FieldPix Terms of Service

These Terms of Service ("Terms") are a contract between you (whether an individual or an entity signing up on behalf of a company or team, "you" or "Customer") and Los Gatos Taxi Innovators LLC, doing business as FieldPix ("FieldPix," "we," "us"), governing your access to and use of the FieldPix mobile application, related backend services, and website (together, the "Service").

By creating an account, joining an organization, or otherwise using the Service, you agree to these Terms. If you're accepting on behalf of a company, you're representing that you have the authority to bind that company, and "you" in these Terms refers to that company.

If you don't agree to these Terms, don't use the Service.

FieldPix is a field photo and video documentation tool for service and installation crews. It lets your team capture geotagged, timestamped photos and videos tied to jobs/projects, organize and tag that media, work offline and sync later, and compile everything into PDF reports. Some organizations may also connect FieldPix to their own internal systems (like a CRM) — see Section 10.

FieldPix also lets your team share a project page with your client, collect electronic signatures on agreements and reports (in person on a device, or remotely through a link), request payments from your clients through your own connected Stripe account, and — only if you choose to use them — generate AI-assisted documents such as walkthrough notes, daily logs, progress recaps and checklists from your recordings and photos.

FieldPix is a tool for organizing and documenting your own work. We don't inspect, verify, or take responsibility for the accuracy of any project, customer, or job information your organization enters.

Organizations. FieldPix is organized around "organizations" (typically one per company). The person who creates an organization becomes its first admin. Admins can invite others via a shared invite code, manage team members' roles, configure billing, and see all of the organization's projects, photos, and reports.

Team members. Anyone who joins an organization (as "crew" or "admin") can see and contribute to that organization's projects per their role's permissions within the app.

Accuracy. You agree to provide accurate registration information and to keep your login credentials confidential. You're responsible for all activity that happens under your account.

Eligibility. The Service is intended for business use by adults (18+) acting on behalf of themselves or a company. It is not directed at, and should not be used by, children.

Invite codes. Organization invite codes are a shared secret. You're responsible for who you share yours with — anyone with a valid code can join your organization as crew. Admins can regenerate a code at any time to invalidate the old one.

Plans. FieldPix offers paid subscription plans (currently Starter and Pro). Current prices, what each plan includes, and any seat limits are shown on the Billing screen in the app. New organizations receive a free trial period; the trial length is shown in the app and may change.

Billing. A subscription bought in the FieldPix iPhone or iPad app is billed by Apple to your Apple ID. A subscription bought on the web is billed through Stripe, our payment processor. FieldPix never receives or stores your payment card details. Subscriptions are monthly and renew automatically at the end of each billing period unless cancelled; for Apple subscriptions, cancel at least 24 hours before the end of the current period to avoid the next renewal.

Cancellation. You can cancel or change your plan at any time — for an Apple subscription in your Apple ID's subscription settings, and for a web subscription in the billing portal on the FieldPix website. Cancellation stops future billing; it does not automatically entitle you to a refund for the current billing period unless required by law.

Price changes. We may change subscription pricing with advance notice; changes apply at your next renewal.

Seat limits. Some plans include a limit on the number of team members, shown on the Billing screen. Once your organization reaches its plan's limit, adding another member (whether directly or by invite code) is blocked until you upgrade or remove someone. Trial and complimentary organizations are not seat-limited.

Free/exempt accounts. Certain organizations (for example, internal accounts tied to specific business relationships) may be granted complimentary access at our discretion. We can change or revoke complimentary access at any time.

Purchases made through an app store. If you purchase a subscription through Apple's App Store or Google Play rather than directly from us, that store's own billing, cancellation, and refund rules apply to your purchase, and you manage or cancel that subscription through your app store account.

Client payments. If your organization connects its own Stripe account, your team can take payments from your clients through FieldPix — on a project's client page, by QR code or pay link, or with Tap to Pay on iPhone. Those payments are made to your Stripe account under your agreement with Stripe; FieldPix isn't a party to the sale between you and your client and doesn't hold the funds. Stripe's own processing fees apply to each card payment.

Platform fee. FieldPix charges a platform fee of 1% of each client card payment, deducted automatically when the payment is made. If a card payment is refunded, the platform fee is refunded too. Cash, checks and other payments you record by hand carry no fee. We'll give you advance notice before changing the fee.

Ownership. You (or your organization) own the photos, videos, project data, customer information, and other content you upload to FieldPix ("Customer Content"). We don't claim ownership over it.

License to us. You grant us a limited license to host, store, process, transmit, and display your Customer Content solely as needed to provide the Service to you (for example, generating a PDF report from your photos, or syncing an offline photo once you're back online).

Your responsibility. You're responsible for making sure you have the right to capture and upload the content you submit — including any consents needed from customers, homeowners, or other individuals who may appear or be heard in photos or videos, or whose property or information you record. You agree not to use FieldPix to capture or store content you don't have the right to collect.

Location, timestamp, and audio. Photos and videos captured through FieldPix are automatically tagged with the device's GPS location and the capture timestamp, and (depending on your team's settings) this information may be visibly burned into the image/video itself. Videos also record audio from the device's microphone. These are core, intentional features of the Service — it's what makes captured media useful as field documentation — but they mean you should not use the Service to capture location-tagged or audio-bearing media of people or places without appropriate authorization to do so. See also Section 6.

Walkthrough recordings. The Walkthrough feature records audio from your device's microphone, including while the screen is locked, until you stop it. The same consent-to-record rules in Section 6 apply.

AI-generated documents. Documents produced by the AI features are drafts written by a machine from your recordings and photos. They can be incomplete or wrong. You're responsible for reviewing and correcting them before you rely on them or share them with anyone.

Electronic signatures. When you collect a signature through FieldPix, you're responsible for making sure the signer is who they say they are and has agreed to sign electronically, and for the content of the document they sign. FieldPix records the signature and a certificate of how it was captured, but it doesn't verify identity and isn't a party to your agreement with your client.

You agree not to:

• Use the Service for any unlawful purpose, or to violate anyone else's rights;
• Upload content that is defamatory, infringing, or that you don't have the right to share;
• Attempt to gain unauthorized access to another organization's data, or to any part of the Service you're not authorized to access;
• Interfere with, disrupt, or attempt to reverse-engineer the Service or its underlying infrastructure;
• Use the Service to capture, store, or transmit content in violation of any applicable wiretapping, surveillance, or consent-to-record law;
• Resell or white-label the Service without our written permission.

The consent-to-record point applies particularly to video, which records audio. Recording a conversation without the consent of the people in it is illegal in some states and can be a crime; the rules differ state by state (some require only one party's consent, others require everyone's). You are responsible for knowing and following the law wherever you're recording.

We may suspend or terminate accounts that violate this section.

FieldPix is designed to let you capture photos and videos without a live internet connection and sync them automatically once connectivity returns. While we've built this to be reliable, we can't guarantee that every offline capture will sync successfully under all conditions (for example, if the app is uninstalled, or local device storage is cleared, before a sync completes). We recommend not relying on the Service as your sole copy of critical documentation until it has synced.

We aim to keep the Service reliably available but don't guarantee uninterrupted access. We may perform maintenance, and the Service may occasionally be unavailable due to factors outside our control (including outages of third-party providers we depend on, like our cloud storage or payment processor).

FieldPix relies on third-party services to operate, including Stripe and Apple for payments, Cloudflare R2 for storing photo, video and report files, OpenAI for the optional AI features, Resend for email, Sentry for crash reports, OpenStreetMap's Nominatim service for address lookup, and Expo's push notification service for delivering notifications. Your use of the Service is also subject to those providers' own terms where applicable. We're not responsible for outages or issues originating from third-party providers, though we'll work to resolve their impact on you where we can. The Privacy Policy lists what information each of these receives.

Some organizations may choose to connect FieldPix to their own external systems, such as an internal CRM, so that reports or project data can be sent there automatically. If your organization enables an integration like this, you're responsible for making sure you have the right to send that data to the connected system, and for that system's own handling of the data once it arrives there. We're not responsible for how a third-party system you've connected uses data once transmitted.

Aside from your Customer Content, the Service — including its software, design, branding, and underlying technology — is owned by us or our licensors. These Terms don't grant you any rights to our intellectual property beyond what's needed to use the Service as intended.

You can stop using the Service and cancel your subscription at any time.

We may suspend or terminate your access if you violate these Terms, or if your subscription payment fails and isn't resolved within a reasonable period.

Deleting your data. You can delete an individual photo or video, a generated report, a whole project (admins), or your entire account from inside the app — see the Privacy Policy's "Data retention and deletion" section for exactly what each one removes. Deleted photos, videos and projects stay in Recently deleted for 30 days, where your team can restore them; after that, or sooner if an admin chooses Delete forever, they and their stored files are permanently erased from our live systems. Copies in our private backups are erased on a rolling basis within 30 days; we don't restore them except to recover from a system failure or an accidental deletion you ask us to reverse. If you are the only member of your organization, deleting your account deletes the organization and all of its content with it.

Upon termination, we may retain your Customer Content for 90 days to allow for account recovery, or longer where required by law, after which it may be deleted.

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, OR NON-INFRINGEMENT. WE DON'T WARRANT THAT THE SERVICE WILL BE ERROR-FREE, UNINTERRUPTED, OR THAT ALL DATA WILL BE PRESERVED WITHOUT LOSS.

TO THE MAXIMUM EXTENT PERMITTED BY LAW, LOS GATOS TAXI INNOVATORS LLC WILL NOT BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, OR ANY LOSS OF PROFITS, DATA, OR GOODWILL, ARISING FROM YOUR USE OF THE SERVICE. OUR TOTAL LIABILITY FOR ANY CLAIM RELATING TO THE SERVICE WILL NOT EXCEED THE AMOUNT YOU PAID US IN THE 12 MONTHS BEFORE THE CLAIM AROSE.

You agree to defend and indemnify us against any claims, damages, or expenses arising from your violation of these Terms, your Customer Content, or your misuse of the Service.

These Terms are governed by the laws of the State of New York, without regard to conflict-of-law principles.

Before filing a claim, you agree to contact us at support@fieldpix.org and try in good faith to resolve the dispute informally for at least 30 days. Any dispute that isn't resolved that way will be brought only in the state or federal courts located in the State of New York, and you and we consent to the personal jurisdiction of those courts.

If you download FieldPix from the Apple App Store or Google Play, the following also applies, and in the case of Apple is required by Apple's own developer terms:

• These Terms are between you and us only, not with Apple or Google, and we — not Apple or Google — are solely responsible for the Service and its content.
• Your license to use the app is a non-transferable license to use it on devices you own or control, as permitted by the applicable store's usage rules.
• Apple and Google have no obligation to provide any maintenance or support for the app.
• If the app fails to conform to any applicable warranty, you may notify Apple, and Apple may refund your purchase price (if any); to the maximum extent permitted by law, Apple has no other warranty obligation with respect to the app.
• Apple and Google are not responsible for addressing any claims you or a third party have relating to the app, including product liability claims, claims that it fails to conform to a legal requirement, and claims arising under consumer protection or similar legislation.
• In the event of a third-party claim that the app infringes that party's intellectual property rights, we — not Apple or Google — are solely responsible for the investigation, defense, settlement, and discharge of that claim.
• You represent that you are not located in a country subject to a U.S. Government embargo or designated as a "terrorist supporting" country, and that you are not listed on any U.S. Government list of prohibited or restricted parties.
• Apple and Google are third-party beneficiaries of these Terms, and upon your acceptance will have the right to enforce these Terms against you as a third-party beneficiary.

We may update these Terms from time to time. We'll notify you of material changes (for example, via email or an in-app notice) before they take effect. Continued use of the Service after changes take effect means you accept the updated Terms.

Questions about these Terms? Contact us at support@fieldpix.org.