Terms of Service

Effective: May 4, 2026 · Last updated: May 4, 2026

These Terms of Service ("Terms") form a binding agreement between FieldStaff Workforce ("FieldStaff Workforce", "we", "us") and the entity or person ("you", "Customer") that subscribes to our platform, plus the workers ("Workers") that the Customer onboards. By signing up, signing in, or using FieldStaff Workforce in any way, you agree to these Terms. If you don't agree, don't use the service.

1. The Service

FieldStaff Workforce is a cloud-based, multi-tenant workforce management platform that helps service businesses (HVAC, plumbing, home care, delivery, security, cleaning, electrical, and similar industries) schedule shifts, dispatch jobs, track time and location, capture daily logs, and produce payroll-ready reports. The platform is delivered as a website (admin web app) and a mobile app (iOS / Android), backed by cloud infrastructure on Google Firebase.

2. Accounts & eligibility

• You must be at least 18 years old, legally able to enter contracts in your jurisdiction, and authorized to act on behalf of your organization to subscribe.
• One Customer account = one tenant. Each tenant's data is isolated from other tenants.
• You are responsible for your account credentials and for everything that happens under your account.
• You agree to provide accurate, current, and complete information when registering, and to keep it up to date.
• If you suspect your credentials have been compromised, you must notify us immediately.

3. Subscriptions, fees, payment

• Access to the Service is sold as a subscription, billed monthly or annually depending on the plan you select at sign-up.
• All fees are in Canadian Dollars (CAD) unless otherwise stated, and are exclusive of applicable taxes.
• Subscriptions auto-renew at the end of each billing period unless cancelled before the renewal date.
• You can cancel anytime by contacting us; cancellation takes effect at the end of the current paid period. We do not provide pro-rated refunds for partial months.
• If a payment fails, we may suspend or terminate the Service after reasonable notice.
• We may change pricing on at least 30 days' written notice; any changes take effect on your next renewal.

4. Trials and demos

We may offer free trials, demo environments, or proof-of-concept access ("Trial"). Trials are provided as-is, without warranty, and may be terminated at any time. Data created in a Trial may be deleted when the Trial ends unless you convert to a paid subscription.

5. Acceptable Use Policy

You agree not to:

• Use the Service for any unlawful, fraudulent, or harmful purpose, including violation of employment standards, privacy law, or labor regulations
• Reverse-engineer, decompile, or attempt to extract the source code of our software
• Resell, sublicense, or white-label the Service to other organizations without a separate written agreement
• Use the Service to send spam, unsolicited messages, or malicious content
• Upload viruses, malware, or content you don't have rights to
• Probe, scan, or test the vulnerability of the Service without our prior written consent
• Use the Service to track individuals for non-employment purposes (stalking, harassment, surveillance unrelated to legitimate work tasks)
• Allow Workers to use the Service while operating a vehicle or in a manner that endangers safety
• Circumvent or disable any security feature, rate limit, or usage restriction

Violations may result in suspension or termination of your subscription without refund.

6. Customer data & ownership

• Your data is yours. You retain all rights, title, and interest in the data you upload to the Service ("Customer Data"), including worker records, client records, schedules, daily logs, photos, and reports.
• You grant us a limited, non-exclusive license to host, process, copy, transmit, and display your Customer Data solely as necessary to provide and improve the Service, to support your team, and to comply with law.
• You are responsible for the legality, accuracy, and quality of Customer Data, including obtaining any necessary consents from individuals (e.g. workers, clients) before uploading their data.
• We will not access your Customer Data except as needed to operate the Service, provide support, comply with law, or as you authorize.
• For privacy details, see our Privacy Policy.

7. Service availability & support

• We aim for high availability but do not guarantee uninterrupted access. Cloud infrastructure outages, maintenance windows, network issues, and force majeure events can cause downtime.
• We provide support via email at info@fieldstaffworkforce.com. Response times depend on your plan.
• We may perform scheduled maintenance with reasonable notice and emergency maintenance without notice when necessary for security or reliability.
• If we materially change or discontinue the Service, we'll give you reasonable notice.

8. Worker accounts & multi-tenant rules

• Customer is the "data controller" of its Worker accounts; we act as a "data processor."
• Customer is responsible for telling Workers that they are being onboarded into FieldStaff Workforce, what data will be collected (including GPS at clock-in), and how to opt out where law allows.
• Workers must accept the in-app worker terms and our Privacy Policy on first login.
• Customer may not impersonate, share, or pool worker accounts. Each Worker = one account = one human.
• Customer is responsible for adding, removing, and managing Worker access in line with employment law and good security practice.

9. Intellectual property

FieldStaff Workforce and our licensors own all rights, title, and interest in the Service, including the software, designs, trademarks, documentation, and any improvements. Nothing in these Terms transfers ownership of our intellectual property to you. You may not use our name, logo, or branding without prior written consent, except to identify yourself as a customer in your own marketing.

10. Confidentiality

Each party may disclose confidential information to the other in the course of using or supporting the Service. Each party agrees to (a) use such information only for purposes of these Terms, (b) protect it with at least the same care it uses for its own confidential information (and in any case no less than reasonable care), and (c) not disclose it to third parties except as needed to perform under these Terms or as required by law. Confidentiality obligations survive termination indefinitely.

11. Warranties & disclaimers

We warrant that the Service will perform materially in accordance with its documentation. EXCEPT FOR THIS LIMITED WARRANTY, THE SERVICE IS PROVIDED "AS IS" AND "AS AVAILABLE" WITHOUT WARRANTIES OF ANY KIND, WHETHER EXPRESS OR IMPLIED, INCLUDING WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, NON-INFRINGEMENT, AND ACCURACY OF DATA. WE DO NOT WARRANT THAT THE SERVICE WILL BE UNINTERRUPTED, ERROR-FREE, OR FREE OF HARMFUL COMPONENTS, OR THAT ANY DATA LOSS WILL BE PREVENTED.

12. Limitation of liability

TO THE MAXIMUM EXTENT PERMITTED BY LAW:

• Neither party will be liable for indirect, incidental, special, consequential, or punitive damages, including lost profits, lost revenue, lost data, or business interruption, even if advised of the possibility.
• Our total cumulative liability for any claim arising out of or relating to these Terms is capped at the fees you paid us in the twelve (12) months preceding the claim.
• The limits in this section apply to all claims, whether based in contract, tort (including negligence), statute, or any other theory, and survive termination.

Some jurisdictions don't allow these limits, so they may not fully apply to you.

13. Indemnification

You will defend, indemnify, and hold harmless FieldStaff Workforce, its affiliates, officers, employees, and agents from and against any third-party claims, losses, damages, and expenses (including reasonable legal fees) arising from:

• Your violation of these Terms or any applicable law
• Your Customer Data, including any privacy claim by a worker, client, or third party
• Your misuse of the Service
• Any dispute between you and your Workers, clients, or any third party

We will defend, indemnify, and hold harmless you from third-party claims that the Service, as provided by us and used in accordance with these Terms, infringes a Canadian or U.S. patent, copyright, or trademark.

14. Term & termination

• These Terms continue while you have an active account.
• Either party may terminate for material breach if the breach is not cured within 30 days of written notice.
• We may suspend or terminate immediately for non-payment, AUP violation, security risk, or required by law.
• You may terminate by cancelling your subscription. Termination takes effect at the end of the then-current billing period.
• Upon termination, your right to access the Service ends. We will delete your Customer Data per the retention timeline in our Privacy Policy.

15. Exporting your data on termination

If your subscription ends, we'll give you a 30-day window to export your Customer Data using built-in CSV/Excel export tools or, on request, by contacting support. After 30 days, Customer Data may be permanently deleted from our active systems (backups continue to be purged on the rolling schedule in our Privacy Policy). It's your responsibility to capture the data you need before this window closes.

16. Changes to these Terms

We may update these Terms from time to time. We'll post the updated Terms here, update the "Last updated" date, and for material changes we'll notify you by email. Continued use of the Service after the effective date of changes means you accept them. If you don't accept, your remedy is to stop using the Service.

17. Governing law & disputes

• These Terms are governed by the laws of the Province of Ontario, Canada, without regard to conflict-of-laws principles.
• The parties submit to the exclusive jurisdiction of the courts of Ontario for any dispute arising out of these Terms, except that we may seek injunctive relief in any court of competent jurisdiction.
• Before filing a lawsuit, the parties will try in good faith to resolve any dispute by direct discussion and, failing that, mediation.
• Any claim must be brought within one (1) year of the event giving rise to the claim, except where applicable law requires a longer period.

18. General provisions

• Entire agreement. These Terms, together with our Privacy Policy and any Order Form you sign, are the entire agreement between us on this subject.
• Severability. If a provision is held unenforceable, the rest of the Terms continue in effect.
• Waiver. Failure to enforce a provision is not a waiver of any future right.
• Assignment. You may not assign these Terms without our prior written consent. We may assign in connection with a corporate transaction.
• Force majeure. Neither party is liable for delays or failures caused by events outside its reasonable control (war, pandemic, natural disaster, internet outage, government action).
• Notices. We send notices to your account email. You can send notices to info@fieldstaffworkforce.com.
• Headings. Headings are for convenience only and don't affect interpretation.
• Independent contractors. Nothing creates a partnership, agency, or joint venture between us.

19. How to contact us

These Terms are provided for clarity. They are not a substitute for legal advice.