Terms of service

These terms form an agreement between the customer that buys, starts or administers a FieldForce subscription and FieldForce. By creating an account, accepting an invitation or using the service, you agree to these terms and the privacy policy.

“Customer” means the organisation or person responsible for the company workspace and subscription. “Authorised user” means an owner, administrator, manager or employee permitted by the customer to use that workspace. “Customer data” means information submitted to or generated within the service on the customer’s behalf.

FieldForce is intended primarily for business and professional use. A person creating or administering a company workspace confirms that they have authority to act for that customer. Customers are responsible for ensuring their use of FieldForce complies with employment, tax, privacy, record-keeping and other laws applicable to their activities.

Nothing in these terms excludes rights that cannot lawfully be excluded. If a user is legally treated as a consumer, any mandatory consumer rights continue to apply.

• Users must provide accurate account information and keep it current.
• Passwords and access links must be protected and must not be shared with unauthorised people.
• The customer controls which users are invited and whether they are employees, managers, administrators or owners.
• Owners and administrators may access or manage company records according to their permissions.
• The customer is responsible for removing access promptly when a user no longer requires it.
• We may require additional verification or suspend access where account security is at risk.

Subscription features, included employee seats, included management seats, billing periods and prices are shown during signup or in the billing area. Unless described as unlimited, use is subject to the capacity purchased for the workspace.

An active, unexpired pending invitation may reserve the relevant employee or management seat. Cancelling or allowing an invitation to expire releases that reservation. Once an invitation is accepted, the active membership becomes the seat usage. Renewing an expired invitation may reserve a seat again.

Fees are normally charged in advance through the payment provider. Taxes may be added where applicable. The customer authorises recurring charges for the selected billing period until cancellation. Failed payment may lead to restricted or suspended access after reasonable retry or notice.

Trial limits and expiry dates are shown when offered. We may change future prices or plan features by giving reasonable notice. A price change will not normally affect a billing period already paid for.

The customer can cancel through the billing portal where available. Cancellation normally takes effect at the end of the current paid period unless stated otherwise. Fees already charged are non-refundable except where the order, a written commitment or applicable law says otherwise.

The customer retains its rights in customer data. The customer gives FieldForce a limited right to host, copy, transmit, back up and otherwise process customer data as necessary to provide, secure and support the service.

The customer must have a lawful basis for providing personal information to FieldForce and for allowing authorised users to access it. Where FieldForce processes workforce information on the customer’s instructions, the parties may enter into a separate data processing agreement.

Customers should export records they need before termination. Following termination, data may be deleted after a limited recovery period unless retention is required by law or agreed in writing.

You must not, and must not permit anyone else to:

• Use the service unlawfully, fraudulently or to infringe another person’s rights.
• Upload malicious code, attempt unauthorised access, bypass security controls or interfere with service operation.
• Probe, scan or test vulnerabilities without written permission.
• Use automated means to overload, scrape or extract the service except through an authorised integration.
• Reverse engineer or copy protected parts of the service except where that restriction is prohibited by law.
• Submit information that the customer is not entitled to process.
• Use FieldForce as an emergency, medical, safety-critical or real-time worker-tracking system unless expressly agreed in writing.

We aim to provide a reliable service but do not promise that it will be uninterrupted or error-free. Maintenance, security work, provider outages and events outside reasonable control may affect availability.

We may change the service to improve security, comply with law, address technical risk or develop functionality. We will try to avoid materially reducing paid core functionality during a current billing period without reasonable notice.

Support channels and response targets are those shown on the support page or in a separate written service agreement. A priority selected on a support form does not itself create a guaranteed response time.

FieldForce relies on third-party infrastructure, authentication, payment, email and related services. Their availability and terms may affect parts of FieldForce. We are not responsible for a third-party service selected or connected by the customer, but this does not remove our responsibility for suppliers we use to provide FieldForce where the law or our contract makes us responsible.

We may suspend or restrict access where reasonably necessary to protect security, prevent unlawful use, manage overdue payment, respond to a legal requirement or address a material breach. Where practical, we will provide notice and an opportunity to remedy the issue.

Either party may terminate for a material breach that is not remedied within a reasonable period after notice, or immediately for insolvency or a serious security or unlawful-use event. Provisions intended to continue after termination, including confidentiality, payment, liability and governing law, survive.

FieldForce is provided with reasonable care and skill. Except for terms that cannot lawfully be excluded, no other warranty is given, including that the service will meet every customer requirement or replace the customer’s legal, payroll, tax, employment or accounting advice.

Neither party is liable for indirect or consequential loss, or for loss of profit, revenue, business, anticipated savings or goodwill, except where such exclusion is unlawful. Subject to the paragraph below, FieldForce’s total aggregate liability arising from the service in any 12-month period will not exceed the fees paid or payable for that workspace during the 12 months before the event giving rise to the claim.

Nothing limits liability for death or personal injury caused by negligence, fraud or fraudulent misrepresentation, breach of a liability that cannot be limited by law, or the customer’s obligation to pay valid fees.

These terms and any non-contractual dispute are governed by the laws of England and Wales. The courts of England and Wales have exclusive jurisdiction, except where mandatory law gives a consumer the right to bring proceedings elsewhere.

Before starting formal proceedings, the parties should attempt in good faith to resolve the dispute through authorised representatives.

Questions about these terms can be sent to support@fieldforceapp.co.uk. Our contact address is United Kingdom.

We may update these terms for legal, security, product or commercial reasons. Material changes will apply from the date stated in the updated terms and, where appropriate, we will provide additional notice before they take effect.