Terms of Service

These Terms of Service ("Terms") govern your access to and use of the FieldScribe voice-to-CRM automation service ("Service") provided by FieldScribe ("we", "us", "our"). By signing up for or using the Service, you agree to these Terms.

These Terms form a legally binding agreement between you (or the business entity you represent) and FieldScribe. If you are entering into these Terms on behalf of a company or other legal entity, you represent that you have authority to bind that entity.

1. The Service

FieldScribe provides a voice-to-CRM automation service that converts WhatsApp voice notes sent by field technicians into structured data, which is then pushed to your configured CRM or field service management platform.

The Service includes:

• A dedicated WhatsApp Business API number for receiving voice notes
• Voice transcription using OpenAI Whisper
• Data extraction and structuring using GPT-4o
• Automated data transfer to your connected CRM via Make.com workflows
• A review dashboard for confirming and editing output before CRM sync
• Email and support channel access as defined by your plan

2. Accounts and eligibility

To use FieldScribe, you must:

• Be a business entity or sole trader operating lawfully in the United Kingdom
• Provide accurate account registration information
• Maintain the confidentiality of your account credentials
• Notify us promptly of any unauthorised access to your account

You are responsible for all activity that occurs under your account.

3. Subscriptions and payment

Setup fee

A one-off setup fee of £3,000 (excluding VAT) is payable before implementation begins. This fee covers integration configuration, CRM mapping, workflow setup, and onboarding support. The setup fee is non-refundable once implementation work has commenced.

Monthly subscription

Monthly subscription fees are billed in advance on a rolling monthly basis. Current pricing is displayed on the FieldScribe website and in your order confirmation.

Payment terms

• All fees are stated exclusive of VAT. VAT at the standard rate (currently 20%) will be added where applicable.
• Payments are processed by Stripe. By providing payment details, you authorise Stripe to charge your payment method on the billing schedule.
• Invoices are issued electronically to your registered billing email.
• Overdue payments may result in suspension of access to the Service after 14 days' written notice.

Price changes

We will give at least 30 days' written notice of any price increase. You may cancel your subscription before the price change takes effect if you do not wish to continue at the new price.

4. Free trial

Where a free trial is offered, it allows you to use the Service for 14 days without charge. No payment information is required to start a trial. At the end of the trial period, you may choose to subscribe. Trial usage is subject to these Terms.

5. Acceptable use

You agree to use the Service only for lawful business purposes. You must not:

• Use the Service to process voice notes containing personal data without the knowledge or consent of the individuals concerned, where consent is required
• Attempt to reverse engineer, disassemble, or extract proprietary components of the Service
• Resell, sublicence, or otherwise provide the Service to third parties without our written consent
• Introduce malicious code or attempt to interfere with the Service's operation
• Use the Service in a manner that violates applicable employment law, data protection law, or regulations governing your trade

6. Data and privacy

Our Privacy Policy, which forms part of these Terms, explains how we collect, use, and protect data. Where FieldScribe processes personal data on behalf of your business (for example, technician voice notes that contain personal data), we do so as a data processor. You remain the data controller and are responsible for ensuring a lawful basis for that processing.

A Data Processing Agreement (DPA) is available on request. Where required under UK GDPR, we recommend executing a DPA before processing personal data through the Service.

7. Intellectual property

FieldScribe retains all intellectual property rights in the Service, including the Make.com workflow templates, prompt engineering, and software components. These Terms do not transfer any ownership rights to you.

Your data (including job records, transcripts, and CRM content produced by the Service) belongs to you. We do not claim any ownership over output data generated from your voice notes.

8. Uptime and service levels

We target a monthly uptime of 99.5% for core processing services. Service disruptions may occur for maintenance, upgrades, or reasons outside our control (including third-party API outages from OpenAI, WhatsApp Business API, or Make.com).

Enterprise plan customers are entitled to SLA-backed uptime terms as specified in their order agreement.

We will provide reasonable advance notice of planned maintenance that may affect service availability.

9. Limitation of liability

To the maximum extent permitted by law:

• FieldScribe's total liability to you in any 12-month period shall not exceed the total subscription fees you paid to us in that period.
• We are not liable for indirect, consequential, or special losses, including lost revenue, lost profits, or business interruption losses.
• We are not liable for inaccuracies in AI-generated output (transcription or data extraction). You are responsible for reviewing output before relying on it for invoicing or other commercial purposes.
• We are not liable for outages or failures of third-party services (OpenAI, WhatsApp, Make.com, your CRM).

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

10. Warranties

We warrant that we will provide the Service with reasonable skill and care. We do not warrant that the Service will be error-free or uninterrupted, or that AI-generated output will be 100% accurate on every occasion.

AI transcription and extraction accuracy exceeds 95% in testing on UK-accented trade terminology, but you should implement a review step before using output for billing purposes.

11. Cancellation and termination

Cancellation by you

You may cancel your monthly subscription at any time. Cancellation takes effect at the end of the current billing period. No refunds are issued for unused days in a billing period.

Termination by us

We may suspend or terminate your access to the Service with immediate effect if:

• You materially breach these Terms and fail to remedy the breach within 14 days of written notice
• You fail to pay fees when due and do not remedy the failure within 14 days of notice
• You use the Service in a way that poses legal, reputational, or technical risk to us or to other users

Effect of termination

Upon termination, your access to the Service will cease. We will retain your account data for 12 months in case of dispute or re-engagement, then delete it in accordance with our Privacy Policy.

12. Changes to these Terms

We may update these Terms from time to time. We will provide at least 30 days' written notice of material changes. Your continued use of the Service after the effective date of changes constitutes acceptance.

13. Governing law and disputes

These Terms are governed by the law of England and Wales. Any disputes arising from these Terms or the Service will be subject to the exclusive jurisdiction of the courts of England and Wales.

Before initiating formal proceedings, we ask that you contact us at hello@fieldscribe.co.uk to attempt resolution in good faith.

14. Contact

For questions about these Terms, contact us at: hello@fieldscribe.co.uk