the KFN fuel purse as required after receiving notice from KFN. Notice will be provided via email, SMS, or an indicator on the KFN transaction dashboard when the purse balance drops below the agreed “top-up” amount.
  2. If the purse balance falls below the designated “cut-off” amount, the KFN system will automatically lock the account until the client replenishes the purse. No transactions will be authorized until the purse is topped up.
  3. It is the client’s responsibility to ensure that any funds transferred into the KFN purse are made available immediately. The client’s purse will only be credited once the transferred funds reflect in the KFN account without any hold or restriction.
  4. Deposits can be made via electronic bank transfer to the following banks: ABSA, First National Bank, Standard Bank, and Nedbank. To ensure an immediate top-up, clients should deposit funds at the same bank where their company holds an account.
  5. Bank deposit account details are available to registered clients on the KeyFleet website or upon request via accounts@keyfleet.co.za
  6. Clients must use their KFN account number as a reference when making deposits to ensure prompt processing.
  7. Deposits can only be allocated to the purse during working hours (08:00 – 17:00). Clients should ensure they have sufficient funds in their purse to cover transactions over weekends and public holidays.
  8. Lost or stolen KFN fuel cards need to be reported to KFN immediately so the cards can be blacklisted on the KFN system.
  9. Once off card fees and SMS message costs will be debited automatically from the active purse.
  10. KFN will not be held responsible in any way for losses due to the misuse or abuse of the KFN fuel card.

Pump Controllers

  1. Your Keyfleet pump controller purchase includes initial setup, installation, and pump calibration.
  2. Upon successful installation at your site, the system is covered by a 1-year warranty on thefollowing hardware components:
    • Pump controller
    • POS operating system
    • POS Battery
    • Pump controller
    • PCB unit
    • Flowmeter
    • PCB board
    • Front Facia
    • Power button mechanism
    • Override key
    • POS Printer
  3. In the event of any hardware failure or system malfunction, please report the fault to Keyfleet forfurther assistance. Attempting to open or repair any hardware component before contacting Keyfleet, will void the pump controller warranty.
  4. For hardware failures involving the POS Battery, Pump Controller PCB unit, Flowmeter PCB board, or Override key, clients will be required to replace these components using replacement parts provided by Keyfleet.
  5. Keyfleet will provide both remote assistance and a manual to guide clients on how to replace these components correctly.
  6. Clients located within a 110km radius from Keyfleet headquarters will be charged a callout fee of R550.00 (excluding VAT) for on-site assistance, with a surcharge per additional kilometre.
  7. Any hardware replacements needed after the 1-year warranty period will be charged to the client’s account.
  8. A mandatory pump calibration will be necessary every 6 months to ensure that the litres pumped and the litres recorded on Keyfleet remain accurate and aligned.

    POPI Act

    1. Keyfleet may obtain personal information during the duration of the agreement for the fulfilment of the rights and obligations contained herein.
    2. Keyfleet will only process such information for the specific purpose of complying with our obligations in terms of this agreement.
    3. All our client’s information is kept private and confidential.
    4. Debit order information is processed and loaded internally and will not be given to any other 3rd parties. 
    5. Keyfleet will accept service of any notice in terms of this agreement/registration at the following address:

    Authorisation

    1. By completing a registration form, the applicant confirms that he or she has the required authorisation to complete and to execute the application.
    2. By clicking the acceptance block on the registration page, the client accepts the terms and conditions set out in this document.