Terms of Service

1. Acceptance of Terms

By creating an account or using InstantField (the "Service"), you agree to be bound by these Terms of Service. The Service is operated by Epistemic Group ("we", "us", "our"), a company based in the Netherlands.

If you are accepting these terms on behalf of a company or other legal entity, you represent that you have the authority to bind that entity.

2. Description of Service

InstantField is a cloud-based field service management platform that allows organisations to manage jobs, clients, field workers, work reports, inventory, and invoicing. The Service is accessible via web browser and an Android mobile application.

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

3. Free Trial

New accounts receive a 14-day free trial with full access to the Service. No credit card is required to start a trial. At the end of the trial period, continued access requires an active subscription.

4. Accounts

You are responsible for maintaining the confidentiality of your account credentials and for all activity that occurs under your account. You must notify us immediately of any unauthorised use of your account at admin@instantfield.com.

You may invite additional users to your organisation. You are responsible for ensuring that all users comply with these Terms.

You must be at least 18 years old and legally capable of entering into a binding contract to use the Service.

5. Billing and Payment

Subscription plans

The Service is offered on a monthly or annual subscription basis, billed per user seat. Current pricing is displayed on our pricing page. We reserve the right to change pricing with 30 days' notice to existing subscribers.

Payment

Payments are processed by Stripe. By providing payment details, you authorise us to charge your payment method on a recurring basis for your chosen plan. All prices are in euros (EUR) and are exclusive of VAT where applicable.

Cancellation and refunds

You may cancel your subscription at any time from the billing settings in your account. Cancellation takes effect at the end of the current billing period; you retain access until then. We do not offer pro-rata refunds for partial billing periods, except where required by applicable law.

Failed payments

If a payment fails, we will retry according to Stripe's retry schedule. If payment is not recovered within the grace period, access to the Service may be suspended until payment is made.

6. Acceptable Use

You agree not to use the Service to:

• Violate any applicable law or regulation
• Upload or transmit harmful, offensive, or unlawful content
• Attempt to gain unauthorised access to any part of the Service or other users' accounts
• Reverse engineer, decompile, or attempt to extract the source code of the Service
• Use the Service in a way that could damage, disable, or impair our infrastructure
• Resell or sublicence access to the Service without our written permission

7. Your Data

You retain ownership of all data you upload or create within the Service ("Customer Data"). By using the Service, you grant us a limited licence to host, process, and transmit your Customer Data solely for the purpose of providing the Service to you.

We do not claim any ownership rights over your Customer Data and will not use it for any purpose other than operating the Service. See our Privacy Policy for more detail.

8. Availability and Service Levels

We aim to provide a reliable service but do not guarantee 100% uptime. Scheduled maintenance will be performed with advance notice where possible. We are not liable for losses resulting from temporary unavailability of the Service.

9. Intellectual Property

All rights in the InstantField platform, including its software, design, trademarks, and content, remain the property of Epistemic Group. Nothing in these Terms grants you any intellectual property rights in the Service itself.

10. Limitation of Liability

To the maximum extent permitted by applicable law, Epistemic Group shall not be liable for any indirect, incidental, special, consequential, or punitive damages, including loss of profits, data, or business, arising from your use of the Service.

Our total liability to you for any claim arising under these Terms shall not exceed the amount you paid us in the 12 months preceding the claim.

Nothing in these Terms excludes or limits liability for death or personal injury caused by negligence, fraud, or any other liability that cannot be excluded by law.

11. Termination

You may close your account at any time via the account settings. We may suspend or terminate your account if you breach these Terms or if your subscription lapses without payment. Upon termination, your data will be deleted in accordance with our Privacy Policy.

12. Governing Law

These Terms are governed by the laws of the Netherlands. Any disputes arising from these Terms shall be subject to the exclusive jurisdiction of the courts of the Netherlands, without prejudice to your rights as a consumer under the laws of your country of residence.

13. Changes to These Terms

We may update these Terms from time to time. We will notify you of material changes by email at least 14 days before they take effect. Continued use of the Service after that date constitutes acceptance of the updated Terms.

14. Contact