Terms of Service

1. Who these terms apply to

FieldPrompt is provided by FIELDPROMPT LLC, a Missouri limited liability company. These terms apply to the companies, admins, dispatchers, technicians, and other users who access the service. If you use FieldPrompt on behalf of a company, you confirm that you have authority to do so.

The business purchasing or administering a workspace is the “Customer.” Individual users act within the access that Customer authorizes. The service is offered to businesses based in the United States for business purposes, not for personal, household, or children's use. Users must be at least 18 and authorized by Customer.

These terms, together with an applicable subscription checkout or order, form the service agreement when accepted by an authorized representative. A separate agreement signed by both parties controls a conflict with these terms. An order controls the purchased plan, price, and subscription period; the data-processing terms below control conflicts about processing Customer personal data unless a separate signed data-processing agreement provides otherwise. The Privacy Policy explains our practices and does not expand the rights to Customer data granted here.

4. Acceptable use

You may not use the service to break the law, harm other people, or interfere with the product.

• Do not attempt to bypass authentication, permissions, or rate limits.
• Do not upload malicious code, spam, or fraudulent content.
• Do not use AI-assisted features to create unlawful, deceptive, or harmful content.
• Do not use the service in a way that disrupts other tenants or users.
• Do not infringe intellectual property, disclose another person's confidential information without permission, impersonate others, or falsify invoices, signatures, work records, reviews, or evidence that a service was performed.
• Do not use the service for unlawful discrimination, harassment, covert tracking, unsolicited communications, or collection of information unrelated to legitimate service work. Follow applicable messaging, privacy, employment, and consumer laws.
• Do not extract other customers' data, sell unauthorized access, or reverse engineer the service except to the extent a restriction is prohibited by law. Coordinate security testing with us before testing systems you do not own.
• Do not use AI output as the sole basis for hiring, firing, credit, insurance, housing, or other decisions affecting a person's legal rights or access to essential opportunities. Do not use it to bypass safety controls or direct hazardous work without qualified human verification.

Report suspected abuse or security issues to support@fieldprompt.com. Include enough context to investigate, but do not send passwords, payment-card details, or unnecessary personal information. We may restrict the affected content or access as described below.

5. Billing and third-party services

FieldPrompt subscriptions are billed through Stripe. Your selected plan, billing interval, price, and any separately purchased extras are shown in the applicable checkout or order. Recurring subscriptions renew according to those billing terms until canceled. Review the amount and renewal interval before completing checkout.

Workspace billing controls are available in the web app under Settings → Billing, including a link to the Stripe billing portal. If a cancellation control is unavailable or you need help with a charge or refund request, email support@fieldprompt.com. The effective cancellation date is the date confirmed through the billing process; simply uninstalling the mobile app or stopping use does not cancel a subscription. Any refund rights required by applicable law remain unaffected.

Payments for HVAC or other field services are separate from your FieldPrompt subscription. The business issuing an invoice provides those services and is the customer's point of contact for the work, pricing, service refunds, and disputes. Stripe Connect processes supported invoice payments under the applicable Stripe agreements. FieldPrompt does not perform or warrant the field services described in those invoices. Payment fees and responsibilities depend on the applicable payment setup and agreements.

Integrations are available only where enabled for your workspace. Connecting an accounting service authorizes the data exchange needed for its selected workflows. Review customer matches, accounting settings, tax treatment, and exported records with your bookkeeper. FieldPrompt is not a substitute for accounting or tax advice.

You are responsible for applicable taxes on your purchase other than taxes on our net income. Any usage allowances, AI credits, overage charges, or expiration rules must be disclosed in the applicable plan or purchase terms. These terms do not create an undisclosed overage fee or credit-expiration period. We will give notice of changes to recurring prices before they take effect, as required by law and your agreement.

Third-party providers control their own services, terms, availability, and account requirements. You authorize enabled integrations only within the permissions you grant. Review exported records and keep the records your business is legally required to retain. Disconnecting a provider does not reverse payments or remove copies already sent to it.

6. Your data

You keep ownership of the business data you put into the service, including customer details, work orders, estimates, invoices, schedules, notes, and technician updates. You give us permission to host, process, transmit, and back up that data as needed to operate and support the service, including AI-assisted note creation, cleanup, summarization, organization, troubleshooting guidance, and suggestion features when you choose to use them.

You are responsible for having the rights and permissions needed to submit customer and worker information, photos, signatures, and other content. Use customer contact information and communication features only for authorized purposes and provide any notices or consents required for the messages you send. Do not upload payment-card security codes, full card numbers, passwords, or unrelated sensitive information into work records or AI prompts.

This permission is limited to providing, securing, maintaining, and supporting the service, carrying out your instructions, and meeting legal obligations. It does not transfer ownership of Customer content or authorize its sale, advertising use, or training of general-purpose AI models. Any materially different use requires a separate lawful basis and any agreement, notice, or consent required by applicable law.

7. AI-assisted notes and FieldPrompt Assistant

AI-assisted features, including note cleanup and the AI Field Assistant, may use user-provided content and app data to generate suggestions. That content may include technician-entered notes or questions, prompts, work order titles and descriptions, job notes visible to the user, service location context, customer, job, site, branch, or technician context, items or materials, and photo metadata where relevant.

AI output is guidance only. It may be incomplete, inaccurate, outdated, or not specific to the exact equipment model, fault code, site condition, code requirement, or work order. It is not a substitute for manufacturer manuals, equipment labels or data plates, safety procedures, code or licensing requirements, or qualified professional judgment.

You are responsible for reviewing AI output and using professional judgment before relying on it, saving it, sharing it, communicating it to customers, or treating it as part of a final work record. Verify AI suggestions before acting on them. FieldPrompt does not guarantee any particular diagnostic, repair, safety, financial, or business outcome from AI suggestions.

Human oversight and bias

Customer is responsible for deciding which staff may use AI features, training those staff on appropriate use, and reviewing results before they become customer communications or final business records. Check facts, calculations, quoted sources, equipment details, and assumptions against reliable records. Do not present generated text as an inspection, measurement, customer consent, or completed work that did not occur.

AI can reflect bias, omit relevant context, or produce different results for similar questions. Review suggestions for unsupported assumptions about customers, workers, neighborhoods, or protected characteristics. Remove unnecessary personal information from prompts, correct discriminatory or misleading output, and use qualified human judgment to resolve uncertainty. Our AI features are operational assistance, not a system for evaluating people or making automated eligibility decisions.

Reporting concerns and feature changes

Send harmful, biased, or materially inaccurate output to support@fieldprompt.com, with the feature, date, and relevant example, redacting unnecessary personal information. Stop relying on disputed output while it is reviewed. We may limit, change, or disable an AI feature to address safety, abuse, provider, or reliability concerns. Models and outputs can change; these terms do not represent that AI is bias-free, independently certified, or suitable for every use. The Privacy Policy describes AI data handling.

11. Software, content, and intellectual property

FieldPrompt and its licensors retain rights in the software, designs, documentation, trademarks, and underlying technology. Subject to your agreement, we grant Customer a limited, nonexclusive, nontransferable right for authorized users to access the service for Customer's business during the applicable subscription or authorized access period. No source-code ownership or right to resell the service is granted. Third-party and open-source components remain subject to their applicable licenses.

As between Customer and FieldPrompt, Customer retains its input and may use AI output generated for its workspace. To the extent FieldPrompt owns assignable rights in that output, we assign those rights to Customer. This does not transfer the underlying software or third-party rights, guarantee copyright protection or noninfringement, or make output exclusive: similar output may be generated for others. Review output and obtain permissions needed for its intended use.

If you voluntarily provide product feedback, you permit us to use that feedback to improve the service without compensation. This permission does not grant rights to disclose your confidential information or use unrelated workspace content.

12. Confidentiality

Each party will protect the other's nonpublic information that is identified as confidential or reasonably should be understood to be confidential, including Customer work records and nonpublic business or technical information. The recipient will use it only to perform or exercise rights under the agreement, use reasonable care to protect it, and disclose it only to people or providers who need it for that purpose and are bound by appropriate confidentiality obligations.

These duties do not cover information the recipient can show became public without a breach, was already lawfully known, was independently developed, or was lawfully received without a confidentiality restriction. Disclosure required by law is permitted; where legally allowed, the recipient will give reasonable notice and limit disclosure to what is required. Personal data remains subject to the data-processing terms and applicable law even if another confidentiality exception applies.

13. Customer data-processing terms

This section applies when FieldPrompt processes personal data on Customer's behalf in providing the service. Customer determines the purposes and instructions for that processing; FieldPrompt acts as a processor or service provider where those roles apply under law. Each party must comply with the privacy laws applicable to its role. Our separate handling of account administration, billing, security, and website information is described in the Privacy Policy.

Scope and instructions

The subject is Customer's field-service operations. Processing includes collecting, storing, organizing, retrieving, transmitting, securing, and deleting records, and generating AI assistance when requested. It covers customer contacts and service recipients, employees, contractors, and authorized users. Data can include contact details, service addresses, job and equipment records, communications, photos, signatures, invoices, payment references, time records, permitted location data, and AI inputs and outputs. Processing continues for the service period and any permitted retention period.

Customer's agreement, authorized configuration, and use of features are its documented instructions. Customer must have a lawful basis for its instructions, provide required notices, and obtain required permissions. FieldPrompt will process this data only for those instructions and the specified service purposes, or as legally required. If an instruction appears to violate applicable privacy law, we will notify Customer and may pause the affected processing pending clarification.

Use restrictions and providers

For personal data processed on Customer's behalf, FieldPrompt will not sell or share it for cross-context behavioral advertising, use it outside the direct business relationship or specified service purposes, or combine it with unrelated personal data except as permitted by applicable law. FieldPrompt will provide the protection required of its role under applicable privacy law and notify Customer if it can no longer meet those obligations. Customer may take reasonable steps to stop and remediate unauthorized use and verify that processing is consistent with these terms.

Customer authorizes the service providers needed to deliver the selected features, including infrastructure, communications, diagnostics, and AI processing. The Privacy Policy identifies current provider categories and principal providers. Providers acting as subprocessors must be subject to written confidentiality, security, and data-use obligations appropriate to their work. FieldPrompt remains responsible for their performance of the processing obligations it delegates. Contact legal@fieldprompt.com for subprocessor information or concerns about a material change. Payment providers and integrations that process data for their own purposes may have separate legal roles and agreements rather than acting solely as our subprocessors.

Security, incidents, and assistance

FieldPrompt will maintain reasonable technical and organizational safeguards appropriate to the data and processing, limit access to authorized personnel, and require confidentiality from personnel who handle Customer personal data. No system is immune from compromise; this provision is not a claim of a particular security certification. Customer must protect its credentials, devices, permissions, and authorized exports.

On becoming aware of unauthorized access, acquisition, disclosure, alteration, or loss of Customer personal data in our service, we will notify Customer without undue delay, provide available information reasonably needed to assess the incident, and cooperate with containment and remediation. Information may be provided in stages as facts become available. Each party retains its own legal notification duties; notification does not by itself establish fault or liability.

Taking account of the processing and information available to us, we will reasonably assist Customer with privacy requests, security obligations, and legally required assessments. We will make information reasonably necessary to demonstrate compliance available and cooperate with legally required, appropriately scoped assessments or audits, subject to confidentiality and protection of other customers. Contact legal@fieldprompt.com to coordinate. We may direct a request from Customer's employee or service recipient to Customer unless law requires us to respond directly.

Return, deletion, and retained copies

At the end of service, Customer may request return of available Customer personal data in a reasonably accessible format or deletion, subject to applicable legal retention requirements. We will coordinate the scope and completion of the request. Retained records remain protected and limited to the purpose requiring retention. Backup copies may persist through their retention cycle and must remain protected; if restored, an applicable deletion request must be reapplied. These terms do not promise immediate erasure from all backups or deletion of copies controlled independently by Customer or a connected provider. The Privacy Policy explains retention and request channels.

14. Warranties and liability

Except for express commitments in your agreement and to the extent permitted by law, the service and AI output are provided “as is” and “as available.” We disclaim implied warranties of merchantability, fitness for a particular purpose, and noninfringement. We do not warrant uninterrupted access, error-free output, or that software, AI suggestions, or integrations will satisfy every legal, equipment, accounting, or business requirement. These disclaimers do not cancel our express confidentiality or data-processing obligations.

To the extent permitted by law, FieldPrompt will not be liable for indirect, incidental, special, consequential, exemplary, or punitive damages, or lost profits, revenue, or business opportunities, arising from the service or agreement. FieldPrompt's total aggregate liability arising from the service or agreement will not exceed the greater of $1,000 or the fees paid or payable by Customer to FieldPrompt for the service during the 12 months before the event first giving rise to the claim. Payments for a contractor's field services are not FieldPrompt subscription fees for this purpose.

These limits apply regardless of the legal theory of a claim, but do not exclude or limit fraud, willful misconduct, gross negligence, or any liability or remedy that applicable law does not permit to be excluded or limited. Mandatory statutory rights remain unaffected. A separate signed agreement may provide different liability terms.

15. Third-party claims and indemnification

To the extent permitted by law, Customer will defend FieldPrompt against a third-party claim arising from Customer content that infringes another person's intellectual property or privacy rights, Customer's unlawful use of the service, or Customer's material violation of the acceptable-use restrictions. Customer will indemnify FieldPrompt for damages and reasonable legal costs finally awarded, or agreed in a settlement approved under this section, to the extent attributable to that claim. This obligation applies to the contracting business, not automatically to its individual employees or the recipients of its services.

Customer has no obligation under this section to the extent a claim results from FieldPrompt's breach, negligence, willful misconduct, or unauthorized alteration of Customer content. FieldPrompt must promptly notify Customer of the claim, reasonably cooperate at Customer's expense, and allow Customer to control the defense with competent counsel. A delay in notice relieves Customer only to the extent it materially prejudices the defense. No settlement may admit fault by FieldPrompt or impose nonmonetary obligations on it without its reasonable written consent. FieldPrompt may participate through its own counsel at its own expense.