Terms & Conditions

1. Who we are

FieldStack is a software-as-a-service platform operated by R Pivotal (Pty) Ltd (trading as FieldStack), Registration No. 2023/654036/07, 88 Lourens River Street, Strand, 7140, Western Cape, South Africa (“FieldStack”, “we”, “us”). You can reach us at ruan@fieldstack.co.za.

2. Agreement to these terms

By registering for, accessing or using FieldStack you agree to these Terms & Conditions and to our Privacy Policy and Refund & Cancellation Policy, which form part of this agreement. If you are agreeing on behalf of a business, you confirm you are authorised to bind that business. If you do not agree, do not use the service.

3. The service

FieldStack is a field-service and operations management platform for trades and installation businesses. It may include modules for client and site management, quoting, projects, health & safety, field timesheets, lead capture and AI-assisted admin. We add, improve and occasionally retire features over time. Specific modules and usage limits depend on your subscription plan.

4. Your account and users

• You are responsible for the accuracy of your registration details and for keeping your login credentials secure.
• You are responsible for all activity under your workspace, including that of the users and field crew you invite.
• Your plan includes a set number of office seats; field crew who submit timesheets and progress via the messaging bot do not consume a paid seat. Adding seats or modules beyond your plan may incur add-on charges.
• Notify us promptly at ruan@fieldstack.co.za if you suspect any unauthorised use of your account.

5. Acceptable use

You agree not to:

• use the service unlawfully, or to store or transmit unlawful, infringing or harmful content;
• attempt to gain unauthorised access to the service, other workspaces, or our systems;
• interfere with or disrupt the integrity or performance of the service;
• reverse-engineer, resell or white-label the service except where your plan expressly permits it; or
• use the service to build a competing product.

6. Plans, subscriptions and add-ons

FieldStack is offered on monthly (or annual) subscription plans, with optional add-ons such as extra seats, additional modules, branding and a white-label client portal. Current pricing is shown on our pricing page. You may upgrade, downgrade or change modules; changes take effect as described on the pricing page and in our Refund & Cancellation Policy.

7. Fees, billing and payment

• Subscription fees are billed in advance for each billing period (monthly, unless you have chosen annual billing).
• A one-time setup fee, equal to one month of your plan, applies to new workspaces and covers onboarding, data import and module configuration.
• Fees are invoiced and payable by EFT. We do not collect or store card details.
• Fees are in South African Rand. R Pivotal (Pty) Ltd is not a registered VAT vendor, so no VAT is charged.
• We may change our pricing on reasonable notice; changes do not affect the period you have already paid for.
• AI features are included on a fair-use basis. Genuinely excessive or automated AI usage may be moved to a higher plan or passed on at cost — always with prior notice. See section 10.

8. Cancellation and suspension

You may cancel at any time; you keep access until the end of the billing period you have paid for, after which recurring billing stops. Full details, including how refunds are handled, are in our Refund & Cancellation Policy. We may suspend or terminate access if you materially breach these terms or fail to pay, and will give reasonable notice where practical.

9. Your data and content

You retain ownership of the data and content you and your users put into FieldStack (“your data”). You grant us the limited right to host, process and transmit your data solely to provide and support the service. On cancellation you may request an export of your data; after a reasonable retention window we may delete it (see the Privacy Policy). We own the FieldStack platform, software and branding.

10. AI-assisted features & fair use

Some features use artificial intelligence to draft, summarise or estimate — for example turning a Statement of Work into a project plan, drafting quotes from a bill of materials, parsing inbound leads, or reviewing costs. AI output is assistive and may be inaccurate or incomplete. You are responsible for reviewing and approving any AI-generated content before relying on it, sending it to a client, or acting on it commercially.

Fair use of AI

The AI features run on paid, metered third-party AI services (billed by usage, in units commonly called “tokens”), so every AI action carries a real cost that FieldStack absorbs as part of your subscription. Your plan therefore includes AI use on a fair-use basis — a level of AI activity that is reasonable and typical for a business of your size and plan, used for your own genuine day-to-day operations.

What may count as excess or atypical use

Usage that may fall outside fair use includes, without limitation:

• a large team generating a high volume of AI actions across many users;
• producing AI-drafted quotes, project plans, lead parses or automations at a rate well above what is typical for your plan — for example many per day, sustained over time;
• calling the AI features in an automated, scripted, bulk or looping manner; or
• using the AI features to provide a service to third parties, or reselling AI capacity in any form.

If your usage exceeds fair use

We monitor aggregate AI usage per workspace. If your usage materially exceeds the fair-use level for your plan, we will contact you first and agree the best way forward — typically moving you to a more suitable plan, adding an AI-usage add-on, or passing on the additional third-party AI cost (at our cost, or cost plus a reasonable handling fee) as a separate line on your next invoice. We will give you reasonable notice before any excess-usage charge applies, and — to prevent runaway cost — we may temporarily throttle or pause AI features while we reach agreement. We will not charge you for excess AI use without telling you first. Non-AI features of your plan are unaffected by AI fair-use limits. We may set, publish and adjust fair-use thresholds from time to time; current thresholds are available on request.

11. Availability and support

We aim to keep FieldStack available and reliable, but we do not guarantee uninterrupted service. We may perform maintenance and updates, and will try to minimise disruption. Support is provided by email; priority support and onboarding are included on higher plans as described on the pricing page.

12. Warranties and disclaimers

The service is provided “as is” and “as available”. To the extent permitted by law, we disclaim all implied warranties. Nothing in these terms excludes any rights you have that cannot lawfully be excluded, including under the Consumer Protection Act or Electronic Communications and Transactions Act where they apply.

13. Limitation of liability

To the maximum extent permitted by law, we are not liable for any indirect, incidental or consequential loss, or for loss of profit, revenue or data. Our total liability arising out of or in connection with the service is limited to the fees you paid us in the three months before the event giving rise to the claim.

14. Indemnity

You agree to indemnify us against claims, losses and costs arising from your unlawful use of the service, your breach of these terms, or your data infringing the rights of a third party.

15. Changes to these terms

We may update these terms from time to time. We will post the updated version here and change the “last updated” date; material changes will be communicated where reasonable. Continued use after changes take effect means you accept the updated terms.

16. Governing law

These terms are governed by the laws of the Republic of South Africa, and the South African courts have jurisdiction over any dispute.

17. Contact

R Pivotal (Pty) Ltd t/a FieldStack · 88 Lourens River Street, Strand, 7140 · ruan@fieldstack.co.za