Effective date: 5 November 2026 · Version 1
1. About us and these terms
1.1 Field Suite is a trading name of WE-DEV LTD, a company registered in England and Wales under company number 15878974, registered office Unit 6, Block 3, Woolwich Church Street, London SE18 5PQ ("we", "us", "our"). Email: support@fieldsuiteapp.com. Phone: 020 3918 3814.
1.2 These terms apply when a business ("you", "the Customer") signs up for, or uses, Field Suite at fieldsuiteapp.com, including the web app, the engineer app and any related services (the "Service").
1.3 Field Suite is for businesses only. By accepting these terms you confirm that you act for your trade, business or profession and not as a consumer, and that you have authority to bind the business.
1.4 These terms, the Data Processing Agreement (the "DPA"), the acceptable use rules in clause 9 and the plan details shown when you subscribe make up the whole agreement (the "Agreement"). If they conflict, the DPA wins on personal data and these terms win on everything else.
2. Definitions
- Customer Data: all data you or your users put into the Service, or that the Service creates for you (jobs, customers, sites, assets, certificates, photos, signatures, invoices, location data and so on).
- Users: people you allow to use the Service under your account (owners, admins, office staff, engineers, subcontractors).
- Connected Services: third-party services you connect to Field Suite with your own account, such as Stripe, GoCardless, Twilio, Xero, QuickBooks or Sage, and calendar or automation tools.
- Fees: the charges for your plan, users and modules shown on our pricing page or your order.
- Subscription Period: each monthly or annual billing period.
3. Free trial
3.1 New accounts may get a free trial (currently 14 days) with the limits shown at sign-up. The Service is provided "as is" during a trial and clause 11 (service levels) does not apply.
3.2 If you do not subscribe by the end of the trial, your account becomes read-only. Clause 14 (exit) then applies as if the Agreement had ended on that day.
4. Your subscription
4.1 You can subscribe monthly or annually. Your plan, the number of users and any modules are shown in the app under Licence.
4.2 Subscriptions renew automatically for another Subscription Period of the same length unless cancelled before renewal (clause 13).
4.3 Adding users or modules part-way through a period is charged pro rata for the rest of that period. Reducing users or modules takes effect at the next renewal.
4.4 We give you a non-exclusive, non-transferable right for your Users to use the Service for your internal business purposes during the Agreement.
5. Fees, VAT and payment
5.1 All Fees exclude VAT. We add VAT at the rate in force when we charge.
5.2 Card payments are paid in advance for each Subscription Period through our payment provider (Stripe). You authorise us to charge your card when each period starts.
5.3 Invoice payments, where we agree to them, are payable within 14 days of the invoice date, in pounds sterling, to the account on the invoice.
5.4 We may charge statutory interest and compensation on late payments under the Late Payment of Commercial Debts (Interest) Act 1998.
5.5 We may change our Fees by giving at least 30 days' notice by email. New Fees apply from your next renewal. An annual plan's price is fixed for the year you have paid for.
5.6 Fees do not include charges from Connected Services, for example Twilio text charges, Stripe card fees or GoCardless fees. You pay those to the provider directly.
6. Non-payment
6.1 If a payment fails or an invoice is overdue, we will tell you by email. You have a grace period of 7 days from the due date to pay.
6.2 If you have not paid by the end of the grace period, your account becomes read-only: your Users can still sign in, view and export your Customer Data; you cannot create or change jobs, quotes, invoices or certificates; and automatic messages to your customers, review requests, live location sharing, the customer portal and the API stop.
6.3 Full access returns as soon as the overdue amount is paid.
6.4 If the account stays unpaid for 30 days after it became read-only, we may end the Agreement by email. Clause 14 (exit) then applies.
7. Your responsibilities
7.1 Certificates, records and forms. Field Suite gives you tools and form layouts that you can use to produce certificates, records and reports, including gas safety records, electrical certificates and reports, fire alarm and emergency lighting records, F-gas records and risk assessments. You are solely responsible for: (a) the content, accuracy and completeness of every certificate, record and report you or your Users produce; (b) checking that each form meets the law, standards, scheme rules and registration-body requirements that apply to your work, and is up to date; (c) issuing, keeping and giving copies to the right people within any legal time limits. We do not check, approve or certify any work, and we are not a registration, certification or competent-person scheme. Form layouts are not legal or technical advice.
7.2 Competence. You are solely responsible for the competence, training, qualifications, registrations (for example Gas Safe, NICEIC, NAPIT, F-gas) and supervision of your engineers and subcontractors, and for the safety of the work they carry out. Qualification and expiry reminders in Field Suite are an aid only.
7.3 Your customers and staff. You are responsible for: (a) having a lawful basis and giving privacy information to your customers and staff for the data you put into Field Suite; (b) the messages you choose to send through Field Suite (appointment messages, reminders, invoices, review requests) and their compliance with the Privacy and Electronic Communications Regulations and consumer law; (c) telling your engineers about location sharing and deciding the working hours it covers; (d) the invoices, VAT and tax you raise with Field Suite.
7.4 Accounts and security. Keep login details secure, use two-step verification, give access only to people who need it, and remove leavers promptly. You are responsible for what happens under your account. Tell us at once at support@fieldsuiteapp.com if you suspect unauthorised access.
7.5 Connected Services. Each Connected Service is provided by its own provider under your own contract with it. You are responsible for those accounts, their settings and their charges. We are not responsible for a Connected Service's availability, acts or omissions, or for money moving through it. Money your customers pay by card or Direct Debit goes into your own Stripe or GoCardless account, not to us.
8. Customer Data
8.1 You own your Customer Data. You give us a licence to host, copy, process and show it only to provide, secure and support the Service and as the DPA allows.
8.2 We process personal data within Customer Data as your processor under the DPA.
8.3 We may use anonymised, aggregated information that does not identify you, your Users or any individual to run and improve the Service.
8.4 You are responsible for keeping any copies of your Customer Data that you need, for example by using the exports in clause 14. We send a full copy of your records as spreadsheets and files within 5 working days of a request, including after you leave (during the exit window in clause 14).
9. Acceptable use
You must not, and must not let anyone else: (a) use the Service for anything unlawful, fraudulent or harmful, or to send unsolicited marketing in breach of the law; (b) upload malware, or content that is defamatory, obscene, infringing or discriminatory; (c) try to get unauthorised access to the Service, other customers' data or our systems, or probe, scan or test for weaknesses without our written permission, or get around security or usage limits; (d) overload the Service, including by going over API rate limits or scraping; (e) resell, sublicense, rent or provide the Service to third parties as a bureau, except to your own Users; (f) copy, reverse-engineer or decompile the Service, except where the law allows this and it cannot be excluded; (g) use the Service to build a competing product; (h) track any person's location outside the working hours you have set, or without telling them. We may remove content or suspend access that breaches this clause, and will tell you why unless the law or security prevents it.
10. Our intellectual property
The Service, its software, design, documentation, form layouts and the Field Suite name and logo belong to us or our licensors. Apart from the right of use in clause 4.4, nothing transfers to you. If you send us suggestions, we may use them freely.
11. Service levels and support
11.1 We will use reasonable efforts to keep the Service available 24 hours a day. We do not promise it will be uninterrupted or error-free.
11.2 Where possible we give at least 48 hours' notice of planned maintenance by email or in the app, and carry it out between 20:00 and 06:00 UK time or at weekends.
11.3 Urgent maintenance (for example a security fix) may happen without notice. We will keep it as short as we reasonably can.
11.4 Support is available by email and in the app, Monday to Friday, 9:00 to 17:30 UK time, excluding bank holidays in England and Wales. The target reply times for your plan are shown in the app. They are targets, not guarantees.
11.5 We will provide the Service with reasonable care and skill. Apart from that and anything stated expressly in these terms, all warranties, conditions and terms implied by statute or common law are excluded as far as the law allows.
12. Liability
12.1 Nothing in this Agreement limits or excludes liability for: (a) death or personal injury caused by negligence; (b) fraud or fraudulent misrepresentation; (c) any other liability that cannot be limited or excluded by law; (d) your obligation to pay the Fees.
12.2 Subject to clause 12.1, neither party is liable for any: (a) loss of profits, revenue, business, contracts, goodwill or anticipated savings; (b) indirect or consequential loss; (c) loss arising from the content or validity of certificates or records, or from the competence or acts of your engineers or subcontractors; (d) loss caused by Connected Services or by your failure to follow clause 7.
12.3 For loss or corruption of data, our only obligation is to use reasonable efforts to restore the data from our latest backup.
12.4 Subject to clause 12.1, each party's total liability under or in connection with this Agreement in any 12-month period is capped at the total Fees paid and payable by you in the 12 months before the event giving rise to the claim. The cap covers liability in contract, tort (including negligence), breach of statutory duty or otherwise.
13. Term and ending the Agreement
13.1 The Agreement starts when you accept these terms and continues until ended under this clause.
13.2 You can cancel at any time in the app or by emailing billing@fieldsuiteapp.com. Cancellation takes effect at the end of the current Subscription Period. Your account works normally until then.
13.3 Annual Fees are paid up front and are non-refundable, except that we refund the unused part pro rata if you end the Agreement because of our material breach under clause 13.4, under clause 17.3 (changes to terms), or because we end it for convenience under clause 13.5. Otherwise, cancelling an annual plan stops the next renewal and does not trigger a refund.
13.4 Either party may end the Agreement at once by email if the other: (a) commits a material breach that cannot be remedied, or does not remedy it within 14 days of being asked to; or (b) becomes insolvent, enters administration or liquidation (other than a solvent reorganisation), or stops trading.
13.5 We may end the Agreement for convenience on 90 days' notice. If we ever stop providing the Service altogether, we will give you at least 90 days' notice and you keep the Exit Window in clause 14.
14. Exit: exporting and deleting your data
14.1 When the Agreement ends for any reason, your account becomes read-only for 30 days (the "Exit Window"). During the Exit Window, owners and admins can export records as CSV files, job sheets, certificates, quotes and invoices as PDF files, and uploaded photos and documents.
14.2 If you need help with the export, ask support@fieldsuiteapp.com during the Exit Window. Reasonable help is free. Bulk or bespoke work may be charged at a rate we agree first.
14.3 After the Exit Window we delete your Customer Data from the live Service within 30 days. Copies in our backups are overwritten as the backups roll over, within 14 days after that. We keep only what the law requires us to keep (for example our own billing and tax records) and anonymised data under clause 8.3.
14.4 We will confirm deletion in writing if you ask.
15. Confidentiality
Each party will keep the other's confidential information confidential and use it only for this Agreement. This does not apply to information that is public (other than through a breach), already known to the recipient, independently developed, or that must be disclosed by law.
16. Events outside our control
Neither party is liable for delay or failure caused by events outside its reasonable control, for example failures of power, internet or hosting providers, cyber-attacks we could not reasonably have prevented, strikes, or acts of government. This does not excuse paying Fees.
17. Changes to the Service and these terms
17.1 We may improve and change the Service. We will not materially reduce its core functionality during a Subscription Period you have paid for.
17.2 We may change these terms by giving at least 30 days' notice by email to your account owner and in the app. Changes needed by law, or for security, may take effect sooner.
17.3 If a change is materially to your disadvantage, you may end the Agreement by notice before the change takes effect, with a pro-rata refund of any prepaid Fees for the unused period.
17.4 If you keep using the Service after a change takes effect, you accept it.
18. General
18.1 Notices go to us at info@fieldsuiteapp.com or our registered office, and to you at the account owner's email address.
18.2 You may not assign the Agreement without our consent. We may assign it to a group company or to a buyer of the Field Suite business, and will tell you.
18.3 We may use subcontractors, and stay responsible for them.
18.4 No one else has rights under the Contracts (Rights of Third Parties) Act 1999.
18.5 If a court finds part of these terms unenforceable, the rest stays in force.
18.6 A delay in enforcing a right is not a waiver.
18.7 Each party confirms it has not relied on any statement not set out in the Agreement. This does not limit liability for fraud.
18.8 The Agreement, and any dispute or claim (including non-contractual ones) arising from it, is governed by the law of England and Wales. The courts of England and Wales have exclusive jurisdiction.