Terms of Service

These Terms of Service (“Terms”) govern access to and use of the Fieldvoice website at fieldvoice.eu, the application at app.fieldvoice.eu, and related APIs (together, the “Service”). By creating an account, starting a trial, or using the Service, you agree to these Terms on behalf of yourself and, if applicable, the organisation you represent.

1. The Service

Fieldvoice provides software that helps field teams capture work by voice and turn it into structured records (such as hours, materials, and invoice lines), with dashboard review and API export options. Features may evolve over time. We may modify, suspend, or discontinue parts of the Service with reasonable notice where practicable.

2. Accounts and organisations

You must provide accurate registration information and keep credentials confidential. You are responsible for activity under your accounts. Organisation administrators control seats, roles, and integrations for their workspace. You must be legally able to bind your organisation if you accept these Terms on its behalf.

3. Trial

We may offer a limited free trial (for example 3 days and a set number of voice entries). Trial limits, duration, and eligibility may change. When the trial ends, continued use requires a paid plan unless otherwise stated.

4. Subscriptions and fees

Paid plans are billed according to the pricing shown at purchase or in your contract (typically per user / month, excluding VAT where applicable). Mixing plans within one organisation may be allowed as described on the site. Fees are non-refundable except where required by law or explicitly agreed. We may change prices with notice for renewal periods.

5. Acceptable use

You may not: misuse the Service; attempt unauthorised access; interfere with security or multi-tenant isolation; reverse engineer except where mandatory law allows; upload unlawful, harmful, or infringing content; use the Service to violate privacy or employment laws; or resell the Service without our written consent. We may suspend access for violations or security risk.

6. Customer content

You (or your organisation) retain rights to content you submit, including voice recordings and structured entries (“Customer Content”). You grant Fieldvoice a worldwide licence to host, process, transmit, and display Customer Content solely to provide and improve the Service (including speech-to-structure processing). You represent that you have the rights and notices required to submit Customer Content, including any personal data of employees or third parties.

7. Data protection

Our Privacy Policy describes how we handle personal data. Where we process Customer Content as a processor for an organisation, the parties will enter into appropriate data processing terms upon request or as part of onboarding.

8. Intellectual property

Fieldvoice and its licensors own the Service, software, branding, and documentation. These Terms do not transfer ownership to you. Feedback you provide may be used by us without obligation.

9. API and integrations

API access is subject to rate limits, key security, and documentation. You are responsible for how you connect Fieldvoice to third-party tools. Custom integrations may be scoped under a separate agreement.

10. Availability and support

We aim for reliable availability but do not guarantee uninterrupted Service. Maintenance, force majeure, and third-party outages may affect access. Support channels and response times depend on your plan.

11. Disclaimers

The Service is provided “as is” and “as available” to the fullest extent permitted by law. AI and speech processing may produce imperfect transcripts or structured fields; your organisation remains responsible for reviewing outputs before invoicing or other business decisions.

12. Limitation of liability

To the maximum extent permitted by law, Fieldvoice is not liable for indirect, incidental, special, consequential, or lost-profit damages, or for loss of data except where caused by our wilful misconduct or gross negligence. Our aggregate liability arising from the Service in any twelve-month period is limited to the fees you paid us for the Service in that period (or, for trial users, €100). Nothing in these Terms limits liability that cannot be limited under applicable law.

13. Termination

You may stop using the Service and close your account as available in-product or by contacting us. We may terminate or suspend for material breach, non-payment, or legal risk. Upon termination, your right to access the Service ends; we may delete Customer Content after a reasonable retention window unless law requires longer storage.

14. Governing law

These Terms are governed by the laws of Belgium, without regard to conflict-of-law rules. Courts in Belgium have exclusive jurisdiction, without prejudice to mandatory consumer protections that may apply.

15. Changes

We may update these Terms. Material changes will be communicated by email, in-app notice, or website update. Continued use after the effective date constitutes acceptance where permitted by law.

16. Contact

Questions: hello@fieldvoice.eu or our contact page.