Terms of Service

Effective date: April 28, 2026

Last updated: April 28, 2026

1. Definitions

The following definitions apply throughout these Terms of Service:

"Agreement" means these Terms of Service, together with our Privacy Policy, any Order Forms, and any other documents incorporated by reference.

"Service" means the Nexfield Office cloud-based field service management platform, including the web application, mobile applications (iOS and Android), APIs, and all related software and features.

"Organization" or "Customer" means the business entity that creates an account and subscribes to the Service.

"Administrator" means the individual who creates the Organization account and has full management rights, including billing and team management.

"User" means any individual authorized by the Organization to access the Service under its account, including Administrators, Dispatchers, Field Agents, Finance users, and Viewers.

"Field Agent" means a User who uses the Nexfield Office mobile application to perform and manage field work assignments.

"End Customer" means a customer of the Organization whose data is managed within the Service (not a direct Nexfield Office customer).

"Your Data" means all data, content, and information submitted to or generated within the Service by the Organization or its Users.

"Subscription" means the paid license to access and use the Service as described in the selected plan.

"Platform Fee" means the transaction fee charged by Nexfield Office on invoice payments processed through the built-in payment collection feature.

"Personal Data" has the meaning given to it under applicable data protection law, including the GDPR and CCPA.

2. Acceptance of Terms

By clicking "Create free account", accessing the Service, or using any part of the Service, you acknowledge that you have read, understood, and agree to be bound by this Agreement. If you are entering into this Agreement on behalf of an Organization, you represent and warrant that you have the legal authority to bind that Organization.

If you do not agree to this Agreement, you must not access or use the Service. Your continued use of the Service following any modification to this Agreement constitutes acceptance of the modified terms.

Users under the age of 18 are prohibited from using the Service. By using the Service, you represent that you are at least 18 years of age.

3. Description of Service

Nexfield Office is a cloud-based field service management platform designed for trade and service businesses. The Service is provided on a software-as-a-service ("SaaS") basis and includes the following core capabilities:

Job and work order creation, assignment, scheduling, dispatching, and lifecycle management with customizable status workflows
Delivery run management with GPS-based route optimization, real-time stop-by-stop tracking, and proof of delivery capture
Customer invoicing with online card payment collection, manual payment recording, and Stripe Connect integration
Quote creation, digital delivery, and customer approval workflows with one-click conversion to jobs and invoices
Recurring service contract management with automated job generation on configurable schedules
Field agent time and attendance tracking with GPS-verified clock-in/out and break management
Inventory and parts management across multiple locations, vehicles, and job sites
Customizable digital forms and job checklists with text, number, photo, signature, date, and dropdown field types
Real-time field agent location tracking and live dispatch map for Dispatchers and Administrators
Token-authenticated customer self-service portal for invoice payment, delivery tracking, and appointment requests
iOS and Android mobile applications for field agent use
Reporting and analytics including revenue timelines, job performance, and agent efficiency metrics
Third-party integrations with accounting, CRM, and communication platforms
Role-based access control with five permission levels

Features available to an Organization depend on its active Subscription plan. We reserve the right to add, modify, or discontinue features at any time with reasonable notice.

4. Accounts and Registration

4.1 Account Creation

To use the Service, the Organization must register for an account by providing accurate, current, and complete information. You agree to keep this information up to date at all times.

4.2 Account Security

You are solely responsible for maintaining the confidentiality of your login credentials
You must not share credentials between multiple individuals
You must notify us immediately at support@nexfieldoffice.com upon discovering any unauthorized use of your account
Nexfield Office is not liable for any loss or damage arising from your failure to maintain account security

4.3 Team Members

The Organization may invite team members to its account under one of five roles: Admin, Dispatcher, Field Agent, Finance, or Viewer. Each role carries permissions as defined within the Service. The Organization is responsible for all actions taken by its Users and must ensure that Users comply with this Agreement.

4.4 Account Accuracy

Providing false, misleading, or incomplete information during registration or at any time during use of the Service constitutes a material breach of this Agreement and may result in immediate account suspension or termination.

5. Free Trial

New Organizations receive a 14-day free trial. No payment method is required to begin the trial. During the trial, access to platform features is provided without charge. At the end of the trial period, continued use of the Service requires a paid Subscription.

Nexfield Office reserves the right to modify the terms, duration, or availability of free trials at any time without notice. Free trials may not be combined with promotional offers unless explicitly stated. We may terminate a trial at any time if we reasonably believe it is being abused or used fraudulently.

6. Subscription and Billing

6.1 Plans and Pricing

Nexfield Office offers multiple subscription tiers (including Starter, Professional, and Business). Current plan features and pricing are published on our pricing page. We reserve the right to change pricing at any time, with at least 30 days' prior notice to existing subscribers.

6.2 Billing Cycle and Payment

Subscriptions are billed in advance on a monthly or annual cycle, beginning on the date the Subscription is activated
By subscribing, you authorize Nexfield Office to charge your designated payment method automatically on each renewal date
All fees are quoted and charged in US dollars unless otherwise stated
Subscriptions renew automatically unless cancelled before the renewal date
Annual subscriptions are non-refundable except as required by law

6.3 Cancellation

You may cancel your Subscription at any time through the billing settings in your account. Cancellation takes effect at the end of the current paid billing period. You will retain access to the Service through the end of the period for which you have paid. No refunds or credits are provided for partial billing periods.

6.4 Non-Payment and Late Payment

If payment fails, Nexfield Office will notify you and attempt to collect payment. If payment remains outstanding for more than 7 days following the due date, Nexfield Office may suspend your access to the Service until payment is received. Accounts suspended for non-payment for more than 30 days may be terminated.

6.5 Plan Changes

Upgrading your plan takes effect immediately and your payment method will be charged a prorated amount for the remainder of the current billing period. Downgrading your plan takes effect at the start of the next billing period and may restrict access to features or data limits associated with your prior plan.

6.6 Taxes

All fees are exclusive of applicable taxes, levies, or duties. You are responsible for paying all such taxes applicable to your use of the Service. If Nexfield Office is required to collect taxes on your behalf, they will be added to your invoice.

6.7 Platform Transaction Fee

A Platform Fee of 0.5% (capped at USD $10.00 per transaction) applies to each invoice payment collected through Nexfield Office's built-in payment collection feature. This fee is deducted at the time of payment settlement and is separate from any payment processing fees charged by Stripe. Payments recorded manually (cash, check, bank transfer, or other offline methods) are not subject to the Platform Fee.

7. Payment Processing

7.1 Stripe Connect

Invoice payment collection is powered by Stripe and Stripe Connect. By enabling payment collection, you agree to be bound by Stripe's Terms of Service and the Stripe Connected Account Agreement, as amended from time to time. Nexfield Office is a platform facilitating transactions between the Organization and its End Customers and is not a party to those payment transactions.

7.2 Payment Security

Nexfield Office does not store, transmit, or have access to card numbers, CVVs, or bank account details. All payment data is handled directly by Stripe in accordance with PCI-DSS standards.

7.3 Refunds and Disputes

Refunds for payments collected through the Service are subject to Stripe's refund policies. Nexfield Office does not arbitrate payment disputes between Organizations and their End Customers.

7.4 Tax Obligations

You are solely responsible for determining and fulfilling all tax obligations (including sales tax, VAT, and GST) related to payments collected through the Service. Nexfield Office does not provide tax advice.

8. Acceptable Use

You may use the Service only for lawful purposes and in accordance with this Agreement. You expressly agree not to:

Use the Service for any illegal, fraudulent, abusive, or unauthorized purpose
Violate any applicable law, regulation, or third-party right
Impersonate any person or entity or misrepresent your affiliation
Attempt to gain unauthorized access to any part of the Service, other accounts, or related infrastructure
Probe, scan, or test the vulnerability of the Service or any related system without prior written authorization
Reverse engineer, disassemble, decompile, or otherwise attempt to derive the source code of the Service
Transmit viruses, malware, ransomware, or other malicious or harmful code
Introduce content that is defamatory, obscene, threatening, or violates third-party intellectual property rights
Use automated tools (bots, scrapers, crawlers) to access the Service beyond what is permitted by the official API
Resell, sublicense, or commercially exploit access to the Service without Nexfield Office's prior written consent
Interfere with or disrupt the integrity or performance of the Service or its infrastructure
Use the SMS or email notification features to send unsolicited commercial messages or spam
Circumvent any usage limits, throttling, or access control mechanisms

Nexfield Office reserves the right to investigate suspected violations and, at its sole discretion, to suspend or terminate accounts found to be in violation of this section, without liability to you.

9. Location Tracking

9.1 Data Collected

The Service collects real-time GPS location data from Field Agents using the mobile application. Data collected includes latitude, longitude, accuracy, heading, and speed. This data is used to power dispatch, route optimization, geofenced job check-in/out, and delivery tracking features.

9.2 Visibility

Location data is visible to Administrators and Dispatchers within your Organization's account in real time. During active delivery runs, a limited subset of location data (the Field Agent's real-time position) is shared with End Customers via public delivery tracking links generated by your Organization.

9.3 Scope of Tracking

Location data is only collected when the Nexfield Office mobile application is actively used for work purposes. The Service does not collect location data in the background or outside of active work sessions.

9.4 Organization Responsibilities

As a condition of using location-dependent features, the Organization must:

Provide clear, prior notice to all employees and contractors that Nexfield Office tracks their GPS location during active work sessions
Obtain all legally required consents from employees and contractors before enabling location tracking features
Comply with all applicable employment, labor, and privacy laws governing employee monitoring in every jurisdiction in which it operates, including but not limited to the GDPR (EU/UK), CCPA (California), and applicable national or state employment monitoring laws
Maintain records of consents obtained as required by applicable law

Nexfield Office assumes no liability for the Organization's failure to comply with these obligations.

10. SMS and Email Notifications

The Service sends automated SMS messages (via Twilio) and transactional emails (via Resend) to End Customers on the Organization's behalf. These notifications include delivery status updates, invoice payment requests, appointment confirmations, and customer portal links.

By using these notification features, the Organization represents and warrants that:

It has obtained all legally required consents from each recipient to receive automated communications
It complies with all applicable messaging regulations, including the Telephone Consumer Protection Act (TCPA) in the United States, the Canadian Anti-Spam Legislation (CASL), and equivalent regulations in all jurisdictions where it sends messages
It will not use notification features to send unsolicited marketing messages, promotions, or spam
All phone numbers and email addresses entered into the Service have been collected lawfully

Nexfield Office is not liable for regulatory violations arising from the Organization's use of notification features.

11. Proof of Delivery and Customer Portals

11.1 Proof of Delivery

The Service enables Field Agents to capture proof of delivery records including recipient name, digital signature, photographs, GPS coordinates, and timestamps. The Organization is responsible for informing recipients that their signature and/or photograph may be captured and for obtaining any required consents under applicable law.

11.2 Customer Portal Links

The Service generates token-authenticated portal links ("magic links") that allow End Customers to access their jobs, invoices, quotes, contracts, and delivery tracking without creating an account. The access token embedded in the link constitutes the sole access control mechanism. The Organization is responsible for:

Ensuring portal links are transmitted only to the intended recipient
Revoking or refreshing links if a link is believed to have been compromised
Any unauthorized access to portal content resulting from insecure link distribution

11.3 Public Delivery Tracking

Public delivery tracking links allow End Customers to view the real-time position of a Field Agent during an active delivery run without authentication. By enabling delivery run notifications, the Organization consents to sharing Field Agent location data with End Customers in this manner.

12. Third-Party Integrations

The Service offers optional integrations with third-party platforms including Slack, QuickBooks, HubSpot, Salesforce, and Zoho CRM. By enabling an integration, you authorize Nexfield Office to exchange Your Data with that platform using OAuth credentials you provide.

Third-party integrations are provided as-is and subject to the availability of the respective third-party API. Nexfield Office is not responsible for the functionality, security, or data practices of any third-party service. Your use of those services is governed solely by their own terms of service and privacy policies.

You may generate API keys within the Service to authorize third-party systems to access Nexfield Office data programmatically. You are responsible for the security of issued API keys and must revoke them promptly if compromised.

13. Data Ownership and License

13.1 Your Data

You retain full ownership of all Your Data. Nexfield Office claims no ownership rights over the data you input into or generate within the Service.

13.2 License Grant

By using the Service, you grant Nexfield Office a limited, non-exclusive, royalty-free, worldwide license to host, store, process, transmit, and display Your Data solely to the extent necessary to provide and operate the Service and as described in our Privacy Policy.

13.3 Aggregated Data

Nexfield Office may collect and use aggregated, anonymized data derived from Your Data and usage of the Service for the purpose of improving the Service, developing new features, and producing industry benchmarks. Such data will not identify you or your End Customers individually.

13.4 Data Export

You may export Your Data at any time during your active Subscription via the export tools provided within the Service.

14. Intellectual Property

The Service, including all software, algorithms, interfaces, designs, logos, trademarks, and documentation, is and remains the exclusive property of Nexfield Office and its licensors and is protected by intellectual property laws. This Agreement grants you a limited, non-exclusive, non-transferable, revocable license to access and use the Service solely for your internal business purposes in accordance with this Agreement.

You may not: (a) copy, modify, or distribute any part of the Service; (b) create derivative works based on the Service; (c) use Nexfield Office's name, logo, or trademarks without prior written consent; or (d) remove or alter any proprietary notices.

If you provide feedback, suggestions, or ideas about the Service, you grant Nexfield Office an irrevocable, perpetual, royalty-free license to use such feedback without restriction and without obligation to you.

15. Service Availability and Modifications

Nexfield Office will use commercially reasonable efforts to maintain availability of the Service but does not guarantee uninterrupted, error-free, or secure access. The Service may be temporarily unavailable due to scheduled maintenance, emergency maintenance, infrastructure failures, or circumstances outside Nexfield Office's control.

Nexfield Office reserves the right to modify, suspend, or discontinue any feature, functionality, or aspect of the Service at any time. For material changes that adversely affect existing functionality, we will provide reasonable advance notice.

16. Confidentiality

Each party agrees to maintain the confidentiality of non-public information disclosed by the other party in connection with this Agreement ("Confidential Information") and not to disclose such information to third parties without prior written consent, except as required by law. This obligation does not apply to information that is or becomes publicly available through no fault of the receiving party, or that was already known to the receiving party without restriction.

Nexfield Office's security architecture, pricing arrangements, and product roadmap are Confidential Information. Your Data and business information you disclose to Nexfield Office are Confidential Information.

17. Disclaimer of Warranties

TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, THE SERVICE IS PROVIDED "AS IS" AND "AS AVAILABLE" WITHOUT ANY WARRANTY OF ANY KIND, WHETHER EXPRESS, IMPLIED, STATUTORY, OR OTHERWISE. NEXFIELD EXPRESSLY DISCLAIMS ALL IMPLIED WARRANTIES, INCLUDING BUT NOT LIMITED TO IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, TITLE, AND NON-INFRINGEMENT.

NEXFIELD DOES NOT WARRANT THAT: (A) THE SERVICE WILL MEET YOUR REQUIREMENTS; (B) THE SERVICE WILL BE UNINTERRUPTED, TIMELY, SECURE, OR ERROR-FREE; (C) ANY ERRORS WILL BE CORRECTED; OR (D) THE SERVICE OR ANY DATA OR CONTENT OBTAINED THROUGH THE SERVICE IS ACCURATE, RELIABLE, OR FREE FROM VIRUSES OR OTHER HARMFUL COMPONENTS.

18. Limitation of Liability

TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, IN NO EVENT SHALL NEXFIELD, ITS AFFILIATES, DIRECTORS, OFFICERS, EMPLOYEES, AGENTS, SUPPLIERS, OR LICENSORS BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, EXEMPLARY, OR PUNITIVE DAMAGES, INCLUDING BUT NOT LIMITED TO LOSS OF PROFITS, REVENUE, DATA, BUSINESS OPPORTUNITIES, GOODWILL, OR ANTICIPATED SAVINGS, ARISING OUT OF OR IN CONNECTION WITH THIS AGREEMENT OR YOUR USE OF THE SERVICE, REGARDLESS OF THE THEORY OF LIABILITY AND EVEN IF NEXFIELD HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES.

NEXFIELD'S TOTAL AGGREGATE LIABILITY TO YOU FOR ALL CLAIMS ARISING UNDER OR RELATED TO THIS AGREEMENT SHALL NOT EXCEED THE GREATER OF: (A) THE TOTAL FEES PAID BY YOU TO NEXFIELD IN THE TWELVE (12) MONTHS IMMEDIATELY PRECEDING THE EVENT GIVING RISE TO THE CLAIM; OR (B) ONE HUNDRED US DOLLARS (USD $100).

SOME JURISDICTIONS DO NOT ALLOW THE EXCLUSION OR LIMITATION OF CERTAIN WARRANTIES OR LIABILITY. TO THE EXTENT SUCH LAWS APPLY, SOME OF THE ABOVE LIMITATIONS MAY NOT APPLY TO YOU.

19. Indemnification

You agree to indemnify, defend (at Nexfield Office's option), and hold harmless Nexfield Office and its affiliates, officers, directors, employees, contractors, and licensors from and against any and all claims, demands, suits, proceedings, liabilities, losses, damages, penalties, fines, and expenses (including reasonable attorneys' fees and court costs) arising out of or related to:

Your use or misuse of the Service
Your violation of this Agreement or any applicable law or regulation
Your violation of any third-party rights, including intellectual property rights or privacy rights
Your Data, including any claim that Your Data infringes or misappropriates any third-party right
Your failure to obtain required consents from employees or End Customers, including for location tracking or SMS notifications
Any dispute between you and an End Customer, including payment disputes

20. Termination and Suspension

20.1 Termination by You

You may cancel your Subscription at any time. Cancellation takes effect at the end of the current paid billing period.

20.2 Termination or Suspension by Nexfield Office

Nexfield Office may, at its sole discretion, immediately suspend or terminate your access to the Service, with or without notice, if:

You breach any provision of this Agreement
Payment is overdue by more than 30 days
You engage in conduct that Nexfield Office reasonably believes poses a security risk or legal liability
We are required to do so by law or court order
We decide to discontinue the Service

20.3 Effect of Termination

Upon termination for any reason:

Your right to access and use the Service ceases immediately
You may export Your Data within 30 days following termination via the data export feature
After 30 days, Your Data will be permanently deleted from our systems (except where retention is required by law)
Provisions of this Agreement that by their nature should survive termination shall survive, including ownership provisions, warranty disclaimers, indemnity, and limitations of liability

21. Force Majeure

Neither party shall be liable for any failure or delay in performance under this Agreement to the extent caused by circumstances beyond its reasonable control, including but not limited to acts of God, natural disasters, pandemic, war, terrorism, riots, civil unrest, government action, internet or telecommunications failures, power outages, or denial-of-service attacks ("Force Majeure Event"). The affected party must notify the other promptly and use commercially reasonable efforts to resume performance as soon as practicable.

22. Dispute Resolution and Arbitration

22.1 Good Faith Negotiation

Before initiating any formal proceeding, the parties agree to attempt to resolve any dispute through good-faith negotiation for a period of at least 30 days following written notice of the dispute.

22.2 Binding Arbitration

If a dispute cannot be resolved through negotiation, it shall be submitted to binding individual arbitration administered under the rules of a mutually agreed arbitration body in the governing jurisdiction. The arbitration shall be conducted in English. Each party shall bear its own costs unless the arbitrator determines otherwise.

22.3 Class Action Waiver

YOU AND NEXFIELD EACH WAIVE THE RIGHT TO PARTICIPATE IN A CLASS ACTION LAWSUIT OR CLASS-WIDE ARBITRATION. ALL DISPUTES MUST BE BROUGHT IN AN INDIVIDUAL CAPACITY. This waiver applies to all claims whether in contract, tort, statute, or otherwise.

22.4 Exceptions

Either party may seek injunctive or other equitable relief in a court of competent jurisdiction for claims involving intellectual property infringement or unauthorized access to confidential information.

23. Governing Law

This Agreement shall be governed by and construed in accordance with the laws of the State of North Carolina, United States of America, without regard to its conflict of law provisions. Subject to the arbitration clause above, each party irrevocably submits to the exclusive jurisdiction of the state and federal courts located in North Carolina for any dispute not subject to arbitration.

24. General Provisions

24.1 Entire Agreement

This Agreement constitutes the entire agreement between the parties regarding its subject matter and supersedes all prior or contemporaneous agreements, understandings, negotiations, or representations.

24.2 Severability

If any provision of this Agreement is found to be invalid, illegal, or unenforceable, that provision shall be modified to the minimum extent necessary to make it enforceable, and the remaining provisions shall continue in full force and effect.

24.3 Waiver

Nexfield Office's failure to enforce any right or provision of this Agreement shall not constitute a waiver of that right or provision.

24.4 Assignment

You may not assign or transfer any rights or obligations under this Agreement without Nexfield Office's prior written consent. Nexfield Office may assign this Agreement in connection with a merger, acquisition, or sale of substantially all of its assets, with notice to you.

24.5 Notices

Notices to Nexfield Office under this Agreement must be sent to legal@nexfieldoffice.com. Notices to you will be sent to the email address associated with your account.

24.6 Relationship of the Parties

The parties are independent contractors. Nothing in this Agreement creates any agency, partnership, joint venture, or employment relationship.

24.7 Export Compliance

You agree to comply with all applicable export control laws and regulations, including US Export Administration Regulations and OFAC sanctions programs.

25. Changes to These Terms

Nexfield Office may update these Terms at any time. For material changes, we will provide at least 14 days' prior notice by email to the Administrator's registered address and/or via in-app notification. The updated Terms will display a revised "Last updated" date. Continued use of the Service after the effective date of changes constitutes acceptance.

If you object to any change, your sole remedy is to cancel your Subscription before the effective date of the change.

26. Contact Information

For questions, legal notices, or concerns regarding these Terms:

Email: legal@nexfieldoffice.com

Support: support@nexfieldoffice.com