Terms of Service

Effective Date: February 1, 2026  ·  Last Updated: February 1, 2026

These Terms of Service ("Terms") govern your access to and use of the Formfield platform, website, and related services (collectively, the "Service") provided by Formfield ("we," "us," or "our"). By creating an account or using the Service, you agree to be bound by these Terms.

1. Acceptance of Terms

By accessing or using the Service, you confirm that you are at least 16 years of age, have the legal capacity to enter into a binding agreement, and agree to comply with these Terms. If you are using the Service on behalf of an organization, you represent that you have authority to bind that organization to these Terms.

2. Description of Service

Formfield provides an AI-powered inspection form platform that enables users to:

• Create and manage digital inspection forms
• Use AI features including Photo Fill and Voice Fill to auto-populate form fields
• Capture GPS coordinates and timestamps automatically
• Export completed forms and reports
• Collaborate with team members within an organization

We reserve the right to modify, suspend, or discontinue any part of the Service at any time, with reasonable notice when practicable.

3. Accounts

3.1 Registration

You must provide accurate and complete information when creating an account. You are responsible for maintaining the confidentiality of your login credentials and for all activity that occurs under your account.

3.2 Account Security

You agree to notify us immediately at trey@formfield.ai of any unauthorized use of your account. We are not liable for any loss arising from unauthorized access to your account.

3.3 Team Accounts

If you create a team or organization account, the account administrator is responsible for managing team members, access permissions, and compliance with these Terms for all users under the account.

4. Subscription & Billing

4.1 Plans & Pricing

The Service is offered under various subscription plans as described on our pricing page. Pricing is subject to change with 30 days' advance notice. Changes will not affect your current billing period.

4.2 Free Trial

We may offer a free trial period. At the end of the trial, your account will be converted to a paid subscription unless you cancel before the trial ends. No credit card is required to start a free trial.

4.3 Payment

Paid subscriptions are billed in advance on a monthly or annual basis, depending on your selected plan. All payments are processed through our third-party payment provider. You authorize us to charge your payment method for all applicable fees.

4.4 Cancellation & Refunds

You may cancel your subscription at any time through your account settings. Cancellation takes effect at the end of the current billing period. We do not provide refunds for partial billing periods, except as required by applicable law.

5. Your Data

5.1 Ownership

You retain full ownership of all data you submit to the Service, including form entries, photos, voice recordings, and exported reports ("Your Data"). We do not claim any ownership rights over Your Data.

5.2 License to Us

You grant us a limited, non-exclusive license to process, store, and transmit Your Data solely as necessary to provide and improve the Service. This license terminates when you delete Your Data or close your account.

5.3 AI Processing

By using our AI features, you consent to the automated processing of photos and voice recordings to extract information and populate form fields. We do not use Your Data to train general-purpose AI models. See our Privacy Policy for more details.

5.4 Data Export & Portability

You may export Your Data at any time through the Service's export functionality. Upon account deletion, we will provide a reasonable window to export Your Data before permanent deletion.

6. Acceptable Use

You agree not to:

• Use the Service for any unlawful purpose or in violation of any applicable law or regulation
• Upload content that is defamatory, obscene, or infringes on third-party rights
• Attempt to gain unauthorized access to the Service, other accounts, or related systems
• Interfere with or disrupt the Service, servers, or networks
• Reverse-engineer, decompile, or disassemble any part of the Service
• Use automated tools (bots, scrapers) to access the Service without our written consent
• Resell, sublicense, or redistribute the Service without authorization
• Circumvent any usage limits, access controls, or security measures

We reserve the right to suspend or terminate accounts that violate these terms.

7. Intellectual Property

The Service, including its design, code, logos, trademarks, and documentation, is owned by Formfield and protected by intellectual property laws. These Terms do not grant you any right to use our trademarks, branding, or other proprietary materials except as necessary to use the Service.

8. Third-Party Services

The Service may integrate with or link to third-party services. We are not responsible for the availability, accuracy, or practices of those services. Your use of third-party services is subject to their own terms and policies.

9. Disclaimer of Warranties

The Service is provided "as is" and "as available" without warranties of any kind, express or implied. We do not warrant that:

• The Service will be uninterrupted, error-free, or secure
• AI-generated form fills will be accurate, complete, or suitable for any particular purpose
• The Service will meet your specific requirements

You are responsible for reviewing and verifying all AI-generated content before submission, particularly for safety-critical or compliance-related inspections. The Service is a tool to assist, not replace, professional judgment.

10. Limitation of Liability

To the maximum extent permitted by law, Formfield and its officers, directors, employees, and agents shall not be liable for any indirect, incidental, special, consequential, or punitive damages, including but not limited to loss of profits, data, or business opportunities, arising from your use of or inability to use the Service.

Our total aggregate liability for any claims arising from or related to these Terms or the Service shall not exceed the amount you paid us in the 12 months preceding the claim.

11. Indemnification

You agree to indemnify and hold harmless Formfield and its officers, directors, employees, and agents from any claims, liabilities, damages, losses, and expenses (including reasonable attorneys' fees) arising from your use of the Service, your violation of these Terms, or your violation of any third-party rights.

12. Termination

We may suspend or terminate your access to the Service at any time for cause, including violation of these Terms, non-payment, or if required by law. Upon termination:

• Your right to use the Service ceases immediately
• We will provide reasonable access to export Your Data for 30 days following termination (except in cases of fraud or illegal activity)
• Provisions that by their nature should survive termination (including limitation of liability, indemnification, and dispute resolution) will remain in effect

13. Dispute Resolution

These Terms are governed by the laws of the State of Delaware, United States, without regard to conflict-of-law principles. Any disputes arising from these Terms or the Service shall first be attempted to be resolved through good-faith negotiation. If unresolved within 30 days, disputes shall be submitted to binding arbitration in accordance with the rules of the American Arbitration Association, conducted in English.

14. Changes to These Terms

We may update these Terms from time to time. We will notify you of material changes by posting a notice on the Service or by email at least 30 days before the changes take effect. Your continued use of the Service after the effective date constitutes acceptance of the updated Terms. If you do not agree to the changes, you must stop using the Service and may cancel your subscription.

15. General Provisions

• Entire Agreement: These Terms, together with our Privacy Policy, constitute the entire agreement between you and Formfield regarding the Service.
• Severability: If any provision of these Terms is found to be unenforceable, the remaining provisions shall continue in full force and effect.
• Waiver: Failure to enforce any provision of these Terms shall not constitute a waiver of that provision.
• Assignment: You may not assign your rights or obligations under these Terms without our prior written consent. We may assign our rights and obligations without restriction.

16. Contact Us

If you have questions about these Terms, please contact us:

• Email: trey@formfield.ai