Fuel e-Service Terms and Conditions
1. About these terms
This document contains terms and conditions regulating the access to and use of Circle K´s («Circle K’s») self-service portal («the portal») for companies («the customer»). These terms and conditions are shown and accepted when a user is logging on to the portal. The terms and conditions will be updated when new functionality is added to the portal. All users will be notified of any changes to the terms and conditions that affect their use of the application by removed check mark.
2. Access to the portal and security procedures
Use of the application requires that the customer has an existing relationship with Circle K, and that the customer has signed an agreement with Circle K. General access to the application is given when the customer requests one or more administrator users for the application by writing (via e-mail or a webform) or in a meeting with representatives from Circle K. This will be checked towards Circle K’s register of who can administrate the different accounts, before access is granted by Circle K. If a customer has requested a user to a person that is not registered in Circle K’s systems, Circle K will contact the persons registered with such administrator rights in writing via e-mail to determine the next step.
After an administrator request is granted, the user will receive an e-mail with a link to registration. User shall register in Okta via the link and after registration the user will have access to the application.
*This is only applicable in Denmark:
Separately the customer has signed a contract on use of Fuel E-services software, this allows access to data from the connected terminals and data devices through the software. This also included use of “Dallas keys”, cards and other input devices assigned for use on the system after agreement with Circle K.
3. About the portal
In the portal a user gets access to:
- Their own customer relationship
- Tank locations
- Access to generate orders on own home fuel tanks
- Deliveries
- View and download invoices from Circle K, and see details on these invoices in the portal
- Possibility to see fuel level in tanks, where it is applicable (TLG needs to be implemented for the tank)
*This is only applicable in Denmark:
- Card group ID, which card types and cards are connected to the different accounts and the text printed on each card (including any driver name or license plate)
- Transactions done on company or truck cards held by the legal units that the user has access to
- In addition, a user can in some instances add information for their own drivers and/or vehicles
4. Security
The administrator is responsible to ensure that no one, including the police, Circle K or other employees at their company, gets access to their password, so that no unauthorised person can act as the administrator towards Circle K. The password should not be noted down in any way that can be understood or used by others.
Circle K will provide the agreed service to the customer, assuming that the customer at any given point in time has satisfactory IT equipment, free of virus. The customer is obliged to ensure that security solutions, routers and/or firewalls at their end do not block data to and from the portal. It is the customer’s responsibility to ensure that their equipment, programs and internet connection at any given point in time satisfy the requirements made by Circle K for use of the services.
The administrator is responsible to ensure that users access rights are updated and removing access for users that shall no longer have access to company data through Fuel e-Service.
5. Accuracy of information in the portal
The information in the overviews is based on data from Circle K’s different source systems. There can be delays in updating the data in these overviews, e.g. in the form of information not being up to date at a given point in time.
The different overviews are, based on this, meant as guiding information. Detailed and final information will be available on the invoices for the customer.
*This is only applicable in Denmark:
The customer is responsible for accuracy of information on drivers and vehicles if he/she has added this information into the portal.
6. Communication from Circle K
Circle K will not send marketing by e-mail or SMS to the customer based on registration in the portal, unless the customer has provided a separate consent for that. Circle K can, in relevant cases, send information about changes, new functionality or operational downtime or disruptions in the portal to registered users via e-mail or SMS.
Circle K can send copies of invoices or reports from the portal by e-mail in the cases where the user has requested this.
7. Disruptions in the application
Planned or unplanned disruptions in operations may occur. Circle K shall not be responsible or liable, directly or indirectly, for any damage or loss caused or alleged to be caused by or in connection with such disruptions.
8. Cookies
By using this service, the customer agrees in the Circle K use of cookies, see Cookies on www.circlek.ie
9. Termination of service
Circle K can, at any point in time, decide to terminate this service temporarily or permanently.
10. Contact
If a user or customer would like to ask questions or make a complaint about the portal, please contact customer service via our web pages, by mail or by phone. Some requests, such as the creation of new users or access to registered data must be made in writing.
11. Circle K Privacy Notice
Circle K Privacy Notice www.circlek.ie applies to any personal data processing carried out by Circle K under this agreement unless specifically agreed otherwise.
12. Okta user data
User data retention policy – data of users that has been inactive for 14 months will be removed automatically via a push from the portal to Okta. Only user data connected to the portal will then be removed from Okta. If user has access to other applications in Okta they will remain.
13. Financial data
Financial data for a given company is accessible for 36 months from the portal.