Terms of Service

FieldProof is a web application for professionals and businesses that carry out inspections, visits and other field work. It lets teams organize work by customer, site and area, job and visit; record observations, checklists and photographic evidence; and generate Word (.docx) reports from one or several visits.

FieldProof is intended for business and professional use and is not offered to consumers. Nothing in these Terms limits rights that cannot be limited under mandatory law.

• You sign in to FieldProof with a Google or Microsoft account. You must be at least 18 years old and use an account you are entitled to use.
• Access to a workspace is granted only after review. We may approve or decline a trial or access request, for example if it is incomplete or the intended use is not compatible with these Terms.
• You must give accurate information and keep it up to date, including the organization's details.
• You are responsible for keeping your Google or Microsoft account secure and for the activity carried out through your FieldProof session. Tell us promptly at support@cloudfmsolutions.com if you suspect unauthorized access.
• You may use FieldProof only for the organization that authorized you and only within the role it gave you.

Each Customer has its own workspace (an “organization”), kept separate from other organizations. Within an organization, each user has one of the following roles:

• Owner: full control of the organization, including the subscription and billing;
• Administrator: manages the team, settings, templates and storage connections;
• Manager and Technician: create and update work records such as customers, sites, jobs, visits, observations, checklists and evidence, according to the permissions of each role;
• Viewer: read-only access.

Owners and Administrators add users to the organization and can change their role or suspend them. The Customer is responsible for who it gives access to, for the roles it assigns, for removing access when someone should no longer have it, and for the actions of its users in FieldProof.

The number of users included depends on the plan, as described on the pricing page or in a written agreement.

When using FieldProof, you must not:

• use it for an unlawful purpose or in breach of the rights of others, including privacy, data protection and intellectual property rights;
• access or try to access organizations, accounts or data you are not authorized to access;
• try to bypass or test security, authentication, plan limits or access controls without our written permission;
• upload malware or content intended to damage or disrupt systems;
• overload or disrupt the service, or access it by automated means other than the features we provide;
• resell FieldProof or make it available to people outside the Customer's organization, or use it to build a competing product;
• upload content that is illegal or that you are not entitled to share.

We may investigate suspected breaches and take proportionate action under section 13.

“Customer Data” means the information and files that the Customer and its users submit to FieldProof, such as customers, sites, jobs, visits, observations, checklists, evidence, templates, logos and generated reports.

The Customer keeps all rights in Customer Data. The Customer allows us to host, store, copy, process, transmit and display Customer Data only as necessary to provide, secure and support FieldProof, and as instructed by the Customer through its use and configuration of the service.

The Customer is responsible for Customer Data and confirms that:

• it has the right to upload it, including photographs and documents;
• it has a lawful basis under data protection law to record personal data of third parties, such as customer contacts or people who appear in photographs, and has given them any information the law requires;
• it will not record special categories of personal data unless that is lawful and necessary for its work.

When we process personal data contained in Customer Data, we do so as the Customer's processor, under these Terms and our Privacy Policy, following the Customer's instructions as expressed through its use of FieldProof. We keep that data confidential, protect it with appropriate security measures, use the providers described in the Privacy Policy, help the Customer respond to requests from data subjects and inform it without undue delay of a personal data breach affecting its data.

• FieldProof is a tool to collect, organize and present information. Reports are generated from the data, photographs and templates that users enter, select or upload.
• The Customer is responsible for reviewing each report before using it, sending it to anyone or relying on it professionally, and for its content and conclusions.
• The fact that an inspection, visit, checklist or report was created in FieldProof does not mean that it is complete or accurate, that it complies with any technical standard or regulation, or that it is sufficient for any legal, contractual or insurance purpose. Professional judgement remains the responsibility of the Customer and its users.
• The integrity fingerprint (SHA-256) and the dates recorded by FieldProof show that a file has not changed since it was uploaded, and when it was uploaded. They do not certify what a photograph shows, when it was originally taken or who took it.
• Word templates uploaded by the Customer, and their content, are the Customer's responsibility.

FieldProof works with services from other providers: sign-in with Google or Microsoft; storage in Google Drive, Microsoft OneDrive or SharePoint; payments through Stripe; and bot protection by Cloudflare on public forms.

• Use of these services is also subject to each provider's own terms and policies and to the settings of the Customer's own accounts with them.
• These integrations depend on the availability and behavior of the providers. Outages, changes to their APIs or policies, or a revoked authorization may limit or interrupt the related features, for example access to files stored in a connected Drive.
• We are not responsible for the operation of services we do not control, but we will make reasonable efforts to keep the integrations working and to tell you if one must change or be discontinued.
• Connecting a storage provider gives FieldProof the permissions described in our Privacy Policy, which the Customer can revoke at any time.

• FieldProof's plans, their prices and their limits (such as included users and monthly reports) are described on our pricing page or in a written agreement with the Customer. The limits that apply are those shown when subscribing or changing plan.
• Paid subscriptions are taken out by the organization's Owner and processed by Stripe. They are billed in advance for each monthly or annual period, as chosen, and renew automatically at the end of each period until cancelled.
• The Owner can change the plan, update payment details, see invoices and cancel the subscription from the billing area in Settings, which opens Stripe's customer portal.
• Prices and applicable taxes are shown before payment. Additional users, on plans that allow them, and Enterprise plans are agreed separately.
• If a payment is not made, the application shows a warning to the Owner, and the generation of new reports may be suspended until the subscription is up to date. Existing records and reports remain accessible.
• We may change prices for future billing periods. We will give the Owner at least 30 days' notice before a new price applies to an existing subscription, and the Owner may cancel before it takes effect.

Refund policy

FieldProof subscriptions can be cancelled at any time. Cancellation prevents future renewals and, unless stated otherwise, access to the paid plan's features continues until the end of the billing period already paid.

Payments for subscription periods that have already started are, as a rule, not refundable and are not refunded pro rata for partial use.

We may nevertheless refund a payment when:

• a duplicate or incorrect charge occurred;
• there is a billing error attributable to FieldProof;
• the contracted service could not be provided because of a problem attributable to FieldProof;
• a refund is required by applicable law.

Where the customer is considered a consumer under applicable law, this policy does not limit any legal rights they have, including the right of withdrawal where applicable.

Refund requests must be sent to support@cloudfmsolutions.com, stating the email associated with the account and enough information to identify the transaction.

Approved refunds are made, whenever possible, through the same payment method used for the purchase.

• You can request a free trial on our website. Trial requests are reviewed manually and we may decline them.
• An approved trial gives the organization access for a limited period, with the limits of the Starter plan described on the pricing page. The trial end date is shown in the application. No payment card is needed to start a trial.
• When the trial ends, new reports can no longer be generated unless the organization subscribes to a paid plan. Records created during the trial are not deleted when it ends. If the organization does not move to a paid plan, all of its data — including the files in FieldProof's internal storage — is permanently deleted 30 days after the trial ends. We will notify the Owner by email beforehand, with the date of deletion, so that there is time to subscribe, ask us to keep the data or download what is needed. Files in the Customer's own Google Drive, OneDrive or SharePoint are not deleted.
• We may change or end the trial offer for future requests.

FieldProof, including its software, design, documentation and the official report templates we provide, belongs to us or our licensors. Subject to these Terms and, where applicable, payment of the fees, we grant the Customer and its users a non-exclusive, non-transferable right to use FieldProof for the Customer's internal business purposes during the subscription or trial.

The Customer keeps ownership of Customer Data, including the reports generated from it. The Customer may use, copy and distribute its reports, including any parts of our official templates included in them, for its own business purposes.

If you send us suggestions or feedback, we may use them to improve FieldProof without any obligation to you.

We work to keep FieldProof available, secure and reliable, but we do not guarantee that it will be uninterrupted or error-free. We may need to carry out maintenance or updates and will try to minimize their impact. FieldProof requires an internet connection. Unless a service level is agreed in writing, no specific availability level is guaranteed.

• By default, files are stored in FieldProof's internal storage, hosted by Cloudflare. We use infrastructure designed for durability, but we do not promise that data can be recovered in every circumstance.
• When the Customer chooses Google Drive, OneDrive or SharePoint, files are stored in the Customer's own account. Their retention, sharing, backups and recovery are governed by that account and by the provider. Files moved, renamed or deleted directly in that account may no longer be available in FieldProof, and we cannot restore them.
• If a storage connection is removed, new files are stored in FieldProof's internal storage. Files already stored in the external account stay there and can only be shown in FieldProof again by restoring the original connection.
• The Customer should keep its own copies of the reports and evidence it is required to retain, for example by downloading reports or keeping them in its own storage.

We may suspend access to FieldProof, for the whole organization or for specific users, when reasonably necessary because of:

• a serious or repeated breach of these Terms;
• a risk to the security or integrity of the service, of other customers or of their data;
• abusive or unlawful use;
• non-payment of fees due, after informing the Owner;
• an order or requirement of a competent authority.

Where possible, we will notify the Owner in advance and restore access once the cause is resolved. We may terminate the Customer's access if a serious breach is not remedied within a reasonable period after notice, or immediately where the law allows it.

• The Owner can cancel a paid subscription at any time from the billing area in Settings. Cancellation takes effect at the end of the current billing period; until then, the plan remains available.
• After the subscription ends, records and existing reports remain accessible, but new reports cannot be generated until a plan is active again.
• The Owner can delete the organization at any time in Settings → Delete organization. The deletion is immediate and permanent: all of its data and the files in FieldProof's internal storage are erased, and it cannot be undone. An active paid subscription must be cancelled first. The Customer should download the reports and evidence it needs before deleting. Files in the Customer's own Google Drive, OneDrive or SharePoint are not deleted. Data we must keep by law, such as billing records, is retained.
• A trial does not need to be cancelled; the Customer can simply stop using it.

To the maximum extent permitted by applicable law, FieldProof's total aggregate liability arising out of or relating to the use of the Service, regardless of the basis of the claim, is limited to the total amount actually paid by the Customer to FieldProof during the 12 months immediately preceding the event giving rise to the liability.

To the maximum extent permitted by law, FieldProof is not liable for indirect, incidental, special or consequential damages, including loss of profit, loss of revenue, loss of business opportunities or business interruption, except where such exclusion or limitation is not permitted by applicable law.

This limitation does not apply to liabilities that cannot be legally excluded or limited, in particular in cases of wilful misconduct, gross negligence, or death or personal injury where legally applicable, and does not affect any mandatory rights of consumers.

Where the Service is used by a consumer, any limitation of liability in these Terms applies only to the extent permitted by applicable Portuguese and European Union law.

The Customer will compensate us for reasonable costs and losses arising from a third-party claim caused by Customer Data that the Customer had no right to upload, or by use of FieldProof by the Customer or its users in breach of these Terms. We will inform the Customer promptly of any such claim and allow it to take part in the defense.

We continuously improve FieldProof and may add, change or remove features. We will not materially reduce the core functions of a paid plan during a period already paid without notice to the Owner.

We may update these Terms. The “Last updated” date shows the current version. For significant changes, we will inform the Owners of active organizations at least 30 days before they take effect. If the Customer does not agree, it may cancel before the change takes effect; continued use after that date means acceptance.

These Terms are governed by Portuguese law. Disputes will be submitted to Tribunal Judicial da Comarca de Portalegre, without prejudice to any mandatory rules on jurisdiction.

If any provision is found invalid, the remaining provisions stay in force. A failure to enforce a provision is not a waiver of it.

Entity

CloudFM Solutions, Lda

Registered office

Rua Cimo da Vinha, 40-C, 7300-658 Fortios

Registration number

PT510123864

VAT number

PT510123864

Privacy

support@cloudfmsolutions.com

Support

support@cloudfmsolutions.com

For questions about these Terms or support, write to support@cloudfmsolutions.com. For privacy matters, write to support@cloudfmsolutions.com.