Terms of Service

1. What FieldMap Is

FieldMap is a documentation, workflow, and operational knowledge platform for physical systems, equipment, building technology, and related service history. It may support physical security, access control, video/security, low-voltage, networking and IT, AV, facilities systems, equipment and asset records, Locations and Objects, system relationships, QR-based equipment access, notes, technician knowledge, Stories, Tickets, Work Orders, files, floorplans, documents, AI-assisted documentation, and integrator/service-provider management through FieldMap Partner.

FieldMap does not install, inspect, certify, engineer, maintain, repair, or verify physical systems unless expressly agreed in a separate written agreement.

2. Eligibility

You must be at least 18 years old. FieldMap is currently intended primarily for business and professional use in the United States.

3. Accounts and Organizations

An Organization is the FieldMap environment that owns and manages its Locations, Objects, users, documentation, service history, and related Customer Content. A Location is a physical site or property belonging to an Organization. An Object is an individual documented asset, device, component, system element, or other documented item. You are responsible for accurate information, credentials, access, user authority, and reporting suspected unauthorized access.

4. Customer Content

Organizations and authorized users may create, upload, store, or maintain Customer Content, including records, relationships, service history, Stories, Notes, Tickets, Work Orders, photos, documents, floorplans, QR and label information, configuration information, technician knowledge, and building-technology documentation.

Ownership

The customer retains ownership of Customer Content stored within its FieldMap Organization. FieldMap receives a limited, non-exclusive, worldwide license to host, process, transmit, display, reproduce, and use Customer Content only as reasonably necessary to provide FieldMap, operate requested features, secure the service, maintain backups, support customers, process requested AI Actions, generate outputs, comply with law, and enforce these Terms. You represent that you have the rights necessary to submit Customer Content.

5. Field Verification and Technician Responsibility

FieldMap documentation is not a substitute for physically verifying field conditions. Users are responsible for independently verifying equipment identity, wiring, power, network configuration, access-control behavior, physical connections, life-safety implications, electrical and building conditions, code and manufacturer requirements, site hazards, and other relevant conditions. Customer Content may be incomplete, outdated, or inaccurate.

6. AI Actions and AI-Assisted Features

An AI Action occurs when FieldMap generates, analyzes, summarizes, organizes, or otherwise processes information using artificial intelligence at a user's request. AI output is assistance only and is not a substitute for engineering, security engineering, code review, life-safety analysis, manufacturer guidance, field verification, legal advice, or professional judgment. Included monthly Actions may expire and do not roll over unless expressly stated. Purchased Action Packs may remain available while the applicable account or Organization remains active. Viewing previously generated AI content does not itself constitute a new AI Action.

7. Subscriptions and Plans

FieldMap may offer Free, Pro, Business, Enterprise, Partner, or other plans. Availability, pricing, limits, and features may be described on the website or in an applicable order or agreement.

Automatic Renewal

Paid subscriptions may renew monthly or annually unless canceled before renewal. Monthly plans renew monthly; annual plans are generally billed in advance. Annual fees are non-refundable once the period begins unless required by law or expressly agreed.

Upgrades and Downgrades

Upgrades may take effect immediately and may be prorated. Downgrades may take effect at period end and may reduce paid capabilities, but FieldMap will not intentionally delete existing Customer Content solely because of a downgrade.

8. Free Plan and Growth Access

Under the current Free structure, the first six months may include unlimited Object creation; afterward a 250-Object creation ceiling may apply. Existing Objects remain accessible and maintainable, and existing history is not automatically deleted solely because the limit applies.

9. Storage

Storage may include photos, images, documents, floorplans, files, and other uploads. FieldMap may optimize or compress files. If an Organization reaches its allowance, FieldMap may restrict additional uploads until the issue is resolved, but will not intentionally delete existing Customer Content solely because of an overage except for abuse, security, legal, termination, or other circumstances described here.

10. Additional Users and Technician Capacity

Paid plans may include defined Technician or other seats. Additional Technician capacity may be available for a recurring fee and may be reduced or removed if the associated add-on is canceled.

11. FieldMap Partner

FieldMap Partner may allow authorized integrators, contractors, MSPs, facility service providers, building-technology companies, and similar providers to manage customer-owned Organizations. Partner authorization does not transfer ownership of the Organization or Customer Content. Authorized Partner users may enter customer Organizations, view documentation, manage Tickets and Work Orders, assign Technicians, and perform other authorized activities. Customers may remove or change Partner access subject to applicable requirements. Free Organizations may not be eligible for Partner management.

12. Sponsored Subscriptions

An eligible Partner may sponsor a customer's subscription where offered. Payment does not transfer ownership of the Organization, Customer Content, or historical records. If sponsorship ends, the customer may assume payment, authorize another eligible Partner, move to another plan, or downgrade subject to applicable limits.

13. Fees, Taxes, and Payment

You agree to pay fees associated with selected plans, add-ons, Action Packs, or other purchases. Prices may exclude taxes. FieldMap may use third-party payment processors, including Stripe.

14. Payment Failure and Past-Due Accounts

If payment fails or a subscription becomes past due, FieldMap may retry payment, notify administrators, restrict paid functionality, suspend paid features, downgrade the Organization, or terminate the subscription. FieldMap will make commercially reasonable efforts not to immediately delete Customer Content solely because of temporary payment failure.

15. Cancellation

You may cancel according to functionality made available by FieldMap or its payment processor. Unless otherwise stated, cancellation takes effect at the end of the current paid period and prevents future renewal charges.

16. Refunds

Except where required by law or expressly agreed: Fees are non-refundable once the applicable subscription or purchase period begins. FieldMap may issue discretionary credits or refunds.

17. Account Suspension and Termination

FieldMap may suspend or terminate accounts, Organizations, subscriptions, or access when reasonably necessary for nonpayment, fraud, security threats, unauthorized access, abuse, illegal activity, material violation, interference, excessive harmful use, risk, or legal requirements.

18. Data Export and Post-Termination Access

Organizations may be able to export certain Customer Content while active. After cancellation or termination, FieldMap may provide a reasonable opportunity to export where practicable, but does not promise indefinite access or retention. Some information may be retained for billing, taxes, fraud prevention, security, disputes, legal compliance, or enforcement.

19. Acceptable Use

You may not violate law or rights, upload unauthorized content, access another Organization without authorization, circumvent security or plan limits, share credentials improperly, probe systems without authorization, introduce malware, interfere with infrastructure, abuse APIs, facilitate fraud or unlawful activity, harass or harm others, reverse engineer except as permitted by law, or resell FieldMap except through an authorized Partner or written agreement.

20. Security and Sensitive Information

Organizations are responsible for deciding what operational or security-related information to store and who may access it. Users are responsible for role assignments, credentials, sensitive documentation, Partner access, and removing users when appropriate.

21. Intellectual Property

FieldMap software, branding, website, designs, workflows, documentation, source code, features, and related materials are owned by FieldMap or its licensors. Except for the limited right to use the service, no intellectual-property rights transfer to you.

22. Feedback

If you provide feedback or suggestions, you grant FieldMap permission to use that feedback without restriction or compensation. This does not transfer Customer Content ownership.

23. Third-Party Services and Integrations

FieldMap may interact with Stripe, label printers, browser/device APIs, AI providers, CRM or communication providers, and other third-party systems. Third-party services may have independent terms and privacy practices, and references do not necessarily imply endorsement or affiliation.

24. Service Availability

FieldMap aims to provide a reliable service but does not guarantee uninterrupted or error-free availability. Maintenance, defects, outages, network or hosting failures, security events, and feature changes may occur.

25. Beta, Early Access, and Experimental Features

Features marked Early Access, Beta, Preview, Experimental, Test, or Sandbox may change, be incomplete, contain defects, be unavailable, be removed, or operate differently from final functionality.

26. Disclaimers

TO THE MAXIMUM EXTENT PERMITTED BY LAW, FIELDMAP IS PROVIDED “AS IS” AND “AS AVAILABLE.” FieldMap disclaims warranties including merchantability, fitness, title, non-infringement, accuracy, reliability, and uninterrupted availability. FieldMap does not warrant that Customer Content, documented conditions, AI content, service, data-loss prevention, or third-party integrations will be accurate or uninterrupted.

27. Limitation of Liability

To the maximum extent permitted by law, FieldMap and its related parties will not be liable for indirect, incidental, special, consequential, exemplary, punitive damages, lost profits, revenue, business, data, interruption, reliance on documentation or AI output, or third-party systems. Total liability will not exceed amounts paid by the applicable customer during the twelve months preceding the event. For a Free account, total liability will not exceed $100. Some jurisdictions do not allow certain limitations.

28. Indemnification

To the extent permitted by law, you agree to defend, indemnify, and hold harmless FieldMap and related parties from claims arising from Customer Content, misuse, violation of these Terms or law, third-party rights, unauthorized access caused by your actions, work based on FieldMap information, or interactions with customers, Partners, technicians, or third parties.

29. Privacy

Use of FieldMap is also subject to the FieldMap Privacy Policy.

30. Changes to the Service or Terms

FieldMap may modify the service or these Terms. We will update the Last Updated date and may provide additional notice for material changes.

31. Governing Law

These Terms are governed by the laws of the Commonwealth of Virginia.

32. Disputes and Venue

Disputes relating to these Terms or FieldMap will be brought in courts having jurisdiction in the Commonwealth of Virginia unless applicable law requires otherwise.

33. Assignment

You may not assign these Terms without FieldMap's prior written consent. FieldMap may assign them in a qualifying business transaction.

34. Severability

If a provision is invalid or unenforceable, the remaining provisions remain effective.

35. Waiver

Failure to enforce a provision does not waive the right to enforce it later.

36. Entire Agreement

These Terms, the Privacy Policy, and applicable order forms, subscription, Enterprise, Partner, SLA, or other written agreements constitute the agreement regarding the service. A conflicting written agreement controls to the extent of the conflict.

37. Contact

FieldMap
Email: hello@thefieldmap.com
Privacy requests: privacy@thefieldmap.com
Website: thefieldmap.com