2026
Changes to the FieldDoc Terms of Service
We updated the FieldDoc Terms of Service to better reflect how FieldDoc is used today and how The Commons expects the platform to grow over time. The revised Terms are organized around the FieldDoc Platform, including FieldDoc Data Manager, Groundwork, and other applications, modules, tools, and services that The Commons may make available in the future.
These changes are intended to make the Terms clearer for individual users, Organizations, Program Managers, funders, collaborators, and customers with separate written agreements. The updated Terms continue to focus on account rules, user authority, acceptable use, data responsibility, privacy expectations, exports, platform conduct, suspension, and updates.
Opening Scope
The opening section was updated to describe FieldDoc as a broader software platform operated by The Commons, Inc. The Terms now explain that they apply not only to use of FieldDoc generally, but also to use of the FieldDoc Platform, any FieldDoc Application, support services, professional services, workspaces, Programs, Pacts, integrations, and related services.
The Terms also clarify that users must create individual accounts, that users must be associated with an Organization, and that users represent that they are authorized to use the FieldDoc Platform in connection with their Organization.
1. FieldDoc Mission
The mission section continues to explain FieldDoc’s purpose: helping conservation, restoration, and nature-based work move beyond scattered spreadsheets, static reports, and one-off maps. It emphasizes FieldDoc’s role as a shared system of record for tracking what work is happening, where it is happening, who it is connected to, and what impact it is expected to have.
2. Definitions
The definitions section was significantly expanded to align the Terms with the broader FieldDoc Platform structure.
The updated Terms now define “FieldDoc Platform,” “Applications,” “Services,” “Authorized User,” “Customer,” “Subscription Documentation,” and “Application-Specific Terms.” These additions help distinguish between the overall platform, individual applications such as FieldDoc Data Manager and Groundwork, subscription or service-specific documents, and separate written agreements.
Definitions for Organization, Organization Owner, Organization Member, Program Manager, Program, Workspace, Folder, Activity, Pact, Pact Opportunity, and Model were also revised or clarified to better reflect platform permissions, application-specific functionality, and Program-based workflows.
3. Individual User Account Terms
The individual user account section continues to require each user to create their own account, use accurate account information, protect login credentials, and use FieldDoc only if they have a legitimate role.
The updated Terms provide more detail about Organization affiliation and authority. Users may only join, access, or act within an Organization if they are authorized to do so. The Terms also clarify that users may not misrepresent their identity, role, authority, Organization affiliation, Application access, Program relationship, or permission level.
The Terms continue to make users responsible for the content and data they enter, upload, create, edit, share, export, delete, archive, or manage in FieldDoc. Users are responsible for making sure that their data is accurate, authorized, lawful, and appropriate for the platform.
4. Organization Responsibilities
The Organization Responsibilities section was updated to clarify that Organizations are real-world entities whose authorized users access or use the FieldDoc Platform, Applications, workspaces, data, and related services.
The updated Terms explain that Organizations may have different subscription or access levels, including Basic, Standard, Aggregator, Application-specific subscriptions, trial access, grant-funded access, or other tiers made available by The Commons. They also clarify that available Applications, features, seats, permissions, usage limits, support levels, data retention periods, and services may depend on an Organization’s subscription tier, Application access, Program participation, written agreement, payment status, platform configuration, or Subscription Documentation.
The Terms continue to require each Organization to maintain at least one active and contactable Organization Owner. Organization Owners remain responsible for managing membership, roles, permissions, collaborator access, billing, records, and user authority.
The collaboration provisions were preserved and clarified. Organizations remain responsible for coordinating data management, permissions, reporting, retention, and deletion decisions when records are shared across Organizations. The Commons is not responsible for resolving disputes between Organizations about shared records unless required by a separate written agreement or necessary to operate, secure, or administer FieldDoc.
5. Program Manager and Pact Terms
The Program Manager and Pact section was updated to clarify that Program and Pact functionality may not apply to every Application or Service. Not all Applications will use Programs, Pacts, Pact Opportunities, Activity records, Models, or the same data-sharing workflows.
The Terms continue to explain that Program Managers may access Program-level data and data shared to their Programs through Pacts. Program Managers may use shared data for Program administration, review, reporting, analysis, compliance, evaluation, communication, and other Program-related purposes.
The updated Terms continue to distinguish Program-level and Pact-level permissions from ownership of underlying Activity data. Program Managers may not edit, delete, or modify another Organization’s underlying records unless authorized through platform permissions, the owning Organization’s authorization, or a separate written agreement.
The Terms also reinforce that Program Managers are responsible for communicating Program-specific requirements, deadlines, privacy expectations, review processes, and reporting obligations to participating users and Organizations.
6. Data Ownership and License
The Data Ownership and License section continues to state that data entered into FieldDoc is owned or controlled by the User and Organization responsible for that data, subject to applicable Program requirements, Pact relationships, grant agreements, collaboration arrangements, or other written agreements.
The license to The Commons was updated to apply across the FieldDoc Platform and any Application. The Commons may host, store, process, display, reproduce, format, analyze, map, transform, transmit, and otherwise use content as needed to operate, maintain, improve, support, secure, and provide the FieldDoc Platform, Applications, and Services.
The Terms also continue to state that The Commons will not sell User or Organization content.
7. Data Visibility, Privacy, Sharing, and Exports
The data visibility section was updated to describe the FieldDoc Platform and its Applications as collaborative reporting, data management, geospatial, workflow, and decision-support tools.
The Terms continue to explain that privacy settings limit certain forms of visibility, editing, mapping, export, public display, or platform access, but they do not make data confidential from all parties. Depending on the record and platform configuration, data may be visible to users, Organization Members, Organization Owners, invited collaborators, Program Managers, The Commons staff, authorized technical support providers, integrations, or other parties authorized by Program requirements or separate agreements.
The export provisions were preserved and clarified. Once data is exported, downloaded, transmitted, or copied outside FieldDoc, FieldDoc permission settings no longer control access to or use of that data. Users, Organizations, and Program Managers are responsible for understanding the consequences of exporting or sharing data and for complying with any applicable laws, agreements, Program requirements, privacy obligations, data-sharing restrictions, or Organization policies.
The Terms also continue to caution users about entering sensitive environmental, location, landowner, property, cultural, ecological, species-related, or legally protected data unless they have authority to do so and understand how it may be viewed, shared, exported, retained, or disclosed.
8. Data Retention, Deletion, and Account Closure
The retention section continues to explain that deleting a user account does not necessarily delete Organization records. Records created or managed by a User on behalf of an Organization may remain associated with that Organization, Program, or Pact to support collaboration, reporting, audit, compliance, legal obligations, Program Manager requirements, or The Commons’ legitimate operational needs.
The Terms also explain that draft, planning, non-awarded, inactive, or non-Program-associated records may not be retained indefinitely. Program-linked records may be retained longer, including indefinitely, to support Program administration, reporting, audit, compliance, legal obligations, historical records, Program Manager requirements, or The Commons’ operational needs.
The section continues to encourage users and Organizations to use available export features to preserve critical data outside FieldDoc when appropriate.
9. Data Accuracy, Verification, and Model Outputs
The data accuracy and model output provisions were retained and clarified. Users and Organizations remain responsible for accurately documenting location, extent, Activity type, implementation status, completion status, metrics, model inputs, files, and other information entered into FieldDoc.
The Terms continue to state that The Commons does not independently verify all data entered into FieldDoc and is not responsible for verifying every Activity type selection, geospatial input, model input, uploaded file, report, implementation claim, monitoring record, or other user-submitted information.
The model provisions continue to explain that FieldDoc Models depend on data inputs, assumptions, protocols, model versions, and third-party systems. Model outputs are estimates and should not be treated as verified environmental outcomes unless separately reviewed, approved, or validated by the relevant Program Manager, regulator, technical expert, or other authority.
10. Third-Party Services, APIs, and Integrations
The third-party services section continues to explain that FieldDoc may depend on or integrate with third-party services, including hosting providers, storage providers, analytics tools, model APIs, mapping tools, data import and export tools, authentication services, email services, dashboard tools, and other software or infrastructure providers.
The Terms continue to state that The Commons does not guarantee that third-party services, APIs, integrations, models, or external systems will remain available, compatible, error-free, secure, or unchanged.
11. Professional Services
The professional services section was expanded to align with The Commons’ broader service offerings. It now refers to professional, technical, advisory, implementation, data, and support services related to the FieldDoc Platform, Applications, and related conservation and environmental data systems.
Examples include onboarding, configuration, data migration, training, technical assistance, GIS support, geospatial analysis, reporting, dashboard development, integration support, data cleanup, Program setup, model configuration, workflow design, user support, strategic advising, Digital Services, Data Concierge, Conservation Concierge, and other digital, data, or advisory services.
The Terms continue to explain that professional services are not included in general FieldDoc access unless expressly included in a separate written agreement.
The Terms also clarify that no third party is authorized, certified, endorsed, or approved by The Commons to provide official FieldDoc implementation, configuration, technical assistance, training, data migration, reporting, model configuration, integration support, or other FieldDoc-related professional services unless The Commons expressly authorizes that third party in writing.
12. Acceptable Use and Code of Conduct
The acceptable use and code of conduct section continues to prohibit unlawful use, misuse of the platform, unauthorized access, malware, scraping, circumvention of permissions, disruption of services, reverse engineering, brand misuse, harassment, impersonation, and unauthorized use of data belonging to others.
The Terms also continue to prohibit users from entering, uploading, transmitting, or sharing content that is unlawful, fraudulent, false, misleading, unauthorized, infringing, privacy-violating, harmful, abusive, or otherwise inconsistent with the Terms, Program requirements, or applicable agreements.
13. Suspension, Removal, and Enforcement
The suspension and enforcement section continues to give The Commons the ability to suspend, restrict, deactivate, remove, or limit access for a User, Organization, Program, Pact, record, or content when The Commons reasonably determines that there has been a violation of the Terms or a security, privacy, operational, legal, reputational, payment, platform integrity, or compliance risk.
The Terms continue to allow The Commons to remove, restrict, archive, or disable access to content or records that violate the Terms, violate law, create risk, are inaccurate or misleading, infringe rights, expose sensitive information, or are otherwise inappropriate for FieldDoc.
The Terms also continue to explain that The Commons may reassign users, Organizations, records, Pacts, Activities, Projects, or other content when reasonably necessary to correct mistaken ownership, Organization affiliation, Program association, or platform configuration.
14. Payment, Program-Specific Terms, and Order of Precedence
This section was updated to better align the Terms with the FieldDoc Master Service Agreement and other written agreements.
The Terms continue to explain that some users may create accounts, join verified Organizations, and use certain FieldDoc features at no cost where permitted by the platform. Organizations that subscribe to or purchase Applications, manage Programs, access advanced features, receive professional services, use paid support, exceed usage limits, or enter into specific arrangements with The Commons may be subject to fees, payment terms, and additional obligations.
The order of precedence section was revised to identify how the Terms work with other documents. If there is a conflict among applicable documents, signed written agreements, data processing terms, security terms, Application-Specific Terms, Master Service Agreements, these Terms, the Privacy Policy, and documentation apply in the order described in the Terms unless a written agreement executed by The Commons states otherwise.
The Terms also clarify that Program requirements may apply to a Program relationship, but they do not change The Commons’ general Terms or obligations unless The Commons has agreed in writing.
15. FieldDoc Features, Bugs, Availability, and Longevity
The features and availability section was updated to reflect the broader FieldDoc Platform and Applications. The Commons may add, modify, suspend, discontinue, rename, replace, or remove FieldDoc Platform features, Applications, modules, tools, integrations, workflows, or services from time to time.
The Terms continue to explain that The Commons works to maintain existing features where practical, but features, Applications, and services may change or become unavailable because of technical limits, funding limits, user needs, third-party service changes, browser changes, security concerns, infrastructure changes, product evolution, Application-specific changes, or other reasons.
The Terms also continue to explain that The Commons is dedicated to supporting FieldDoc for as long as it has the funding, resources, technical capacity, and operational ability to do so, but that major service changes may occur if continued operation becomes impractical, unfunded, legally restricted, technically impossible, or otherwise unsustainable.
16. Disclaimers and Limitation of Liability
The disclaimers and limitation of liability section was updated to recognize that some Customers may have a Master Service Agreement, Order Form, Data Processing Addendum, Security Exhibit, or other written agreement that provides different terms.
The Terms continue to state that FieldDoc is provided on an “as is” and “as available” basis and that The Commons does not provide legal, engineering, scientific, regulatory, financial, tax, accounting, grant compliance, or other professional advice through FieldDoc.
The Terms also continue to limit The Commons’ liability to the fullest extent permitted by law and to explain that The Commons is not responsible for third-party conduct, including statements, decisions, requirements, or actions of Users, Organizations, Program Managers, funders, agencies, contractors, collaborators, consultants, or third-party service providers.
17. Privacy Policy and Communications
The Privacy Policy and communications section continues to explain that information provided to FieldDoc is subject to the FieldDoc Privacy Policy.
The Terms also continue to allow The Commons to contact users by email or through the platform for system-wide updates, account notices, support messages, release notes, security notices, Program-related notices, community updates, and other FieldDoc-related communications.
18. Changes to These Terms
The changes section was updated to make the notice process clearer. The Commons may update the Terms from time to time. If the changes are material, The Commons will provide reasonable notice through the email address associated with a User’s account, through the FieldDoc Platform, by posting the updated Terms on the FieldDoc website, or by other reasonable means.
The Terms now clarify that updated Terms become effective when posted or otherwise made available unless otherwise stated in the notice. Continued access to or use of the FieldDoc Platform, any Application, or any Services after the updated Terms become effective means that the user accepts the updated Terms.
For Customers with individually negotiated agreements, changes to those agreements will be governed by the amendment provisions in the applicable written agreement.
19. Contact
The contact section continues to provide a way for users to contact The Commons with questions about the Terms, FieldDoc, The Commons’ practices, user accounts, Organizations, or user rights.
Changes to the FieldDoc Privacy Policy
We updated the FieldDoc Privacy Policy to better reflect how FieldDoc is used today and how The Commons expects the platform to grow over time. The revised Privacy Policy is organized around the broader FieldDoc Platform, including FieldDoc Data Manager, Groundwork, and other applications, modules, tools, websites, integrations, support services, professional services, and related services that The Commons may make available in the future.
These changes are intended to make the Privacy Policy clearer for individual Users, Authorized Users, Organization Owners, Organization Members, Program Managers, Customers, and other individuals who interact with FieldDoc or The Commons. The updated Privacy Policy also aligns more closely with the FieldDoc Terms of Service and Master Service Agreement.
Opening Scope
The opening section was updated to describe FieldDoc as a broader software platform operated by The Commons, Inc., rather than only as a single online tool.
The revised Privacy Policy now explains that it applies when individuals create accounts, use the FieldDoc Platform or any Application, participate in an Organization, access a workspace, share data with a Program, request support, use professional services, interact with integrations, or otherwise communicate with The Commons.
The updated opening also clarifies that the Privacy Policy should be read together with the FieldDoc Platform Terms of Service, any applicable Master Service Agreement, Order Form, Statement of Work, Subscription Documentation, Data Processing Addendum, Program requirements, or Application-Specific Terms.
1. Definitions
A new definitions section was added to align the Privacy Policy with the Terms of Service and Master Service Agreement.
2. Information We Collect
The information collection section was expanded and reorganized to make it clearer what kinds of information The Commons may collect and why.
3. Information We Do Not Intentionally Collect
The prior policy already explained that The Commons does not intentionally collect protected classification information, biometric data, or private land ownership details unless users voluntarily provide that information or it is otherwise entered into FieldDoc.
The updated Privacy Policy keeps that protective approach but expands and modernizes the language.
The updated policy also clarifies that The Commons does not intentionally require users to provide private land ownership details unless expressly requested by a Program, workflow, Application, or written agreement.
4. How We Use Information
The use section was expanded to reflect the full range of FieldDoc Platform operations.
The updated Privacy Policy now explains that The Commons may use information to provide, operate, maintain, secure, and improve the FieldDoc Platform, Applications, and Services. It also explains that information may be used to manage accounts, Organizations, workspaces, roles, permissions, Programs, Pacts, subscriptions, support relationships, professional services, data services, exports, dashboards, maps, models, analytics, integrations, and Program workflows.
The revised policy also clarifies that The Commons may use aggregated or de-identified information for product improvement, mission-aligned reporting, research, fundraising, communications, and similar purposes.
The updated policy continues to state that The Commons does not sell personal information or User, Organization, or Customer content. It also adds that The Commons does not use personal information or Customer Data for targeted advertising.
5. How We Share Information
The sharing section was updated and expanded to better reflect the collaborative nature of the FieldDoc Platform.
6. Collaborative Features, Visibility, and Exports
A new section was added to explain how privacy works in a collaborative platform.
The updated Privacy Policy now explains that FieldDoc privacy settings and permissions control certain access within the platform, but they may not control information after it has been exported, downloaded, transmitted, shared through an integration, disclosed under a Program requirement, or otherwise transferred outside the FieldDoc Platform by an authorized user or recipient.
7. Aggregated and De-Identified Information
The revised policy explains that The Commons may use aggregated or de-identified information derived from the FieldDoc Platform for product improvement, research, analytics, benchmarking, sector-level reporting, platform performance, public impact summaries, fundraising, communications, and other mission-aligned purposes.
It also explains that aggregated or de-identified information should not reasonably identify a specific User, Organization, Customer, private record, or sensitive location unless authorized.
8. Cookies and Similar Technologies
The cookies section was updated to better describe how cookies and similar technologies support the FieldDoc Platform.
The updated policy explains that cookies and similar technologies may be used to operate the FieldDoc Platform, maintain sessions, remember preferences, support authentication, improve performance, understand feature usage, troubleshoot issues, and protect security.
The revised policy also explains that some cookies are necessary for the FieldDoc Platform to function, and that disabling cookies may prevent some features from working properly.
9. Communications
A new communications section was added to clarify when and why The Commons may contact users.
The updated policy explains that The Commons may contact users by email, through the FieldDoc Platform, or through other reasonable methods to provide account notices, security notices, support messages, release notes, service updates, Program-related notices, subscription or administrative notices, policy updates, training or onboarding communications, professional services communications, community updates, or mission-related communications.
The policy also explains that some communications are necessary for account, security, Program, legal, or platform administration and may not be optional.
10. Data Retention
The data retention section was significantly expanded to align with the Terms of Service and Master Service Agreement.
The updated policy expands the explanation of data retention. It states that The Commons retains personal information, Customer Data, and related information for as long as reasonably necessary to provide the FieldDoc Platform and Services, maintain accounts, support Organizations and Programs, comply with legal or contractual obligations, resolve disputes, maintain security, support audits, preserve backups, enforce agreements, and fulfill authorized Program, reporting, grant, or professional services obligations.
The revised policy explains that retention periods may vary depending on the type of information, applicable Application, subscription tier, Program participation, Organization status, Customer instructions, Subscription Documentation, legal requirements, backup procedures, or written agreement.
The updated policy also clarifies that deleting an individual User account does not necessarily delete Organization records, Program records, Pacts, Activities, project data, files, reports, metrics, geospatial information, model outputs, audit logs, or other records created or managed by that User on behalf of an Organization or Customer.
The policy also explains that deleted information may continue to exist in backups, archives, logs, or disaster recovery systems for a limited period consistent with backup, security, legal, and operational practices.
11. Security
The security section was updated to be more consistent with the MSA and Terms.
The updated policy now explains that The Commons uses reasonable administrative, technical, and organizational safeguards designed to protect personal information and Customer Data against unauthorized access, loss, misuse, alteration, or disclosure.
The revised policy gives examples of safeguards, including access controls, authentication controls, role-based permissions, secure hosting practices, encryption in transit, backup procedures, logging, monitoring, vulnerability management, administrative controls, and vendor security practices.
12. Your Choices and Privacy Rights
The privacy rights section was expanded and modernized.
The updated policy explains that, depending on where a user lives and how they interact with FieldDoc, they may have rights to request access to, correction of, deletion of, or information about certain personal information. They may also have rights to object to, restrict, or opt out of certain uses of personal information where applicable law provides those rights.
The revised policy also explains that some requests may be limited by legal obligations, security requirements, backup procedures, Program or grant obligations, contractual obligations, audit requirements, or the rights and responsibilities of an Organization, Customer, or other authorized party.
13. Children and Age Restrictions
The age restriction section was retained and clarified.
The updated policy states that the FieldDoc Platform is not intended for individuals under 18 years old and that users must be at least 18 years old to create a FieldDoc account or use the FieldDoc Platform.
The revised policy also explains that if someone learns that anyone under 18 has provided personal information to The Commons through the FieldDoc Platform without authorization, they should contact The Commons so appropriate steps can be taken.
14. International Use and Data Transfers
The international use section was updated.
The updated policy keeps the U.S.-based operation and transfer concept but removes the narrow statement that FieldDoc is only intended for U.S. ecosystem conservation or restoration work.
The revised policy states that The Commons operates the FieldDoc Platform from the United States and that information submitted to the FieldDoc Platform may be processed and stored in the United States.
The updated policy also explains that users accessing FieldDoc from outside the United States understand that their information may be transferred to, stored in, and processed in the United States or other locations where The Commons or its service providers operate. Additional terms may apply under an applicable Data Processing Addendum, Subscription Documentation, or written agreement.
15. Third-Party Sites and Services
The third-party sites and services section was updated to better align with FieldDoc’s integrations and Application structure.
The updated policy covers external sites, applications, APIs, integrations, dashboards, maps, data sources, and other services that may link to or interoperate with the FieldDoc Platform.
The revised policy clarifies that The Commons is not responsible for the privacy, security, content, policies, or practices of third-party sites or services.
16. Changes to This Privacy Policy
The updated policy explains that The Commons may update the Privacy Policy from time to time to reflect changes in practices, Services, Applications, technology, legal requirements, or operational needs.
Introducing a Master Service Agreement
The FieldDoc Platform Master Service Agreement establishes the baseline terms that govern an organization’s access to and use of FieldDoc and related applications, services, support, and professional services. It is designed to provide a clear and consistent framework for organization-level subscriptions, user access, data responsibilities, fees, usage limits, security, confidentiality, service changes, termination, and other core obligations.
Because FieldDoc may be used through different subscription tiers, applications, programs, order forms, statements of work, or other written arrangements, the Master Service Agreement serves as the common foundation for those relationships. Additional or more specific terms may apply through subscription documentation, application-specific terms, data processing terms, grant or program agreements, or negotiated customer agreements.
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