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Civic Fleet Services Digital Product Terms of Sale and License

Version 0.1, effective October 25, 2026. Last updated October 25, 2026.

These Terms are an agreement between Civic Fleet Services LLC, a Utah limited liability company ("Civic Fleet Services," "we," "us"), and the organization that buys a digital product from civicfleets.com ("you"). They cover our downloadable templates, kits, and workbooks (each a "Product"). Our software is covered by our separate Terms of Service, not these Terms. If you buy for a city, town, county, district, or other public agency, you confirm that you're allowed to buy for it.

How you accept. You accept these Terms by agreeing to them at checkout or by downloading a Product. If you don't agree, don't buy or download.

Who sells and who licenses. Purchases are processed by Gumroad, Inc., which acts as the seller of record. Gumroad takes payment, collects and remits any sales tax, and issues your receipt, under Gumroad's own terms. Civic Fleet Services licenses the Product to you under these Terms, and these Terms govern your use of it.

1. Who may use a Product (your "Organization")

  1. One Organization per license. Each purchase gives one Organization a license. "Organization" means:
    • Local government (a city, town, county, school district, special district, or transit or utility authority): the whole legal entity that paid, including all of its departments and staff.
    • State or federal government, or a public university: the single department, agency, division, or campus that paid. Another agency of the same state or federal government needs its own license.
    • Business or nonprofit: the legal entity that paid, at all of its locations. Parent companies, subsidiaries, affiliates, franchisees, and customers are separate Organizations.
  2. Users. Any number of your Organization's employees, officials, volunteers, and individual contractors working on your behalf may use the Product for your Organization's work.
  3. Need more? Another agency, a regional group, a consortium, a joint-powers authority, or an affiliate that wants to use a Product needs its own license, or a written multi-organization license from us. Email dyates@civicfleets.com.

2. What you may do

  1. Use, copy, print, and store the Product for your Organization's internal operations.
  2. Edit, adapt, translate, rebrand with your Organization's name, and combine the Product with your own material to make your own policies, programs, forms, and plans ("Your Adapted Version").
  3. Keep and use Your Adapted Version for internal operations for as long as you like, including after you stop doing business with us. The license is perpetual once the Product is paid for.
  4. Share the Product or Your Adapted Version with your own outside advisers (for example, your attorney, auditor, insurer, or safety consultant) only so they can advise your Organization. They may not keep or reuse it for anyone else.

3. What you may not do

  1. Sell, resell, rent, sublicense, give away, or otherwise distribute the Product, or any substantial part of it, outside your Organization.
  2. Post the unmodified Product, or a lightly edited copy of it, where people outside your Organization can download it (for example, a public website, a shared drive, a listserv, a marketplace, or a peer-agency forum).
  3. Share it with other agencies, member organizations, or clients, or use it to deliver consulting, training, or paid services to others.
  4. Remove our copyright notice from the unmodified Product. You may remove our name and notices from Your Adapted Version once you have adapted it.
  5. Use the Product, or any part of it, to train or build a commercial product, template library, or AI dataset.

4. Public records and adopted policies (public agencies)

  1. Public records law. If a public records, open meetings, or freedom-of-information law requires you to disclose a Product or Your Adapted Version, that disclosure isn't a breach. Where your law allows, please tell the requester that the underlying template is copyrighted by Civic Fleet Services and licensed for your internal use. You don't need our permission and you don't have to notify us first.
  2. Adopted policies. Publishing a policy, program, or plan your governing body or management has adopted, including on your website or in a meeting packet, isn't a breach, as long as it's Your Adapted Version and not the blank template offered as a download for others to use.
  3. A disclosure under this section doesn't grant anyone else a license to use the Product.

5. Ownership

Civic Fleet Services LLC owns the Products and all intellectual property in them. You're buying a license, not ownership. You own the content you add. We claim no rights in Your Adapted Version beyond our underlying template text, and we won't ask for a copy of it.

6. Delivery

  1. How you get it: after payment, Gumroad emails you a receipt with your download links, and the files stay available in your Gumroad library. PDF files may be stamped with the buyer's email address. If you have trouble downloading, email us.
  2. Purchase orders: not accepted yet. See Section 8.
  3. Each Product page lists the file formats and what's included. You're responsible for having software that opens them (for example, Microsoft Word and Excel; see the Product page for versions).

7. Prices and taxes

  1. Prices are in U.S. dollars and are shown on the Product page at checkout. We may change prices for future orders at any time.
  2. Gumroad calculates, collects, and remits any sales, use, or transaction privilege tax on purchases. If your Organization is tax-exempt, email us before you buy, and we'll tell you whether a tax-free purchase is available. We can't refund tax already collected by Gumroad, but you may be able to claim it from your state.
  3. We may decline or cancel any order, for example because of a pricing error, suspected fraud, or a conflict of interest, and we'll refund anything you paid for that order.
  4. No sales to buyers in Arizona. At this time we do not sell to any buyer located in Arizona, public or private. If an order comes from a buyer located in Arizona (by organization address, billing address, or where the Product will be used), we'll cancel it and refund it in full, and no license is granted.

8. Payment, receipts, and purchase orders

  1. Card purchases only, for now. We currently accept card payments only, including government purchasing cards, through Gumroad. Your receipt comes from Gumroad. You can generate an invoice from it and add your PO number. Gumroad, not Civic Fleet Services, is the payee, so we don't issue a Form W-9 for these purchases.
  2. Purchase orders are coming. We aren't accepting purchase orders or invoice billing yet. Email dyates@civicfleets.com to be told when we are.
  3. Other terms. Pre-printed or standard terms on a purchase order, vendor registration, or invoice-portal form don't change these Terms unless an authorized representative of Civic Fleet Services signs them.

9. Refunds

Because Products are digital files that can't be returned, all sales are final once a Product has been downloaded, except as described here. If a file is defective or won't open, is not the Product you ordered, or you accidentally bought the same Product twice for the same Organization, email dyates@civicfleets.com within 14 days of purchase. We'll fix or replace the file, or, if we can't, refund that Product in full. If nothing has been downloaded, you may cancel for a full refund within 14 days. Refunds go back to the original payment method. When we issue a refund, the license for that Product ends and you must delete it. Refunds are processed through Gumroad. Gumroad may also issue a refund under its own policies, for example to resolve a payment dispute. Any refund, from us or from Gumroad, ends the license for that Product. Nothing in this section limits any right that applicable law gives you and that can't be waived.

10. No professional advice

Products are general templates and tools. They're not legal, safety, OSHA or other regulatory, human resources, labor-relations, financial, accounting, engineering, or procurement advice, and using them doesn't create an attorney-client, consultant, or other professional relationship. Each Product also carries its own notice (see the Product page and the Read Me file), which is part of these Terms. You decide how to use a Product, and you are responsible for adapting it to your operations and the laws that apply to you, and for having qualified people review it before you adopt it.

11. No warranty

EXCEPT FOR THE REPLACEMENT-OR-REFUND REMEDY IN SECTION 9, PRODUCTS ARE PROVIDED "AS IS." TO THE FULLEST EXTENT THE LAW ALLOWS, WE DISCLAIM ALL WARRANTIES, EXPRESS OR IMPLIED, INCLUDING MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, ACCURACY, COMPLETENESS, AND NON-INFRINGEMENT. We don't promise that a Product is current, error-free, complete for your needs, or compliant with any law, standard, or regulation that applies to you. Laws and standards change after we publish.

12. Limitation of liability

  1. NEITHER PARTY IS LIABLE FOR INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, EXEMPLARY, OR PUNITIVE DAMAGES, OR FOR LOST PROFITS, LOST SAVINGS, FINES, PENALTIES, OR CITATIONS, ARISING OUT OF THESE TERMS OR ANY PRODUCT, EVEN IF TOLD THEY WERE POSSIBLE.
  2. OUR TOTAL LIABILITY FOR ALL CLAIMS RELATING TO A PRODUCT IS LIMITED TO THE AMOUNT PAID FOR THAT PRODUCT.
  3. These limits apply whatever the legal theory (contract, tort, negligence, or otherwise) but don't apply where the law doesn't allow them, such as to liability that can't be limited by law.

13. Public agencies

Nothing in these Terms requires a public agency to indemnify us, to waive any immunity or notice rights it has by law (including the Governmental Immunity Act of Utah), or to agree to anything its law prohibits. Any such term is void as to that agency. If your law requires your own state's law or venue, Section 15 yields to it.

14. No affiliation; no endorsement

Civic Fleet Services is a private company. It isn't affiliated with, endorsed by, or acting for any government agency, and Products aren't official guidance from OSHA, any State Plan, EPA, or any other agency. Industry standards and organizations named in a Product are referenced for convenience only and don't endorse us.

15. Law and disputes

These Terms are governed by Utah law, without regard to conflict-of-law rules. Disputes go to the state or federal courts in Salt Lake County, Utah. If you are a public agency, your own state's law and venue rules apply where your law requires.

16. Changes to these Terms

We may update these Terms for future purchases. The version in effect when you bought a Product applies to that purchase.

17. General

These Terms, the Product notices, and any addendum we sign are the entire agreement about Products. If a part is unenforceable, the rest still applies. Not enforcing a term isn't a waiver of it. You may not transfer a license without our written consent, except to a successor public agency or a successor to your whole business. We may assign these Terms to a successor of our business.

Contact: Civic Fleet Services LLC, West Jordan, Utah. Email dyates@civicfleets.com.

© 2026 Civic Fleet Services LLC. All rights reserved.

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