Subscription Descriptions
FieldDoc Subscription Documentation
This FieldDoc Subscription Documentation describes the general subscription tiers, billing structures, access limits, renewal terms, cancellation terms, and data retention practices that apply to FieldDoc subscriptions unless a Master Service Agreement, Order Form, Statement of Work, grant agreement, Program agreement, Application-Specific Terms, or other written agreement with The Commons provides otherwise.
This document should be read together with the FieldDoc Terms of Service, the FieldDoc Privacy Policy, and any applicable written agreement with The Commons. Capitalized terms not defined in this document have the meanings given to them in the FieldDoc Terms of Service.
The Commons may update this Subscription Documentation from time to time as FieldDoc’s subscriptions, features, services, support options, access models, and data retention practices evolve. Unless a signed written agreement with The Commons says otherwise, the updated Subscription Documentation applies to new subscriptions, renewals, upgrades, downgrades, additional usage, add-on services, and continued access after the update takes effect.
If there is a conflict between this Subscription Documentation and a signed Order Form, Statement of Work, grant agreement, Program agreement, Master Service Agreement, or other written agreement executed by The Commons, the signed written agreement controls for that Customer relationship to the extent of the conflict.
1. Subscription Tiers
FieldDoc offers three primary subscription tiers: Basic, Standard, and Aggregator. The Commons may also make Application-specific subscriptions, add-on services, trial access, grant-funded access, pilot access, promotional access, or other access models available from time to time.
Subscriptions and access levels are assigned at the Organization level unless The Commons expressly provides otherwise.
1.1 Basic Tier
The Basic Tier is intended for Organizations using FieldDoc primarily to meet application, participation, or reporting requirements for funding opportunities, Programs, Pact Opportunities, or other workflows that are managed through FieldDoc.
Basic access may be appropriate for Organizations that need to create an account, join an Organization, create or submit Pacts, manage limited Activity records, or participate in a Program-specific workflow.
Basic access is provided at no cost where permitted by the platform. Basic access does not create a right to indefinite access, indefinite data retention, continued availability of any feature, or access to paid features, Applications, support levels, exports, Models, dashboards, integrations, or workspaces.
1.2 Standard Tier
The Standard Tier is intended for Organizations, practitioners, and authorized technical service providers using FieldDoc for internal planning, prioritization, modeling, data management, monitoring, reporting, tracking, analysis, and communication related to conservation, restoration, sustainability, environmental, or nature-based work.
Standard subscriptions may be purchased through a self-serve process where available. Organizations that need onboarding, configuration, data migration, training, technical assistance, GIS support, reporting support, custom workflows, dashboard development, or other add-on services should contact The Commons to discuss whether a Statement of Work, support plan, or other written arrangement is appropriate.
1.3 Aggregator Tier
The Aggregator Tier is intended for Organizations, funders, agencies, coalitions, collaborations, and Program Managers that collect, manage, review, analyze, or report conservation and restoration data submitted or shared by external Organizations through FieldDoc.
Aggregator subscriptions require coordination with The Commons and may require a Master Service Agreement, Order Form, Statement of Work, grant agreement, Program agreement, or other written arrangement. Aggregator features, Program configuration, Pact Opportunities, Programmatic Metrics, available Models, support commitments, reporting workflows, data retention terms, seat limits, workspace limits, fees, and service commitments will be described in the applicable written agreement or Subscription Documentation.
2. Subscription Terms
Unless otherwise stated in the applicable Subscription Documentation or written agreement, Basic access remains available while the Organization remains eligible for Basic access, complies with the FieldDoc Terms of Service, and maintains at least one active and contactable Organization Owner. Data associated with Basic access may be subject to retention, archive, or deletion limits described in this document, the FieldDoc Terms of Service, Program requirements, or other applicable written documentation.
Standard subscriptions may be offered on a monthly or annual basis. Self-serve Standard subscriptions renew according to the billing interval selected at registration or checkout unless cancelled before the next renewal date.
Aggregator subscription terms are set in the applicable Order Form, Statement of Work, grant agreement, Program agreement, invoice, or other written arrangement approved by The Commons.
3. Fees and Payment
Subscription fees are due at the time a paid subscription begins, unless the applicable Subscription Documentation, invoice, Order Form, Statement of Work, grant agreement, Program agreement, or other written agreement states otherwise.
Fees are based on the subscription tier, Applications, features, usage limits, seat limits, workspace limits, support level, service commitments, and add-on services selected by the Customer or otherwise described in the applicable Subscription Documentation.
Plans are billed at the Organization level unless The Commons expressly provides otherwise. The Customer is responsible for all fees associated with its subscription, including fees initiated or managed by an Organization Owner, billing contact, administrator, or other authorized representative.
Additional fees may apply for increased usage limits, additional seats, additional workspaces, Application-specific access, enhanced support, professional services, custom configuration, data migration, training, reporting assistance, integrations, dashboards, or other add-on services.
The Commons may modify subscription fees, tier structures, features, usage limits, support levels, and access models from time to time. Unless otherwise stated in a written agreement, price changes will not apply to a prepaid subscription term already purchased, but may apply to renewals, upgrades, new subscriptions, additional usage, add-on services, or future subscription terms.
4. Billing
Self-serve Standard subscriptions may include monthly and annual billing options. The billing cycle is selected during registration, checkout, renewal, or other subscription setup process.
Monthly subscriptions are billed automatically on a recurring monthly basis unless cancelled before the next renewal date.
Annual subscriptions are billed annually unless the applicable Subscription Documentation states otherwise. Annual subscriptions may be offered at a discount compared to monthly billing. Unless otherwise stated in the applicable Subscription Documentation or required by law, prepaid annual subscriptions are non-refundable.
Aggregator subscriptions, enterprise arrangements, grant-funded access, sponsored access, and custom subscriptions may be billed annually, semi-annually, according to milestone schedules, or according to another structure described in the applicable Order Form, Statement of Work, grant agreement, Program agreement, invoice, or other written arrangement.
The Commons’ default invoicing and payment process is electronic. Invoices and payment records may be managed through The Commons’ billing system, payment portal, or online payment gateway. Customers are responsible for maintaining accurate billing information, retrieving invoices, managing internal payment approvals, and ensuring that payment is made when due.
Alternative invoicing structures, purchase order requirements, procurement requirements, or payment processes must be approved by The Commons in advance. A Customer’s internal procurement process, purchase order requirement, invoice approval process, or payment delay does not modify payment deadlines or subscription terms unless The Commons expressly agrees in writing.
Unless otherwise stated in an applicable written agreement, Customers are responsible for taxes, duties, assessments, or similar charges associated with paid subscriptions, professional services, support plans, or other paid Services, excluding taxes based on The Commons’ income.
5. Failed Payments and Nonpayment
If a payment method fails, an invoice is not paid when due, or undisputed fees remain unpaid, The Commons may provide notice and an opportunity to correct the issue where feasible.
If the issue is not resolved within 14 days after notice, The Commons may suspend, limit, downgrade, or terminate access to paid features, Applications, workspaces, Program tools, support, professional services, or other subscription-based Services.
The Commons may act sooner if required by law, payment processor rules, security concerns, fraud risk, contractual obligations, or platform integrity needs.
Suspension, downgrade, or termination for nonpayment does not relieve Customer of responsibility for fees already incurred or payable for the applicable subscription term.
6. Free Plan and Free Trials
When a new Organization is created in FieldDoc, the Organization may begin at the Basic Tier unless another access level is selected, assigned, sponsored, or approved by The Commons.
If a User is the first member of a new Organization, that User may become the Organization Owner and may be responsible for managing Organization membership, permissions, billing settings, subscription selections, and related responsibilities.
Basic access is free where permitted by the platform. Basic access may be limited by features, seats, workspaces, support, exports, Application access, data retention, Program access, Models, usage limits, or other restrictions.
An eligible Organization Owner may activate a single-use 14-day free trial of the Standard Tier where offered by The Commons. Only one Standard Tier free trial may be activated per Organization unless The Commons expressly allows otherwise.
If a free trial requires a payment method and will automatically convert to a paid subscription, The Commons will disclose the applicable price, billing interval, renewal term, payment method, cancellation deadline, and material conversion terms before the paid subscription begins. If the trial is not cancelled before the disclosed cancellation deadline, recurring billing will begin at the end of the trial period and will continue according to the selected billing interval until cancelled.
If a free trial does not require a payment method or does not expressly state that it will convert to a paid subscription, the trial will not automatically convert to a paid subscription.
7. Seat Limits and Workspace Limits
FieldDoc organizes Users by Organizations. Organizations may use workspaces, permissions, collaboration tools, Pacts, Programs, or other platform features to organize Users and records.
Seat limits and workspace limits depend on the Organization’s subscription tier, Application access, platform configuration, Program participation, and applicable Subscription Documentation.
Unless otherwise stated in the applicable Subscription Documentation or written agreement:
Basic Organizations receive up to 3 User seats and 1 workspace.
Standard Organizations receive up to 10 User seats and 2 workspaces.
Aggregator seat limits, workspace limits, Program configuration, and collaboration structures are customized in the applicable Order Form, Statement of Work, grant agreement, Program agreement, or other written arrangement.
The Commons may offer additional seats, workspaces, storage, Program configuration, Application access, or usage capacity for an additional fee.
8. Usage Limits
Usage limits may apply to seats, workspaces, records, Activities, Pacts, Programs, Pact Opportunities, files, storage, exports, API calls, integrations, Models, dashboards, support requests, or other platform functions.
Usage limits are described in the applicable Subscription Documentation, plan chart, Order Form, Statement of Work, support plan, Program agreement, Application-Specific Terms, or other written arrangement.
If a Customer exceeds applicable usage limits, The Commons may notify the Customer, require the Customer to reduce usage, require an upgrade, charge additional fees, limit access to certain features, or suspend the affected feature or Service until the issue is resolved.
9. Application Access and Available Features
FieldDoc may include multiple Applications, modules, tools, workflows, integrations, Models, dashboards, APIs, and services. Not all Applications or features are included in every subscription tier.
Application access, available features, Models, exports, dashboards, integrations, Program tools, support levels, and service commitments may vary by subscription tier and may be described in the applicable plan chart, Subscription Documentation, Order Form, Statement of Work, support plan, Program agreement, Application-Specific Terms, or other written arrangement.
The Commons may add, modify, rename, replace, suspend, or discontinue features, Applications, integrations, Models, dashboards, APIs, workflows, or services from time to time, subject to any specific commitments in an applicable written agreement.
10. Support Level
The Commons may provide general support, documentation, webinars, help resources, community guidance, release notes, or other assistance to Users and Organizations.
Unless expressly included in Subscription Documentation, an Order Form, Statement of Work, support plan, Master Service Agreement, grant agreement, Program agreement, or other written arrangement, The Commons does not guarantee response times, individualized assistance, data cleanup, configuration support, reporting assistance, training, custom exports, custom dashboards, or other professional services.
Support provided by The Commons does not transfer responsibility for data accuracy, Program compliance, legal compliance, record retention, reporting deadlines, or Organization data governance from Users, Organizations, Customers, or Program Managers to The Commons.
11. Add-On Services
The Commons may provide add-on services, including 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, or other digital, data, or advisory services.
Add-on services are not included in general FieldDoc access unless expressly stated in the applicable Subscription Documentation or written agreement.
Deliverables, timelines, assumptions, Customer responsibilities, fees, acceptance criteria, support obligations, and service boundaries for add-on services should be described in the applicable Statement of Work, Order Form, support plan, grant agreement, Program agreement, or other written arrangement.
12. Data Retention
FieldDoc data retention may depend on subscription tier, Program participation, Pact status, Application access, payment status, account status, Organization status, written agreements, legal obligations, backup practices, audit needs, security requirements, and Program requirements.
The Commons may retain, archive, restrict, delete, or make available data following nonpayment, expiration, non-renewal, downgrade, cancellation, suspension, termination, closure of a Pact Opportunity, end of a Program, or end of trial, pilot, evaluation, grant-funded, sponsored, or no-cost access as described in the FieldDoc Terms of Service, this Subscription Documentation, Program requirements, or applicable written agreements.
Users and Organizations are responsible for exporting, submitting, archiving, correcting, or otherwise preserving records they wish to retain.
12.1 Basic Tier Retention
Basic Tier retention is generally tied to the status of the Organization’s Pacts, Program participation, and related FieldDoc workflows.
Activity records linked to Pacts that are submitted, awarded, active, pending, completed, retained, or otherwise authorized for continued Program-related access may remain available in FieldDoc for longer periods to support Program administration, reporting, audit, compliance, legal obligations, historical records, Program Manager requirements, or The Commons’ legitimate operational needs.
Draft, inactive, non-awarded, non-submitted, de-linked, abandoned, or non-Program-associated records created under Basic access may be archived, restricted, or deleted after 12 months of inactivity or 12 months after the relevant application window, Pact Opportunity, review period, or reporting period closes, unless a Program requirement, written agreement, or The Commons’ operational needs provide otherwise.
Basic Organizations should export or otherwise preserve records they wish to retain outside FieldDoc, especially records not linked to an active, submitted, awarded, completed, retained, or otherwise Program-associated Pact.
12.2 Standard Tier Retention
During an active Standard subscription, the Organization’s records will generally remain available within the limits of the subscription, platform functionality, applicable Terms, and any applicable written agreement.
If a Standard subscription expires, is cancelled, is not renewed, is suspended for nonpayment, or is downgraded to Basic, the Organization may lose access to Standard features, Applications, exports, Models, dashboards, additional workspaces, additional seats, or other paid functionality.
Unless otherwise stated in a written agreement, The Commons may archive, restrict, or delete data that exceeds Basic Tier limits or is not otherwise eligible for continued access after two months from the effective date of expiration, non-renewal, cancellation, downgrade, or suspension.
The Commons recommends that Organizations export records they wish to retain before cancelling, downgrading, or allowing a Standard subscription to expire.
12.3 Aggregator Tier Retention
Aggregator subscriptions may involve Program-level data, Pact Opportunities, Programmatic Metrics, Models, dashboards, reports, exports, and Activity data shared by participating Organizations.
If an Aggregator subscription expires, is cancelled, is not renewed, is suspended, or is terminated, The Commons may limit, downgrade, archive, restrict, or remove access to Aggregator features, Program Manager tools, Program dashboards, Program configuration, exports, reports, Models, Pact Opportunities, support, and related Services.
Termination or expiration of an Aggregator subscription does not automatically transfer ownership of underlying Activity records from participating Organizations and does not automatically delete Organization-owned records that participating Organizations are otherwise entitled to retain under their own subscription tier, Program relationship, Pact status, or written agreement.
Program-level records, Aggregator-created configuration, dashboards, reports, exports, Program workspaces, and Program-associated data may be archived, restricted, or deleted after two months from the effective date of expiration, non-renewal, cancellation, downgrade, or termination unless a written agreement, legal obligation, Program requirement, or The Commons’ operational needs provide otherwise.
Where feasible, The Commons may provide notice to the Aggregator Customer and affected Organization Owners or Program participants before materially reducing access to Program-associated data. Customers, Program Managers, Users, and Organizations remain responsible for exporting or preserving records they wish to retain.
13. Renewal Terms
Unless otherwise stated in the applicable Subscription Documentation, subscriptions are for the term stated in the Order Form, invoice, online subscription selection, Statement of Work, grant agreement, Program agreement, or other written subscription documentation.
Self-serve monthly and annual Standard subscriptions automatically renew according to the billing interval selected by the Customer unless cancelled before the next renewal date.
Aggregator subscriptions, custom subscriptions, enterprise arrangements, grant-funded access, sponsored access, and other non-standard arrangements renew only as stated in the applicable Order Form, Statement of Work, grant agreement, Program agreement, invoice, or other written agreement.
A subscription may be renewed by online renewal, continued recurring payment, written agreement, execution of a renewal Order Form or Statement of Work, payment of a renewal invoice, or another renewal method approved by The Commons.
Renewal terms, fees, Application access, features, seat limits, usage limits, support levels, data retention periods, and service commitments may differ from the prior subscription term and will be described in the applicable renewal documentation.
If a subscription expires, is not renewed, is cancelled, or if undisputed renewal fees are not paid when due, The Commons may suspend, limit, downgrade, or terminate access to paid features, Applications, support, professional services, or other subscription-based Services, subject to any notice, cure period, grace period, or different terms stated in the applicable Subscription Documentation or written agreement.
14. Cancellation or End of Access
Customer may cancel a self-serve subscription through the payment portal where available or by submitting a written request to The Commons. Unless the applicable Subscription Documentation states otherwise, cancellation will take effect at the end of the current subscription term.
Customer will continue to have access to the applicable subscription features through the end of the paid term, provided the account remains in good standing and Customer continues to comply with the FieldDoc Terms of Service and any applicable Subscription Documentation or written agreement.
Cancellation does not cancel fees already owed for the current subscription term. Unless the applicable Subscription Documentation states otherwise or applicable law requires otherwise, prepaid subscription fees are not refundable and cancellation does not result in a prorated refund.
Some FieldDoc access may be provided through a grant, Program, sponsor, pilot, evaluation, trial, beta, demonstration, or other third-party arrangement. Unless otherwise stated in the applicable Subscription Documentation, Program agreement, grant agreement, or other written agreement, such access may end when the grant, Program, sponsorship, pilot, evaluation period, trial period, beta period, demonstration period, or third-party arrangement ends.
After a subscription, sponsored access arrangement, trial, pilot, evaluation period, grant-funded access, or no-cost access period ends, The Commons may limit, downgrade, archive, restrict, or remove access to paid features, Applications, support, professional services, Program tools, workspaces, exports, dashboards, Models, integrations, or other Services. Where feasible, The Commons will provide reasonable notice before materially reducing access.
Customer, Users, and Organizations are responsible for exporting or preserving records they wish to retain before access ends, subject to FieldDoc’s data retention, Program, Pact, legal, backup, security, and compliance obligations.
15. Service-Specific Requirements
Certain Applications, Programs, Models, integrations, dashboards, APIs, exports, support plans, professional services, or add-on services may be subject to additional requirements, limits, notices, documentation, or terms.
Service-specific requirements may address eligibility, configuration, onboarding, data formats, Activity Types, Programmatic Metrics, Models, reporting deadlines, review processes, privacy expectations, exports, usage limits, support boundaries, data retention, or post-window data management.
Service-specific requirements may be described in Application-Specific Terms, Subscription Documentation, a Statement of Work, Order Form, grant agreement, Program agreement, support plan, product description, help documentation, or other written documentation made available by The Commons.
Service-specific requirements supplement this Subscription Documentation and the FieldDoc Terms of Service but do not override a signed written agreement executed by The Commons unless that agreement expressly states otherwise.
16. Contact
Questions about FieldDoc subscriptions, billing, plan limits, renewals, cancellations, or add-on services may be directed to:
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