Legal & Compliance

1. Terms of Service

1.1 Acceptance of Terms

By registering for or using FieldBase, you acknowledge that you have read, understood, and agree to be bound by these Terms of Service and all policies referenced herein. If you do not agree, you must not use the platform.

1.2 Service Description

FieldBase is a business management platform for contractors and service companies. It provides tools for lead management, estimating, scheduling, client communication, invoicing, signatures, and payment collection. Features are provided on an as-available basis.

1.3 Account Responsibilities

You are responsible for maintaining the confidentiality of your login credentials, all activity that occurs under your account, and ensuring all information you submit is accurate and lawful. You must immediately notify FieldBase of any unauthorized use.

1.4 Prohibited Use

You may not use FieldBase to:

• Violate any applicable law, regulation, or third-party rights
• Transmit spam, fraudulent communications, or misleading content
• Attempt to gain unauthorized access to the platform or other accounts
• Use automated scripts to scrape, modify, or interact with the system without permission
• Resell, sublicense, or commercially redistribute platform access

1.5 Subscription & Billing

Paid subscriptions renew automatically on the interval shown at signup (monthly or annual) unless cancelled before the renewal date. FieldBase offers two subscription plans: (a) a monthly plan at $35.00/month, following a 15-day free trial; or (b) an annual plan at $350/year billed as a single payment. The selected rate is locked in for the lifetime of an active workspace. Applicable taxes, payment processing fees, and local surcharges may be added to the billed amount. FieldBase reserves the right to change future pricing with 30 days' advance notice.

1.6 Automatic Renewal Disclosure

IMPORTANT: Your subscription will automatically renew at the end of each billing period. Your payment method will be charged unless you cancel at least 24 hours before the renewal date. Cancellation stops future renewals; access continues through the end of the current paid term.

1.7 Cancellation & Refunds

You may cancel your subscription at any time from your account settings. Subscription fees are non-refundable except where required by applicable law. Partial-month refunds are not issued. If you cancel, your workspace data is retained for 30 days before permanent deletion.

1.8 Modifications to Service

FieldBase may modify, suspend, or discontinue any feature with reasonable notice. Material changes to these Terms will be communicated by email or in-app notification and will require re-acceptance before continued use.

2. Privacy Policy

2.1 Data We Collect

We collect the following categories of data:

• Account data: name, email address, company name, phone number, and business type
• Business data: clients, jobs, estimates, invoices, contracts, and documents you create on the platform
• Usage data: log files, IP addresses, browser type, device information, and activity timestamps
• Payment data: processed through Stripe; FieldBase does not store full card numbers
• Communication data: emails and SMS messages sent through the platform

2.2 How We Use Your Data

We use collected data to operate and improve the platform, process payments, provide customer support, send transactional communications, fulfill legal and regulatory obligations, and detect and prevent fraud or security incidents. We do not sell your personal data or your clients' data to third parties.

2.3 Data Sharing

We share data only with trusted service providers (Supabase for database hosting, Stripe for payments, SendGrid/similar for email, Twilio/similar for SMS) under data processing agreements. We may disclose data when required by law or to protect the rights and safety of users.

2.4 Data Retention

Your data is retained while your account is active. After cancellation, data is kept for 30 days, then deleted except where retention is required by law (billing records, audit logs). You may request deletion at any time by contacting support.

2.5 Your Rights

Depending on your jurisdiction, you may have the right to access, correct, or delete your personal data; object to or restrict processing; request data portability; and lodge a complaint with a supervisory authority. To exercise these rights, contact us at the address listed below.

2.6 Cookies & Tracking

We use strictly necessary cookies for session management and security. We may use analytics tools to understand platform usage. You can control cookie preferences through your browser settings, though disabling necessary cookies may prevent login.

3. Payment Authorization & Billing

3.1 Payment Processing

All payments are processed by Stripe, Inc., a PCI DSS Level 1 certified payment processor. By providing your payment method, you authorize FieldBase to charge the applicable subscription fee and any applicable taxes on the billing interval selected.

3.2 Authorization for Recurring Charges

By accepting these terms and subscribing to a paid plan, you expressly authorize FieldBase to initiate recurring charges to your payment method at the frequency you selected. This authorization remains in effect until you cancel your subscription.

3.3 Non-Refundable Policy

All subscription fees are non-refundable. FieldBase does not issue refunds or credits for partial months, unused features, or periods when service was available but not used, except where required by applicable law.

3.4 Failed Payments

If a payment fails, we will attempt to recharge your payment method up to three times over seven days. If payment cannot be collected, your workspace will be suspended until the balance is resolved. You are responsible for keeping your payment method current.

3.5 Payment Compliance (NACHA / ACH)

If you use ACH bank transfer or bill payment features, you authorize electronic debit entries to the specified bank account in accordance with NACHA Operating Rules. You represent that you are authorized to initiate debits on the specified account and that sufficient funds will be available.

3.6 Disputes

If you believe a charge was made in error, contact support within 30 days of the charge date. Initiating a chargeback without first contacting support may result in immediate account suspension.

4. SMS Consent & TCPA Compliance

4.1 Platform SMS Features

FieldBase may offer SMS messaging features that allow you to send text messages to your clients (appointment reminders, invoice notifications, quote follow-ups). These features require your explicit opt-in consent before activation.

4.2 Your Consent Obligations

You are solely responsible for obtaining prior express written consent from your clients before sending them any SMS messages through this platform. FieldBase provides technical infrastructure only. You must comply with the Telephone Consumer Protection Act (TCPA), the CAN-SPAM Act, applicable state laws, and carrier guidelines. Failure to obtain proper consent may expose you to significant legal liability.

4.3 Consent Records

The platform stores the following data when SMS consent is recorded: consent timestamp, opt-in source, phone number (hashed for storage), and opt-in status. You agree to maintain your own records of client consent independent of the platform.

4.4 Opt-Out Handling

All SMS messages sent through FieldBase must include an opt-out option. If a recipient replies STOP (or equivalent), the platform will automatically flag that number and prevent future messages. You must honor opt-out requests immediately and not re-add contacts to messaging lists without renewed consent.

4.5 Prohibited SMS Content

You may not use the SMS features to send spam, unsolicited marketing, illegal content, or messages that violate carrier policies. FieldBase reserves the right to suspend SMS access for accounts with high opt-out rates or complaints.

5. Estimate & Invoice Terms

FieldBase provides software tools that enable contractors ("Platform Users") to create, manage, send, and track estimates and invoices with their own clients. FieldBase is strictly a technology platform and software-as-a-service provider. FieldBase is not a contractor, general contractor, subcontractor, service provider, or party to any agreement, estimate, or invoice issued by a Platform User to their client. All legal obligations arising from estimates and invoices created through the platform belong exclusively to the Platform User and their client.

5.1 Non-Binding Nature of Estimates

Estimates generated through FieldBase are documents created solely by the Platform User. FieldBase does not review, verify, approve, or endorse the content, accuracy, or legal sufficiency of any estimate. An estimate does not constitute a legally binding contract until it has been formally accepted by both the Platform User (contractor) and their client in accordance with applicable law. The Platform User bears sole responsibility for ensuring that estimates comply with all federal, state, and local laws, licensing requirements, and industry regulations applicable to their trade and jurisdiction.

5.2 Pricing, Scope, and Change Orders

All pricing, scope of work, labor, materials, quantities, and payment schedules appearing in an estimate or invoice are determined entirely by the Platform User. FieldBase does not set, influence, validate, or guarantee any pricing or scope representation. The Platform User is solely responsible for documenting any changes to scope or pricing in writing prior to performing additional work. FieldBase is not liable for any dispute arising from undocumented scope changes, price discrepancies, or verbal agreements between a Platform User and their client.

5.3 Invoice Payment Terms

Payment terms, due dates, late fees, and collection policies appearing on any invoice are established exclusively by the Platform User. FieldBase does not impose, collect, or enforce payment obligations between Platform Users and their clients. FieldBase is not a payment intermediary, escrow agent, or collection agent with respect to contractor-client invoices. Platform Users are solely responsible for pursuing unpaid invoices through appropriate legal channels.

5.4 No Guarantee of Accuracy, Legality, or Enforceability

FieldBase makes no representation or warranty, express or implied, that any estimate or invoice created on the platform is accurate, complete, legally compliant, or enforceable in any jurisdiction. The platform provides formatting and workflow tools only. Platform Users are solely responsible for the legal validity of documents they generate and send, and are strongly advised to consult qualified legal counsel regarding the enforceability of their estimates and invoices under applicable law.

5.5 Automatic Disclaimer on Documents

The following disclaimer is automatically appended to all estimates and invoices generated through FieldBase and forms part of the document as issued:

5.6 Platform Neutrality & Limitation of Liability

FieldBase expressly disclaims any and all liability arising from: (a) the content of any estimate or invoice created by a Platform User; (b) disputes between a Platform User and their client regarding scope, quality, payment, or performance; (c) any representation made by a Platform User to their client using documents generated on the platform; (d) non-payment, overpayment, or payment disputes between Platform Users and their clients; or (e) the failure of any estimate or invoice to comply with applicable law. Platform Users agree to indemnify and hold FieldBase harmless from any claim asserted by a client or third party arising from documents the Platform User created using the platform, as further described in Section 6.3.

6. Disclaimers & Limitation of Liability

6.1 No Warranty

THE PLATFORM IS PROVIDED "AS IS" AND "AS AVAILABLE" WITHOUT WARRANTIES OF ANY KIND, EXPRESS OR IMPLIED, INCLUDING BUT NOT LIMITED TO WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, OR NON-INFRINGEMENT. FieldBase DOES NOT WARRANT THAT THE PLATFORM WILL BE UNINTERRUPTED, ERROR-FREE, OR FREE OF VIRUSES.

6.2 Limitation of Liability

TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, FieldBase AND ITS OFFICERS, DIRECTORS, EMPLOYEES, AND AGENTS SHALL NOT BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, INCLUDING LOSS OF PROFITS, REVENUE, DATA, OR BUSINESS OPPORTUNITIES, ARISING FROM OR RELATED TO YOUR USE OF THE PLATFORM, EVEN IF ADVISED OF THE POSSIBILITY OF SUCH DAMAGES.

OUR TOTAL CUMULATIVE LIABILITY FOR ANY CLAIMS ARISING UNDER THESE TERMS SHALL NOT EXCEED THE GREATER OF (A) THE AMOUNT PAID BY YOU TO FieldBase IN THE TWELVE MONTHS PRECEDING THE CLAIM, OR (B) ONE HUNDRED U.S. DOLLARS ($100).

6.3 Indemnification

You agree to indemnify, defend, and hold harmless FieldBase and its affiliates from any claim, demand, loss, liability, or expense (including reasonable attorneys' fees) arising from your use of the platform, violation of these terms, violation of any law, or infringement of any third-party right.

6.4 Governing Law & Dispute Resolution

These Terms are governed by the laws of the State of Texas, United States, without regard to conflict of law principles. Any dispute not resolved informally within 30 days must be submitted to binding arbitration under the AAA Consumer Arbitration Rules. CLASS ACTION WAIVERS: you agree to resolve disputes individually, not as part of a class action.

6.5 Contact Information

For legal inquiries, data requests, or compliance questions, contact FieldBase at:

7. Arbitration & Class Action Waiver

7.1 Informal Resolution First

Before initiating arbitration, either party must provide written notice of the dispute and allow thirty (30) days for good-faith informal resolution. Notices must describe the legal claim, factual basis, and requested remedy.

7.2 Binding Arbitration Agreement

Except where prohibited by law, any dispute, claim, or controversy arising out of or relating to these Terms or use of the platform shall be resolved exclusively by final and binding arbitration administered by the American Arbitration Association (AAA) under its applicable rules.

7.3 No Class or Representative Proceedings

TO THE MAXIMUM EXTENT PERMITTED BY LAW, EACH PARTY WAIVES ANY RIGHT TO PARTICIPATE IN A CLASS, COLLECTIVE, MASS, OR REPRESENTATIVE ACTION. CLAIMS MAY BE BROUGHT ONLY IN AN INDIVIDUAL CAPACITY.

7.4 Injunctive Relief

Notwithstanding this arbitration section, either party may seek temporary or preliminary injunctive relief in a court of competent jurisdiction to prevent imminent misuse of intellectual property, confidential information, or security controls.

8. General Legal Terms

8.1 Entire Agreement

These Terms, together with any referenced policies and accepted order forms, constitute the entire agreement between you and FieldBase regarding the platform and supersede prior or contemporaneous discussions or understandings.

8.2 Assignment

You may not assign or transfer these Terms without prior written consent from FieldBase. FieldBase may assign these Terms in connection with a merger, acquisition, corporate reorganization, or sale of assets.

8.3 Severability

If any provision of these Terms is found unenforceable, the remaining provisions will remain in full force and effect, and the unenforceable provision will be interpreted to the maximum extent permissible under applicable law.

8.4 Force Majeure

FieldBase is not liable for delays or failures resulting from events beyond reasonable control, including natural disasters, utility outages, labor disputes, cyberattacks, internet backbone failures, governmental actions, or third-party provider outages.

8.5 Electronic Records and Signatures

You agree that electronic records, audit logs, checkbox confirmations, and electronic signatures may be used as evidence of assent, authorization, and contractual intent to the same extent as paper records and handwritten signatures, subject to applicable law.

8.6 Independent Legal Advice

You acknowledge that you have had the opportunity to consult independent legal counsel before accepting these Terms and that you are not relying on FieldBase for legal advice regarding your contracts with clients, employment matters, licensing obligations, or tax compliance.