Terms of Service

These Terms of Service ("Terms") govern your use of the FieldFlow mobile application, website, and related services (collectively, the "Service") operated by FieldFlow LLC ("FieldFlow," "we," "us," or "our"). By accessing or using the Service, you agree to be bound by these Terms.

1. Account Registration

To use FieldFlow, you must create an account and provide accurate, complete information. You are responsible for maintaining the security of your account credentials and for all activity that occurs under your account. You must be at least 18 years old and have the legal authority to enter into these Terms on behalf of yourself or your business.

2. Subscription and Billing

FieldFlow is offered as a monthly subscription at the price listed on our pricing page. Your subscription includes unlimited users and access to all features. Subscriptions renew automatically each month unless cancelled.

You may cancel your subscription at any time. Cancellation takes effect at the end of your current billing period, and your account stays fully usable until then. We do not provide prorated refunds for partial months.

Instead of cancelling you can pause your account. While paused you are not billed and your account is read-only: you can view and download your data, your customers can still pay open invoices, and you can still refund payments, but you can't create or change records. If you pause during a paid month, the pause starts when that month ends. If you pause during your free trial, the pause starts at once; if you subscribe again before the trial would have ended, your first charge is still on the day it ends. You can resume by subscribing again.

If the account owner deletes the business account, its subscription is cancelled the same day, with no further charge and no refund for the rest of the current period.

We reserve the right to change our pricing with 30 days' written notice. Price changes will take effect at the start of your next billing cycle following the notice period.

We offer a 90-day free trial for new accounts. No credit card is required to start a trial. At the end of the trial, you must subscribe to continue using the Service. If you don't, your account becomes read-only: you can still view and download your data, your customers can still pay open invoices, and you can still refund payments. The same applies if a paid subscription ends, including when a renewal payment still fails after the payment processor's retries (the account stays fully usable while it retries).

3. Payment Processing

Payment processing services for service providers on FieldFlow are provided by Stripe and are subject to the Stripe Connected Account Agreement, which includes the Stripe Terms of Service (collectively, the "Stripe Services Agreement"). By agreeing to these Terms or continuing to operate as a service provider on FieldFlow, you agree to be bound by the Stripe Services Agreement, as the same may be modified by Stripe from time to time.

As a condition of FieldFlow enabling payment processing services through Stripe, you agree to provide FieldFlow accurate and complete information about you and your business, and you authorize FieldFlow to share it and transaction information related to your use of the payment processing services provided by Stripe.

FieldFlow charges a payment processing fee on transactions processed through the platform. Current rates are listed on our pricing page. Processing fees are deducted from each transaction before funds are deposited to your connected bank account.

4. Your Data

You retain ownership of all data you submit to FieldFlow, including customer information, job records, invoices, and financial data ("Your Data"). We do not claim any intellectual property rights over Your Data.

You grant FieldFlow a limited license to use, store, and process Your Data solely for the purpose of providing the Service. We may also use anonymized, aggregated data (which cannot identify you or your customers) to improve our products and services.

You can download all of Your Data at any time from Settings in the app or on the web: a zip file with your records as spreadsheets (CSV), a PDF record of each invoice, estimate and credit note you issued, the copies your customers signed, and the photos and receipts you stored. The account owner and admins can start a download. What happens to Your Data when your subscription ends, when you pause, or when you delete your account is set out in Section 11 and in our Privacy Policy.

5. Acceptable Use

You agree not to:

• Use the Service for any unlawful purpose or in violation of any applicable laws or regulations
• Send unsolicited or unauthorized communications (spam) through the Service's SMS or email features
• Upload or transmit viruses, malware, or other harmful code
• Attempt to gain unauthorized access to the Service or its related systems
• Reverse engineer, decompile, or disassemble any part of the Service
• Use the Service to store or transmit content that infringes on third-party intellectual property rights
• Resell, sublicense, or redistribute the Service without our written consent
• Interfere with or disrupt the integrity or performance of the Service

We reserve the right to suspend or terminate accounts that violate these terms, with or without notice depending on the severity of the violation.

6. Text Messaging

(a) FieldFlow Alerts

Program name: FieldFlow Alerts, the text message program of FieldFlow LLC.

Program description: FieldFlow Alerts sends FieldFlow account owners and admins who opt in a one-time code to verify their mobile number, one welcome text once it is verified, and the alerts about their own business that they turn on: estimate approvals, payments received and a daily summary of overdue invoices. You opt in under Settings › Notifications › Text messages by entering your mobile number, agreeing to the disclosure shown there, and verifying the number with the code we text you. Consent is not a condition of purchase. Details and screenshots: fieldflowusa.com/sms.

Message frequency: varies with your business activity, up to 20 messages per day per person.

Message and data rates may apply.

For help, reply HELP to any FieldFlow text, or contact support at hello@fieldflowusa.com.

To stop receiving texts, reply STOP to any FieldFlow text. You will receive one text confirming that you are unsubscribed and no further messages. You can also turn alerts off at any time in Settings › Notifications › Text messages. Reply START to subscribe again.

Carriers are not liable for delayed or undelivered messages.

How we handle your information, including your phone number and your consent, is described in our Privacy Policy. We do not sell or share your SMS opt-in data or personal information with third parties for marketing purposes.

(b) Messages to your customers

FieldFlow does not currently send text messages to your customers; documents, reminders and other messages to your customers go by email. When you choose "Text from my phone", the text is sent by you from your own phone; FieldFlow only fills in the words and does not send it. If FieldFlow offers text messaging to your customers in the future, you will be responsible for obtaining appropriate consent from your customers before sending them text messages, and you agree to comply with all applicable laws governing text communications, including the Telephone Consumer Protection Act (TCPA) and any applicable state laws. FieldFlow is not responsible for messages you send that violate these laws.

7. Intellectual Property

The Service, including its design, code, features, documentation, and branding, is owned by FieldFlow and protected by copyright, trademark, and other intellectual property laws. These Terms do not grant you any rights to use FieldFlow's trademarks, logos, or brand assets without our written permission.

8. Limitation of Liability

To the maximum extent permitted by law, FieldFlow shall not be liable for any indirect, incidental, special, consequential, or punitive damages, including but not limited to loss of profits, data, business opportunities, or goodwill, arising out of or related to your use of the Service.

Our total liability for any claim arising out of or related to these Terms or the Service shall not exceed the amount you paid to FieldFlow in the 12 months preceding the claim.

The Service is provided "as is" and "as available" without warranties of any kind, either express or implied, including but not limited to implied warranties of merchantability, fitness for a particular purpose, and non-infringement.

9. Indemnification

You agree to indemnify, defend, and hold harmless FieldFlow, its officers, directors, employees, and agents from and against any claims, liabilities, damages, losses, and expenses (including reasonable attorneys' fees) arising out of or in any way connected with: (a) your use of the Service; (b) your violation of these Terms; (c) your violation of any third-party rights, including intellectual property or privacy rights; or (d) any content or data you submit through the Service.

10. Dispute Resolution

Any disputes arising out of or related to these Terms or the Service shall first be attempted to be resolved through good-faith negotiation. If negotiation fails, disputes shall be resolved through binding arbitration administered by the American Arbitration Association (AAA) under its Commercial Arbitration Rules, conducted in Santa Cruz County, California.

You agree that any dispute resolution proceedings will be conducted on an individual basis and not in a class, consolidated, or representative action. You waive any right to participate in a class action lawsuit or class-wide arbitration.

11. Termination, Deletion and Retention

Either party may terminate this agreement at any time. You may cancel your subscription, pause your account, or delete your account through your account settings. We may terminate or suspend your access to the Service immediately, without prior notice or liability, if you breach these Terms.

Deleting your account. The account owner can delete the business account from Settings in the app or on the web, or starting from fieldflowusa.com/delete-account. The account closes at once for everyone on the team. The owner can undo the deletion for 30 days; after that, the account and all of its data, including invoices, estimates and payment records, are permanently deleted. A team member who deletes their own login leaves the business; the records they created stay with the business.

When a trial or subscription ends and isn't renewed, we keep Your Data for 90 days so you can come back, and email you before it is deleted; deletion is then completed within 30 more days. A paused account is kept until the owner resumes or deletes it.

Your records are your responsibility. Download your data before it is deleted if you need it for your business or tax records. Card payments you took also remain in your own Stripe account.

Upon termination, your right to use the Service ceases. Sections that by their nature should survive termination will survive, including Sections 4, 7, 8, 9, and 10.

12. Changes to These Terms

We may update these Terms from time to time. We will notify you of material changes by posting the updated Terms on our website and, where appropriate, by email. Your continued use of the Service after changes are posted constitutes acceptance of the updated Terms. If you do not agree to the updated Terms, you must stop using the Service.

13. General Provisions

These Terms constitute the entire agreement between you and FieldFlow regarding the Service. If any provision of these Terms is found to be unenforceable, the remaining provisions will continue in full force and effect. Our failure to enforce any provision of these Terms shall not be considered a waiver of that right. These Terms are governed by the laws of the State of California, without regard to conflict of law principles.

14. Contact Us

If you have questions about these Terms, contact us at:

• Email: legal@fieldflowusa.com
• Mail: FieldFlow LLC, Santa Cruz, CA