Terms of Service

These Terms of Service ("Terms") govern your access to and use of the Field Forge platform and related services (the "Service") provided by Field Forge Limited, a company registered in Northern Ireland (company number NI715154) with its registered office at Office 1739, 92 Castle Street, Belfast, BT1 1HE ("we", "us", "our").

By accessing or using the Service, you agree to be bound by these Terms. If you are using the Service on behalf of an organisation, you represent that you have authority to bind that organisation to these Terms.

1. Definitions

• "Account" means your registered account on the Service.
• "Company Account" means the organisation-level account under which users are managed.
• "User" means any individual authorised to access the Service under a Company Account.
• "Subscription" means the paid plan that grants access to the Service.
• "Customer Data" means all data you or your Users input, upload, or generate through the Service.
• "AI Features" means the features of the Service that use artificial intelligence to generate, extract or suggest content, including quote and estimate generation, reading uploaded documents (such as scopes of works, supplier invoices and weather forecasts), matching and repairing import columns, drafting forms, reports, programmes, workflow rules and emails, job summaries, and the in-app help assistant.
• "AI Output" means any content produced by an AI Feature.

2. Account Registration

2.1 Eligibility

You must be at least 18 years of age and have the legal capacity to enter into a binding agreement to use the Service. The Service is provided for business use only, by contractors, trade teams, and field service professionals. You confirm that you are using the Service for the purposes of your trade, business or profession and not as a consumer.

2.2 Account Security

You are responsible for maintaining the confidentiality of your account credentials and for all activities that occur under your Account. You must notify us immediately at contact@fieldforge.io if you become aware of any unauthorised use of your Account.

2.3 Account Accuracy

You agree to provide accurate, current, and complete information during registration and to keep your Account information up to date.

2.4 Your Users

You decide who in your organisation may use the Service and what each User can access, and you are responsible for their use of it. Each User is asked, on first sign-in and again after any material change to our terms, to confirm that they have read the terms that apply to them — these Terms for account owners and administrators, and our Acceptable Use Policy and Privacy Policy for everyone else. We keep a record of which version each User confirmed and when.

3. Subscription & Billing

3.1 Plans & Pricing

The Service is offered on a subscription basis with monthly and annual billing options. Pricing is per-seat and varies by licence type (Full or Lite). Current pricing is displayed on our website and within the Service.

3.2 Free Trial

We may offer a free trial period. At the end of the trial, your access will be restricted unless you subscribe to a paid plan. We will notify you before your trial expires.

3.3 Payment

All payments are processed by Stripe. By subscribing, you authorise us to charge your payment method on a recurring basis. All fees are exclusive of applicable taxes unless stated otherwise.

3.4 Seat Management

You may add or remove seats at any time. When you add a seat mid-billing cycle, the charge is prorated for the remainder of the current period. When you remove an unused seat, the change takes effect immediately and a prorated credit for the remainder of the period is applied to your next invoice. A seat cannot be removed while a team member still occupies it.

3.5 Cancellation

You may cancel your Subscription at any time through the Service or by contacting us. Cancellation takes effect at the end of the current billing period. No refunds are provided for partial billing periods, except where required by law.

3.6 Overdue Payments

If payment fails, we will notify you and provide a grace period to update your payment details. If payment remains outstanding, we may suspend or restrict access to the Service.

3.7 AI Usage Allowance

Your Subscription includes a monthly allowance of AI-assisted processing, calculated by reference to the number and type of seats on your account. The allowance is measured by the computational cost of the AI requests your users make, which varies by feature — reading a large uploaded document consumes considerably more allowance than a short question to the help assistant.

Your current allowance and consumption are available on request at any time. We size the allowance so that normal, and even heavy, day-to-day use does not reach it; it exists to protect both parties against runaway or unintended consumption.

3.8 Exceeding Your Allowance

If you exhaust your monthly allowance, AI-assisted features will stop generating new content for the remainder of that calendar month. This does not affect any other part of the Service: your data, quotes, jobs, invoices and reports remain fully accessible and editable, and the in-app AI help assistant remains available. Your allowance resets at the start of each calendar month.

3.9 Purchasing Additional Allowance

You may purchase additional AI allowance at any time by contacting us. Additional allowance is charged separately from your Subscription, applies to the calendar month for which it is purchased, and does not carry over into subsequent months. We will confirm pricing before any additional allowance is applied to your account.

We may also, at our discretion, adjust your allowance — for example to accommodate a temporary increase in your workload, or where we have reason to believe consumption is the result of an error or misuse. We will tell you when we do so.

3.10 Changes to Pricing

We may change our Subscription prices or AI allowance pricing by giving you at least 30 days’ notice by email. A change applies from the start of your first billing period that begins after the notice period ends. If you do not accept a change, you may cancel before it takes effect under Section 3.5.

4. Use of the Service

4.1 Licence to Use

Subject to these Terms and your active Subscription, we grant you a limited, non-exclusive, non-transferable, revocable licence to access and use the Service for your internal business purposes. For full licence terms, see our Software Licence Agreement.

4.2 Acceptable Use

Your use of the Service is subject to our Acceptable Use Policy, which forms part of these Terms.

4.3 AI Features

AI Features generate suggestions from the information you give them. AI can make mistakes: it can misread a document, miss or invent items, and get quantities, prices, dates or other details wrong, even when the result looks confident and complete. The Service labels AI Output where it is shown and asks you to check it before you use it. You acknowledge that:

• AI Output is a starting point, not a finished piece of work, and may contain errors, omissions or inaccuracies
• You are solely responsible for reviewing, verifying and approving all AI Output — against the source material and against what you expect — before you save it, rely on it, or send it to anyone, including your customers and suppliers
• AI Output is not professional, technical, legal, tax, or health and safety advice, and does not replace the judgement of a suitably qualified person or your obligations under any regulations, standards or contracts that apply to your work
• The in-app help assistant is an AI system, not a member of our staff; its answers may be wrong or out of date, and you can ask to speak to a person through the assistant or at contact@fieldforge.io
• We do not guarantee the accuracy, completeness, or suitability of AI Output for any particular purpose
• The content you submit to an AI Feature — which can include uploaded documents and job, customer, site and staff details — is sent to third-party AI providers for processing, as described in our Privacy Policy
• AI features consume the monthly allowance described in Section 3.7, and are subject to per-minute and daily request limits to protect service stability for all customers
• We may change the underlying AI models used by the Service, including where a provider retires a model, provided we do not materially reduce the functionality available to you

4.4 Customer Portal

If you use the Customer Portal feature to share information with your clients, you are responsible for ensuring you have appropriate authority and consent to share that information.

4.5 Beta and Preview Features

We may offer features marked as beta, preview or early access. You may choose whether to use them. They may be incomplete, change significantly or be withdrawn at any time, and are provided without any commitment as to availability or performance. Subject to Section 8.3, we have no liability for your use of them, and you should not rely on them for critical work without checking the results.

4.6 Workforce Monitoring Features

Some features record information about your staff, including their location while clocked in, the location of clock-ins and completed tasks, and time records. Where you use them, you are the controller of that data and are responsible for having a lawful basis, telling your staff what is recorded and why, assessing whether a data protection impact assessment is needed, and setting a retention period no longer than you need (Settings → Field Operations). The Service shows your staff a notice describing what is recorded before they use these features.

5. Customer Data

5.1 Ownership

You retain all rights, title, and interest in your Customer Data. We do not claim ownership of any data you input into the Service.

5.2 Licence to Us

You grant us a limited licence to use, process, and store your Customer Data solely for the purpose of providing and improving the Service, and as otherwise described in our Privacy Policy.

5.3 Data Protection

We process personal data in accordance with UK GDPR and our Privacy Policy. Where we process personal data on your behalf (as a data processor), the terms of our Data Processing Agreement apply.

5.4 Data Export

You may export your Customer Data at any time during your Subscription through the features available in the Service (e.g., PDF export, CSV export).

5.5 Data Deletion

Deleted records are moved to the recycle bin and retained for 30 days before permanent deletion. Upon cancellation of your Subscription, your data will be retained for 30 days to allow reactivation, and then permanently deleted within 90 days.

6. Intellectual Property

6.1 Our IP

The Service, including its design, code, features, documentation, trademarks, and all related intellectual property, is owned by Field Forge Limited. Nothing in these Terms transfers any intellectual property rights to you, except for the limited licence granted in Section 4.1.

6.2 Feedback

If you provide suggestions, ideas, or feedback about the Service, you grant us a perpetual, irrevocable, royalty-free licence to use and incorporate that feedback into the Service without obligation to you.

6.3 Confidentiality

Each party will keep confidential any non-public information it receives from the other in connection with the Service that is marked as confidential or would reasonably be regarded as confidential, including your Customer Data and our non-public product, security and pricing information. Each party will use that information only to perform or receive the Service, and will disclose it only to its staff, advisers and sub-processors who need to know it and are bound by equivalent duties, or where required by law. This does not apply to information that is or becomes public other than through a breach of this Section, that the recipient already lawfully held, that it receives lawfully from a third party without restriction, or that it develops independently. This Section continues to apply after termination.

7. Service Availability

7.1 Availability

We aim to provide a reliable, highly available Service, but we do not guarantee uninterrupted access. The Service may be temporarily unavailable due to maintenance, updates, or circumstances beyond our control.

7.2 Modifications

We may modify, update, or discontinue features of the Service at any time. We will provide reasonable notice of material changes where practicable.

8. Limitation of Liability

8.1 Exclusion of Certain Damages

To the maximum extent permitted by law, we shall not be liable for any indirect, incidental, special, consequential, or punitive damages, or any loss of profits, revenue, data, or business opportunities arising from your use of the Service.

8.2 Cap on Liability

Our total aggregate liability under these Terms shall not exceed the total fees paid by you to us in the twelve (12) months immediately preceding the event giving rise to the claim.

8.3 Exceptions

Nothing in these Terms limits or excludes our liability for: (a) death or personal injury caused by our negligence; (b) fraud or fraudulent misrepresentation; or (c) any other liability that cannot be excluded or limited by applicable law.

8.4 AI Disclaimer

Subject to Section 8.3, AI Output is provided "as is" without any warranty. You accept full responsibility for any reliance on AI-generated quotes, suggestions, or other AI Output, and for checking it before use as described in Section 4.3. We are not liable for any losses arising from inaccurate AI Output that you used without reviewing it.

9. Indemnification

You agree to indemnify, defend, and hold harmless Field Forge Limited, its officers, directors, and employees from any claims, damages, losses, or expenses (including reasonable legal fees) arising from: (a) your use of the Service; (b) your violation of these Terms; (c) your violation of any third-party rights; or (d) your Customer Data.

10. Termination

10.1 By You

You may terminate your Account at any time by cancelling your Subscription and contacting us to request account deletion.

10.2 By Us

We may suspend or terminate your access to the Service immediately if: (a) you breach these Terms or the Acceptable Use Policy; (b) your payment is overdue beyond the grace period; (c) we are required to do so by law; or (d) we reasonably believe your use poses a security risk.

10.3 Effect of Termination

Upon termination, your right to access the Service ceases immediately. Sections that by their nature should survive termination (including Sections 5.1, 6, 8, 9, and 12, and any obligation to pay fees accrued before termination) will continue to apply.

11. Force Majeure

We shall not be liable for any failure or delay in performing our obligations where such failure or delay results from circumstances beyond our reasonable control, including but not limited to natural disasters, acts of government, internet or infrastructure failures, pandemics, or third-party service outages.

12. Governing Law & Disputes

These Terms are governed by the laws of Northern Ireland. Any disputes arising from or in connection with these Terms shall be subject to the exclusive jurisdiction of the courts of Northern Ireland.

13. Changes to These Terms

We may update these Terms from time to time. We will notify you of material changes by email or by a prominent notice within the Service at least 30 days before the changes take effect. Your continued use of the Service after the changes take effect constitutes acceptance of the updated Terms.

14. General Provisions

• Entire Agreement: These Terms, together with our Privacy Policy, Cookie Policy, Acceptable Use Policy, Data Processing Agreement, and Software Licence Agreement, constitute the entire agreement between you and us.
• Severability: If any provision of these Terms is found to be unenforceable, the remaining provisions shall continue in full force and effect.
• Waiver: Our failure to enforce any right or provision of these Terms shall not constitute a waiver of that right or provision.
• Order of Precedence: If these Terms conflict with another of those documents, the Data Processing Agreement prevails on the processing of personal data; otherwise these Terms prevail.
• Assignment: You may not assign your rights under these Terms without our written consent. We may assign our rights without restriction.
• Third-Party Rights: No one other than you and us has any right to enforce these Terms under the Contracts (Rights of Third Parties) Act 1999.
• Notices: We will send notices to the email address of the account owner on your Company Account, and they are treated as received when sent unless we receive a delivery failure. You may send notices to us at contact@fieldforge.io. Notices of a claim or dispute must also be sent by post to our registered office.

15. Contact Us

For any questions about these Terms:

• Field Forge Limited
• Office 1739, 92 Castle Street, Belfast, BT1 1HE, Northern Ireland
• Company Number: NI715154
• Email: contact@fieldforge.io