Terms & Conditions

01 Acceptance of terms

These Terms and Conditions ("Terms") constitute a legally binding agreement between you ("User", "Operator") and Epitomex Logistics Platform ("EPX", "we", "us", "our") governing your use of the Pallet Pass mobile application ("App") and the EPX web portal ("Portal"), collectively referred to as the "Service".

By accessing or using the Service, you confirm that you are at least 18 years of age, have the legal authority to enter into this agreement, and accept these Terms in full. Use of the Service on behalf of an organisation constitutes acceptance on behalf of that organisation.

02 App use & eligibility

The Pallet Pass application is an enterprise logistics tool intended exclusively for:

Warehouse operators and terminal staff employed or contracted by EPX-registered facilities
Logistics supervisors and managers assigned to EPX network terminals
EPX internal operations personnel

The App is not intended for general consumer use. Access is granted only to individuals with valid credentials issued by an EPX administrator. Unauthorised use of the Service is strictly prohibited.

The App is distributed exclusively through the Google Play Store and Apple App Store. Do not install the App from any other source.

03 Account & credentials

Your account credentials (username and password) are issued by your facility administrator. You are responsible for maintaining the confidentiality of your credentials and for all activity that occurs under your account.

You must not share your credentials with any other person
You must notify your administrator immediately of any unauthorised access
EPX reserves the right to suspend or revoke access at any time
You must not attempt to access accounts that do not belong to you

04 Data we collect

To provide the chain-of-custody and logistics verification service, the App collects the following data during its operation:

Operational data

Pallet QR code identifiers scanned during terminal operations
Photographs of pallets and shipments captured via the device camera
Bill of Lading (BOL) document images and reference numbers
Shipment declared and actual pallet counts
Damage reports and associated photographs
Timestamps of all recorded events

Location data

GPS coordinates (latitude, longitude, accuracy) at the moment of each pallet scan
Location is used solely to verify that scans occur within authorised terminal geofences
Location is captured only during active scan sessions — not in the background

Identity & device data

Operator user ID associated with each recorded event
Terminal ID assigned to your account
No device identifiers (IMEI, advertising ID) are collected

05 Device permissions

The App requires the following device permissions to function:

Camera

Required to photograph pallets and BOL documents during receiving sessions. The camera is activated only when you explicitly initiate a photo capture step. Photos are uploaded immediately to EPX servers and are not stored permanently on your device.

Location (precise)

Required to record GPS coordinates at the time of each pallet scan for geofence attestation. Location access is requested only during an active scanning session and is not used when the App is in the background or closed.

Internet access

Required to sync pallet events, upload photographs, and communicate with the EPX backend API in real time.

Note: Denying camera or location permissions will prevent core App functionality. You may manage permissions at any time through your device settings.

06 How we use your data

Data collected through the App is used exclusively for the following purposes:

Creating and maintaining an auditable chain of custody for every pallet
Verifying that pallet scans occur within authorised terminal geofences
Detecting and flagging count discrepancies and physical damage
Providing supervisors and administrators with real-time operational visibility
Generating shipment reports and intake records
Attributing operational activity to individual operators for accountability
Improving the reliability and accuracy of the EPX network

We do not use your data for advertising, profiling, or any purpose unrelated to the logistics verification service described in these Terms.

07 Data sharing & third parties

EPX does not sell your personal data. Data may be shared in the following limited circumstances:

Within your organisation: Facility managers and EPX administrators assigned to your terminal can view pallet events, photographs, and operator activity associated with your account
Cloud infrastructure: Data is stored on secure cloud servers. Our infrastructure providers are bound by data processing agreements and may not use your data for their own purposes
Legal obligations: We may disclose data if required to do so by law, court order, or regulatory authority
Business transfers: In the event of a merger, acquisition, or sale of assets, your data may be transferred to the successor entity under the same terms

No data is shared with third-party advertisers or analytics providers.

08 Data retention

Pallet event records, photographs, and shipment data are retained for a minimum of 7 years to satisfy logistics audit and regulatory requirements. Operator account data is retained for the duration of your employment or contract with the facility, plus 2 years thereafter.

You may request deletion of your personal account data by contacting your facility administrator or EPX support. Note that operational records (pallet events, photographs) form part of an immutable audit trail and cannot be deleted individually.

09 Security

EPX implements industry-standard security measures including encrypted data transmission (TLS), secure credential storage, and access controls. Despite these measures, no system is completely secure. You are responsible for:

Keeping your device locked and secure when not in use
Logging out of the App when leaving a shared device
Reporting suspected security incidents to your administrator immediately

10 User conduct

You agree not to:

Use the App for any purpose other than authorised terminal operations
Submit false, misleading, or fabricated pallet records or photographs
Attempt to bypass geofence verification or GPS attestation mechanisms
Reverse engineer, decompile, or tamper with the App
Access or attempt to access another operator's account or data
Use the App in any way that violates applicable laws or regulations
Introduce malware, viruses, or any harmful code into the Service

Violations may result in immediate account suspension and may be reported to your employer or relevant authorities.

11 Intellectual property

The App, Portal, and all associated software, design, trademarks, and content are the exclusive property of Epitomex Logistics Platform and are protected by copyright and intellectual property laws. You are granted a limited, non-exclusive, non-transferable licence to use the App solely for its intended operational purpose.

Pallet photographs and BOL documents uploaded through the App remain the property of the respective facility or client. EPX retains a licence to store, process, and display this content solely for the purpose of providing the Service.

12 Limitation of liability

To the maximum extent permitted by applicable law, EPX shall not be liable for any indirect, incidental, special, consequential, or punitive damages arising from your use of the Service, including but not limited to:

Loss of data or business interruption due to App downtime
Errors or inaccuracies in pallet records caused by operator input
Losses arising from unauthorised access due to compromised credentials
Connectivity failures affecting real-time sync

EPX's total liability for any claim arising from these Terms shall not exceed the fees paid by your organisation to EPX in the 12 months preceding the claim.

13 Termination

EPX may suspend or terminate your access to the Service at any time, with or without notice, for any reason including breach of these Terms. Upon termination:

Your access credentials will be deactivated
Any locally cached session data on your device will become inaccessible
Operational records created during your tenure are retained per Section 8

You may request account deactivation at any time by contacting your facility administrator.

14 Children's privacy

The Service is not directed at individuals under the age of 18. We do not knowingly collect personal data from minors. If you believe a minor has accessed the Service without authorisation, please contact us immediately at support@epitomex.com and we will take appropriate action.

15 Changes to these terms

EPX reserves the right to update these Terms at any time. Material changes will be notified via the App or Portal at least 14 days before taking effect. Continued use of the Service after the effective date constitutes acceptance of the revised Terms.

The current version of these Terms is always available at epitomex.com/terms.

16 Governing law

These Terms are governed by and construed in accordance with the laws of the Federal Republic of Nigeria. Any disputes arising from these Terms shall be subject to the exclusive jurisdiction of the courts of Lagos State, Nigeria.

17 Contact us

If you have questions about these Terms, our data practices, or wish to exercise any rights regarding your personal data, please contact us:

Email: support@epitomex.com
Address: Plot 14, Industrial Estate, Lagos, Nigeria
Hotline: +234 (0) 800-EPX-LOG