> For the complete documentation index, see [llms.txt](https://help.fielddoc.org/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://help.fielddoc.org/service-agreements/terms-of-service.md).

# Terms of Service

This Agreement becomes effective on the earliest date that Customer does any of the following: accepts this Agreement online, signs an Order Form or Statement of Work that references this Agreement, or creates a FieldDoc subscription. That date is the “Effective Date.” 

## FieldDoc Terms of Service

The FieldDoc Platform is a software platform operated by The Commons, Inc., a nonprofit organization that builds and maintains digital tools for conservation, restoration, nature-based work, environmental data stewardship, and related programmatic activities.

These Terms of Service explain the rules, responsibilities, and conditions that apply when you create an account, use the FieldDoc Platform, access or use any FieldDoc Application, manage data, participate in an Organization, share data with a Program, collaborate through a workspace, use support services, or otherwise interact with FieldDoc Platform services.

The FieldDoc Platform may include multiple applications, modules, tools, and services, including FieldDoc Data Manager, Groundwork, and other applications or offerings that The Commons may make available from time to time.

By creating an account, using the FieldDoc Platform, accessing any Application, joining an Organization, creating or managing records, sharing data through a Pact or other platform feature, or using any FieldDoc service, you agree to these Terms.

These Terms apply to individuals who create FieldDoc accounts and to Organizations whose staff, contractors, volunteers, collaborators, representatives, or other authorized users access or use the FieldDoc Platform. All individuals must create a FieldDoc account and all users must be associated with an Organization.

By creating an account, joining an Organization, accessing an Application, or using the FieldDoc Platform, you represent that you are authorized to use the FieldDoc Platform in connection with your Organization and that your use complies with these Terms and any applicable agreements, subscription documentation, program requirements, or platform permissions.

### 1. FieldDoc Mission

The Commons believes that better stewardship of restoration data leads to better stewardship of land and water. When activity data is organized, geospatially grounded, model-supported, and connected to the programs and people who rely on it, it becomes an asset: durable evidence for collaboration, transparency, funding, accountability, and better decisions for the natural resources and communities that depend on them. The FieldDoc Platform or any Application exists to support that stewardship by giving restoration and conservation data a place to live beyond scattered spreadsheets, static grant reports, and one-off maps.

The FieldDoc Platform or any Application gives practitioners, funders, agencies, and partners a shared system of record for nature-based work: what is being done, where it is happening, who it is connected to, what impact it is expected to have, and provides pathways to move that that information across programs, reporting cycles, and decisions.

The FieldDoc Platform or any Application facilitates the creation and retention of digital restoration activity records. It helps users organize implementation data, map locations, estimate environmental outcomes using accepted models, share records through program-specific workflows, and carry that information forward for reporting, planning, accountability, and promotion.

The FieldDoc Platform or any Application is built for restoration practitioners, conservation organizations, funders, public agencies, technical assistance providers, and other partners working to track the location, extent, implementation, and impact of conservation, restoration, monitoring, sustainability, water quality, climate, habitat, and related nature-positive work.

### 2. Definitions

Throughout these Terms, we use certain FieldDoc-specific words. These definitions explain what those words mean.

“**The Commons**,” “we,” “our,” or “us” means The Commons, Inc., the nonprofit organization that owns, manages, maintains, supports, and operates the FieldDoc Platform and associated Applications.

“**FieldDoc Platform**” means the FieldDoc technology platform operated by The Commons, including its applications, modules, tools, websites, interfaces, data systems, APIs, integrations, documentation, workflows, and related technology.

“**Applications**” means the individual applications, modules, products, tools, or service offerings made available through or in connection with the FieldDoc Platform, including FieldDoc Data Manager, Groundwork, and any other FieldDoc applications, modules, or products that The Commons may make available from time to time.

“**Services**” means the FieldDoc Platform, Applications, software, documentation, hosting, support, technical services, professional services, data services, integrations, APIs, and related services provided by The Commons or FieldDoc under these Terms, a Master Service Agreement, Subscription Documentation, or other applicable agreement.

A “**User**” is an individual person who creates or uses a FieldDoc account or otherwise accesses the FieldDoc Platform or any Application.

Users may include staff, contractors, volunteers, collaborators, grantees, funders, public agency staff, technical assistance providers, consultants, researchers, or other individuals with a legitimate role in using the FieldDoc Platform.

An “**Authorized User**” means a User who is authorized by an Organization or Customer to access or use the FieldDoc Platform, an Application, workspace, record, Program, or other Service under that Organization’s account, subscription, permissions, or written agreement.

An “**Organization**” is a real-world entity whose Users access or use the FieldDoc Platform. Organizations may include nonprofit organizations, government agencies, funders, universities, businesses, watershed groups, land trusts, technical assistance providers, community-based organizations, and other entities involved in conservation, restoration, monitoring, sustainability, environmental data management, or related work.

“**Customer**” means an Organization, entity, or individual that enters into a Master Service Agreement, Order Form, Statement of Work, subscription, paid plan, program agreement, grant agreement, or other written arrangement with The Commons for access to the FieldDoc Platform, Applications, Services, support, or professional services.

“**Subscription Documentation**” means any Order Form, online subscription selection, pricing page, invoice, Statement of Work, support plan, grant agreement, program agreement, data retention policy, product description, or other written documentation that describes subscription tier, fees, features, services, usage limits, support level, data retention period, Application access, or other commercial or service-specific terms.

“**Application-Specific Terms**” means any additional terms, notices, rules, documentation, requirements, or conditions that apply to a particular Application, module, feature, integration, data service, or product offering.

An “**Organization Owner**” is a User who is responsible for managing an Organization’s FieldDoc account, membership, users, records, permissions, subscriptions, and related responsibilities. Each Organization must maintain at least one active and contactable Organization Owner.

An “**Organization Member**” is a User assigned to an Organization in the FieldDoc Platform. Organization Members may have different roles or permission levels depending on subscription tier, Application access, workspace configuration, and platform permissions.

A “**Program Manager**” is a verified User authorized to manage one or more Programs in the FieldDoc Platform, which may require an Aggregator subscription, Master Service Agreement, Order Form, Statement of Work, grant agreement, Program agreement, or other written arrangement with The Commons.

A “**Program**” is an organized initiative in the FieldDoc Platform used to support, track, review, fund, evaluate, manage, or report nature-based, conservation, restoration, monitoring, sustainability, environmental, or related work.

A “**Workspace**” is a FieldDoc Platform environment, permission structure, or collaborative space associated with an Organization, Program, Application, or collaborative relationship through which Users may manage, view, share, or access records.

A “**Folder**” is an organizational feature within the FieldDoc Platform that may be used to group, organize, or manage related records, including Activities where applicable.

An “**Activity**” is a functional record in the FieldDoc Platform that may represent an on-the-ground conservation, restoration, engagement, sustainability, monitoring, or related action. Activity records may include information such as name, description, location, geometry, activity type, implementation status, metrics, model inputs, model outputs, files, photos, notes, reports, and other data.

A “**Pact**” is a FieldDoc Platform feature used to share one or more Activities or related data from an Organization with a Program. Creating  a Pact may grant the related Program Manager access to the data shared through that Pact for program administration, review, reporting, analysis, compliance, and other Program-related purposes.

A “**Pact Opportunity**” is a time-limited or Program-specific channel through which Users or Organizations may share data with a Program through a Pact. For example, a Pact Opportunity may correspond to a grant round, reporting period, application window, or Program-specific submission process.

A “**Model**” is a mathematical, scientific, analytical, or decision-support tool used in the FieldDoc Platform to estimate environmental impacts or other outcomes. Model outputs are estimates based on inputs, assumptions, protocols, third-party data, and model versions available at the time of calculation. They are not guarantees, forecasts, verified outcomes, or substitutes for professional judgment.

### 3. Individual User Account Terms

#### 3.1 Account creation

To use the FieldDoc Platform or any Application, you must create an individual User account.

Each User must have their own login. Users may not share account credentials or allow another person to access the FieldDoc Platform or any Application through their account.

You must provide accurate account information, including your real name and, unless one does not exist, a valid work email address. You are responsible for keeping your account information, including your email address, current and accurate.

Accounts using pseudonyms, aliases, misleading names, shared credentials, invalid or unreachable email addresses, or false Organization affiliations may be suspended or removed from FieldDoc.

#### 3.2 Human users only

You must be a human to create a FieldDoc account.

Accounts registered by bots, automated methods, scripts, or other non-human methods are not permitted unless The Commons gives prior written authorization.

#### 3.3 Age requirement

You must be at least 18 years old to create a FieldDoc account or use FieldDoc.

#### 3.4 Legitimate role requirement

You may create a FieldDoc account only if you have a legitimate role in creating, managing, reviewing, collaborating on, submitting, reporting, analyzing, administering, or supporting FieldDoc records, Organizations, Programs, Pacts, or related data.

#### 3.5 Organization affiliation

All Users must be associated with a verified Organization unless The Commons expressly authorizes a different account structure.

A User may join an Organization’s account only if the User is authorized to act as a member, employee, officer, or direct representative of that Organization. Contractors, consultants, collaborators, technical assistance providers, funders, agency partners, volunteers, and other external partners should not join another Organization’s account unless expressly authorized by The Commons or permitted through platform functionality.

Where appropriate, external partners may create or be assigned to their own Organization and may be invited to collaborate through workspaces, Pacts, shared records, Application-specific permissions, or other platform features.

An Organization Owner or authorized administrator may invite external Users to access or collaborate within an Organization workspace only through available platform permissions and only to the extent the Organization is authorized to provide that access.

Users may not misrepresent their identity, role, authority, Organization affiliation, Application access, Program relationship, or permission level to The Commons, FieldDoc staff, Program Managers, other Users, or within the FieldDoc Platform.

#### 3.6 One Organization assignment

Each User account may be assigned to only one Organization at a time. Users may access multiple organizations through workspace collaboration.

If you work with multiple Organizations, you must use the collaboration features made available in FieldDoc. Contact The Commons for guidance.

Contractors, consultants, collaborators, and partners may not join another Organization’s account. They may be assigned to their own Organization and invited to collaborate via workspaces, pacts, or on specific records.

#### 3.7 Authority to act

All FieldDoc Users must be associated with an Organization. You may only join or use FieldDoc in connection with an Organization that you are authorized to represent.

By creating an account, joining an Organization, or creating, editing, submitting, sharing, reporting, exporting, deleting, archiving, or otherwise managing data in FieldDoc, you represent that you have the authority to take those actions in connection with that Organization.

Organizations are responsible for ensuring that their Users have appropriate authority to access, manage, submit, share, report, export, delete, archive, or otherwise act on Organization data through FieldDoc.

#### 3.8 Account security

You are responsible for maintaining the security of your account and password.

You may not share your login credentials with others.

You are responsible for activity that occurs under your account, including activity by anyone who obtains access to your login credentials.

The Commons cannot and will not be liable for loss or damage resulting from your failure to maintain account security.

#### 3.9 User responsibility for content and conduct

You are responsible for your conduct in FieldDoc and for the data, text, files, images, geospatial information, scientific information, reports, metrics, model inputs, and other content that you submit, upload, create, edit, share, export, delete, archive, or manage.

By submitting, uploading, creating, editing, sharing, or managing content in FieldDoc, you represent that you have all rights, permissions, consents, and authority necessary to do so.

You must not knowingly enter false, misleading, inaccurate, unauthorized, unlawful, or inappropriate information into FieldDoc. You must not misrepresent the status, location, extent, completion, installation, ownership, eligibility, environmental benefit, or reporting status of any Activity or other record.

You must not submit content that infringes, misappropriates, or violates the intellectual property, privacy, confidentiality, contractual, proprietary, data-sharing, or other rights of any person or entity.

You are responsible for determining whether content includes sensitive, restricted, confidential, proprietary, landowner-related, culturally sensitive, ecological, species-related, or location-based information, and for ensuring that you are authorized to enter, manage, and share that information in FieldDoc.

You are responsible for ensuring that your content and use of FieldDoc comply with applicable laws, regulations, grant agreements, Program requirements, landowner agreements, data-sharing agreements, confidentiality obligations, and your Organization’s policies.

If you become aware that content you submitted is materially inaccurate, unauthorized, incomplete, or misleading, you are responsible for correcting it or notifying the appropriate Organization Owner, Program Manager, or The Commons.

The Commons may rely on the content you submit as accurate, authorized, and complete, but has no obligation to independently verify it.

### 4. Organization Responsibilities

#### 4.1 Organization accounts

Organizations represent real-world entities whose Authorized Users access or use the FieldDoc Platform, Applications, workspace(s), data, and related Services.

New Organizations may be created by Users and may be verified by The Commons or FieldDoc support staff. Organization accounts that do not appear to represent real-world entities, cannot be verified, or are created for misleading, unauthorized, or improper purposes may be suspended, restricted, reassigned, or removed.

Organizations may use the FieldDoc Platform at different subscription or access levels, including Basic, Standard, Aggregator, Application-specific subscriptions, trial access, grant-funded access, or other tiers or access models made available by The Commons. Subscription and access levels are assigned at the Organization level unless The Commons expressly provides otherwise.

The Applications, features, seats, permissions, usage limits, support levels, data retention periods, and services available to an Organization may depend on its subscription tier, Application access, Program participation, agreement with The Commons, payment status, platform configuration, Subscription Documentation, or other written arrangement.

No subscription tier, access level, Application, free access, trial access, or Program participation excuses a User or Organization from complying with these Terms.

Detailed pricing, seat limits, feature availability, Application access, payment terms, data retention periods, support commitments, and service commitments may be described separately in Subscription Documentation, an Order Form, Statement of Work, Master Service Agreement, pricing schedule, Program agreement, Application-Specific Terms, or other written arrangement.

#### 4.2 Organization Owner requirement

Each Organization must identify and maintain at least one active, contactable Organization Owner.

Failure to maintain an active Organization Owner may result in account restrictions, deactivation, or administrative intervention by The Commons.

#### 4.3 Organization Owner responsibilities

Organization Owners are responsible for managing their Organization’s FieldDoc account.

This includes responsibility for:

* Maintaining accurate Organization membership;
* Adding, removing, or updating Users;
* Removing Users who no longer work for or represent the Organization;
* Assigning appropriate roles and permissions;
* Monitoring collaborator access;
* Managing Organization records;
* Billing
* Ensuring Users have authority to act on behalf of the Organization;
* Ensuring Organization data is created, shared, retained, archived, exported, or deleted in accordance with the Organization’s own obligations;
* Contacting The Commons when Organization membership, ownership, or record ownership needs to be corrected.

#### 4.4 Organization-level visibility

FieldDoc is designed to support Organization-level transparency.

Unless otherwise limited by specific platform permissions, records in an Organization’s portfolio may be visible to all members of that Organization.

Users should not enter data into an Organization portfolio unless they are comfortable with authorized Organization Members having access to that data.

#### 4.5 User departure or change in role

If a User no longer works for, serves, or is authorized to represent an Organization, the Organization Owner is responsible for removing or updating that User’s access.

Records created by that User on behalf of the Organization will remain in the Organization’s portfolio unless deleted, reassigned, archived, exported, or otherwise managed in accordance with FieldDoc functionality and these Terms.

Deleting or deactivating an individual User account does not delete Organization records associated with that User.

#### 4.6 Incorrect Organization membership

If a User joins an Organization in error, the Organization Owner should revoke that User’s privileges and contact The Commons at <support@fielddoc.org> if reassignment or additional support is needed.

The Commons may remove Users from FieldDoc or reassign Users to a different Organization at its discretion when necessary to maintain accurate Organization membership.

#### 4.7 Collaboration between Organizations

FieldDoc may allow Users from different Organizations to collaborate on or share access to records. Cross-Organization access may be provided through collaboration permissions, shared records, Pacts, or other platform features.

When a User from one Organization is invited to collaborate on a record, folder, Pact, or other workspace item managed by another Organization, that User may receive access only to the records or areas made available through the invitation. Invited collaborators do not automatically receive access to the managing Organization’s full portfolio unless platform permissions specifically allow it. Unless otherwise agreed in writing or enabled through platform functionality, the managing Organization remains responsible for managing the record.

FieldDoc may also allow Organizations to share management access to a single record. In that case, the record may be available within more than one Organization’s workspace, and authorized Users from each Organization may be able to view, edit, organize, share, archive, delete, or otherwise manage the record according to their permissions. Changes made to a shared record may be visible to all Organizations with access to that record.

Organizations that share access to or management of a record are responsible for coordinating appropriate data management, permissions, reporting, retention, and deletion decisions. 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.

If record ownership, access, or sharing appears incorrect, Users should coordinate with the relevant Organization Owner(s), authorized collaborators, and, when appropriate, The Commons before deleting or materially changing the record, especially when the record is associated with a Program, Pact, reporting obligation, or other external requirement.

The Commons is not responsible for determining the correct real-world ownership, governance, reporting obligations, or data management strategy for records created, shared, or managed by Users or Organizations, unless otherwise agreed in writing through a Statement of Work, grant agreement, Master Service Agreement, or other written arrangement.

#### 4.8 Organization responsibility for data stewardship

Organizations are responsible for determining how FieldDoc fits within their own data governance, grant reporting, privacy, security, compliance, and record retention practices.

Organizations should ensure that their Users understand what data may be entered into FieldDoc, what data may be shared, what data may be sensitive, and who is authorized to act on behalf of the Organization.

The Commons provides the FieldDoc platform, related support, and any services expressly agreed to in writing. Unless otherwise agreed in a Statement of Work, grant agreement, Master Service Agreement, Order Form, or other written arrangement, The Commons is not responsible for determining an Organization’s internal data governance practices, reporting obligations, record retention requirements, or real-world authority to create, manage, share, modify, or delete records in FieldDoc.

### 5. Program Manager and Pact Terms

Program Manager and Pact terms apply where the relevant Application, Program, subscription tier, or platform configuration makes Program or Pact functionality available. Not all Applications or Services will use Programs, Pacts, Pact Opportunities, Activity records, Models, or the same data-sharing workflows.

#### 5.1 Program Manager eligibility

Program Manager roles are reserved for verified staff or representatives of Organizations that manage one or more Programs in FieldDoc through an Aggregator subscription.

Program Manager access may require a Master Service Agreement, Order Form, Statement of Work, grant agreement, Program agreement, payment arrangement, or other written agreement with The Commons.

#### 5.2 Program Manager access

Program Managers may access Program-level data and data shared to their Program through Pacts by participating Users and Organizations.

Activity records are linked to a Program through a Pact. The Program Manager may view and export the Activity record data linked to that Pact, unless otherwise limited by a separate written agreement or platform configuration.

Program Managers may use shared data for Program administration, review, reporting, analysis, compliance, evaluation, communication, and other Program-related purposes. Program Managers are responsible for communicating any Program-specific data use expectations, reporting requirements, or privacy expectations to participating Users and Organizations.

Program Managers may not access Activity records, Organization portfolio records, or other data created by an Organization unless those records are linked to the Program through a Pact, shared through another authorized FieldDoc feature, or otherwise made available under a separate written agreement or platform permission.

#### 5.3 Program Manager editing rights

Program Managers may manage Program-level and Pact-level information according to platform permissions. This may include Pact-level fields such as title, start and end dates, funding amount, status, and other fields made editable to Program Managers through FieldDoc.

Program Managers may not edit, delete, or otherwise modify underlying Activity records, metric data, files, geospatial data, or other records owned or managed by another Organization unless expressly authorized through platform permissions, the owning Organization’s authorization, or a separate written agreement.

Through an agreement or authorized configuration process with The Commons, Program Managers may configure Programmatic Metrics, Activity Types, Pact Opportunities, and accessible Models for their Programs. Those configurations may be made available to participating Users and Organizations through the applicable Program or Pact Opportunity.

#### 5.4 Program requirements

Program Managers may establish Program-specific requirements for data entry, reporting, Activity Types, metrics, models, deadlines, review processes, privacy expectations, exports, compliance, and other Program-related obligations.

Program-specific requirements may supplement these Terms, but they do not replace or override these Terms unless The Commons has expressly agreed otherwise in a Master Service Agreement, Order Form, Statement of Work, grant agreement, Program agreement, payment arrangement, or other written agreement.

Unless otherwise agreed in writing by The Commons, Program-specific requirements are determined, communicated, administered, and enforced by the Program Manager. The Commons is not responsible for creating, interpreting, monitoring, or enforcing Program-specific requirements except as expressly agreed in writing.

Users and Organizations participating in a Program are responsible for understanding and complying with both these Terms and any applicable Program-specific requirements.

#### 5.5 Pact ownership and creation

The Organization receiving or participating in the relevant agreement, award, reporting obligation, or Program relationship will create and maintain the related Pact unless the Program Manager provides different instructions or a separate written agreement states otherwise.

Pacts should not be created by unauthorized third parties.

If a Pact or Activity is created by the wrong Organization, Users should contact The Commons rather than deleting the record, especially if the record is related to a Program, award, report, or compliance obligation.

#### 5.6 Pact sharing and data ownership

Creating, accepting, or maintaining a Pact gives the related Program Manager access and use rights to the Activity data shared through that Pact for Program-related purposes.

Unless otherwise stated in a separate written agreement, Pact sharing does not transfer ownership of the underlying Activity data from the Organization that owns or manages the Activity.

#### 5.7 Program Manager responsibilities after export

Program Managers with permission to export data are expected to respect applicable privacy settings, Program requirements, grant requirements, legal obligations, and any separate written agreements governing use of exported data.

FieldDoc permission settings may not control data after it has been exported from FieldDoc or transmitted to an external system.

### 6. Data Ownership and License

#### 6.1 Ownership of User and Organization data

Data entered into FieldDoc is owned or controlled by the User and Organization that creates, manages, or is responsible for that data, subject to any applicable Program requirements, Pact relationships, grant agreements, collaboration arrangements, or other written agreements.

FieldDoc assumes that the User and Organization creating a record have the authority to create, manage, and share the associated data.

#### 6.2 Organization records

Records created by a User on behalf of an Organization are held in a designated FieldDoc Organization workspace  unless reassigned, deleted, archived, or otherwise managed through the FieldDoc Platform or any Application functionality or by The Commons.

Users should not create, edit, or delete records on behalf of an Organization unless authorized to do so.

#### 6.3 Collaboration and sharing

Data ownership, access, visibility, and use rights may be affected by collaboration features, Organization membership, Program participation, Pact sharing, exports, APIs, integrations, or separate agreements.

Inviting collaborators, sharing data through a Pact, or exporting data may make data available to others.

#### 6.4 License to The Commons

By entering, uploading, storing, importing, generating, or sharing content through the FieldDoc Platform or any Application, you grant The Commons a non-exclusive, worldwide, royalty-free license to host, store, process, display, reproduce, format, analyze, map, transform, transmit, and otherwise use that content solely as necessary to:

Operate, maintain, improve, support, secure, and provide the FieldDoc Platform, Applications, and Services;

Provide authorized features, workflows, exports, APIs, dashboards, maps, models, analytics, reports, and integrations;

Fulfill authorized Program, Pact, reporting, compliance, administrative, support, and professional services functions;

Provide technical assistance, troubleshooting, onboarding, data migration, analysis, configuration, or other services authorized by Users, Organizations, Program Managers, Customers, or applicable agreements;

Comply with legal obligations, valid requests, security requirements, or applicable contractual obligations.

The Commons will not sell User or Organization content.

#### 6.5 License duration

The license described above continues for as long as the content remains in FieldDoc or is reasonably needed for authorized platform, Program, reporting, support, backup, legal, compliance, or archival purposes.

If content is deleted from the FieldDoc Platform or any Application, the license ends for that content except where retention is necessary for backups, audit logs, legal obligations, Program requirements, dispute resolution, security, or compliance.

#### 6.6 Content responsibility

The Commons does not pre-screen content entered into FieldDoc.

The Commons reserves the right, but does not have the obligation, to refuse, remove, restrict, archive, or disable access to content that violates these Terms, violates law, infringes rights, creates security or privacy risks, includes prohibited information, or is otherwise inappropriate for FieldDoc.

### 7. Data Visibility, Privacy, Sharing, and Exports

#### 7.1 The FieldDoc platform is a collaborative platform

The FieldDoc Platform and its Applications are collaborative reporting, data management, geospatial, workflow, and decision-support tools.

Privacy settings limit certain forms of visibility, editing, mapping, export, public display, or access within the platform, but they do not make data confidential from all parties.

Depending on the record and platform configuration, data may be visible to:

* The User who created it;
* Organization Members;
* Organization Owners;
* Invited collaborators;
* Program Managers;
* The Commons staff;
* Authorized technical support providers;
* Users with appropriate permissions;
* Third-party services or integrations authorized through FieldDoc;
* Other parties authorized by Program requirements or separate agreements.

#### 7.2 No data is fully private

No data entered into FieldDoc should be considered fully private or confidential from all other parties.

Users and Organizations should not enter sensitive, confidential, restricted, proprietary, culturally sensitive, ecological, landowner-related, location-based, or legally protected data unless they have authority to do so and understand how the data may be viewed, shared, exported, analyzed, displayed, retained, or disclosed.

Nothing in this section limits any confidentiality obligations The Commons has under a Master Subscription Agreement, Data Processing Addendum, Statement of Work, grant agreement, or other written agreement. FieldDoc privacy settings govern platform access and visibility; contractual confidentiality obligations may separately govern how The Commons and Customers handle non-public information.

#### 7.3 Program Manager visibility

Program Managers may view Activity and Pact information shared to their Programs, regardless of whether certain records are marked private within FieldDoc, unless a separate written agreement provides otherwise.

Program Managers may export Activity data associated with their Programs according to platform permissions and Program requirements.

#### 7.4 The Commons staff access

Members of The Commons staff may access User, Organization, Project, Activity, Pact, Program, model, metric, file, geospatial, and other FieldDoc data as needed to provide support, administer the platform, troubleshoot issues, maintain security, fulfill contractual obligations, provide professional services, or operate FieldDoc.

#### 7.5 Aggregated and anonymized data

The Commons may use data in aggregated or anonymized form for platform analytics, Program summaries, impact summaries, dashboards, reporting, system improvement, research, fundraising, communications, or other mission-aligned purposes.

Aggregated or anonymized data should not reasonably identify a specific User, Organization, private record, or sensitive location unless authorized.

#### 7.6 Exports

Users, Organization Owners, Program Managers, and others with appropriate permissions may export data from FieldDoc.

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 that apply to exported data.

The Commons is not responsible for how data is used, stored, shared, modified, or disclosed after it has been exported, downloaded, transmitted, or copied from FieldDoc by an authorized User, Organization, Program Manager, integration, or other authorized recipient.

#### 7.7 APIs and third-party applications

The Commons may provide or authorize APIs, dashboards, integrations, Application-specific connections, data services, or third-party services that connect to or operate with the FieldDoc Platform.

APIs, integrations, and connected services will be designed to respect applicable platform permissions and privacy settings where technically feasible, but data shared through exports, APIs, dashboards, integrations, Application-specific workflows, or third-party services may be subject to the receiving party’s systems, policies, agreements, and security practices.

Users and Organizations are responsible for understanding when their use of the FieldDoc Platform or an Application causes data to be shared with third-party systems.

The Commons may override privacy settings or restrict access when required by law, Program requirements, grant agreements, legal obligations, security needs, or separate written agreements.

#### 7.8 Landowner and property information

FieldDoc does not intentionally require Users to provide private land ownership details such as landowner names, addresses, tax parcel records, deeds, financial information, or other sensitive property records unless expressly requested by a Program or workflow.

Users are encouraged not to enter land ownership data or other sensitive property information unless they have authority to do so and the information is necessary for an authorized FieldDoc purpose.

The Commons assumes no liability for unauthorized disclosures of land ownership or property information entered by Users.

#### 7.9 Sensitive environmental and location data

Users and Organizations are responsible for determining whether data entered into FieldDoc includes sensitive, restricted, confidential, culturally sensitive, proprietary, ecological, species-related, landowner-related, or location-based information.

This may include, but is not limited to, data related to rare species, threatened or endangered species, culturally significant sites, tribal resources, private land restoration, regulated infrastructure, vulnerable communities, monitoring locations, or sensitive habitat.

Users should not enter or share sensitive data unless they have the authority to do so and understand how that data may be viewed, exported, reported, or disclosed through FieldDoc.

### 8. Data Retention, Deletion, and Account Closure

#### 8.1 User deletion of records

Data deleted by a User from FieldDoc may be non-recoverable.

Users should not delete records, Activities, Projects, Pacts, files, geospatial data, metrics, reports, or other content they wish to retain.

The “archive” function, if available, does not delete records but may remove them from certain primary views.

#### 8.2 Deleted records

The Commons does not guarantee that deleted records can be recovered.

Users and Organizations are responsible for exporting or otherwise backing up critical records they wish to preserve outside FieldDoc.

#### 8.3 Non-awarded, draft, and inactive records

Records created in FieldDoc for planning, application, draft, or non-awarded purposes that are not associated with standard accounts  are not guaranteed to be retained indefinitely.

Unless otherwise agreed in writing, records that are not linked to an awarded, active, submitted, completed, retained, or otherwise Program-associated Pact or Program may be archived, restricted, or deleted after 6 months of inactivity or 12 months after the relevant application, Pact Opportunity, review, or reporting period closes.

This may include records created under a Basic subscription or access level.

Where feasible, The Commons will provide notice to the affected User or Organization Owner before deleting inactive records. Users and Organizations are responsible for exporting, submitting, archiving, or otherwise preserving records they wish to retain.

#### 8.4 Program-linked records

Activities, Pacts, Projects, files, metrics, geospatial data, reports, and other records linked to awarded, submitted, active, completed, retained, or otherwise Program-associated Pacts may be retained for longer periods, including indefinitely, to support Program administration, reporting, audit, compliance, legal obligations, historical records, Program Manager requirements, or The Commons’ legitimate operational needs.

#### 8.5 Account deletion

At your request, The Commons will delete or deactivate your individual FieldDoc User account and personal information, subject to legal, compliance, security, backup, audit, Program, and contractual retention obligations.

To request account deletion, contact <support@fielddoc.org>.

#### 8.6 Account deletion does not delete Organization records

Deleting an individual User account does not necessarily delete Organization records, Activities, Pacts, Projects, files, reports, metrics, geospatial data, or other content created or managed by that User on behalf of an Organization.

Those records may remain associated with the Organization, Program, or Pact to support collaboration, reporting, audit, compliance, legal obligations, Program Manager requirements, or The Commons’ legitimate operational needs.

#### 8.7 Personal information retention

The Commons may retain personal information where necessary to comply with legal obligations, respond to valid requests, support Program reporting, investigate misuse, maintain security, resolve disputes, enforce these Terms, or fulfill contractual obligations.

The Commons may also use account, usage, and platform information for internal analysis, product planning, user research, sector research, outreach planning, and service improvement, subject to the FieldDoc Privacy Policy. Where practical, The Commons will use aggregated or de-identified information for these purposes.

#### 8.8 Backups and infrastructure

FieldDoc relies on third-party infrastructure providers, including cloud storage, hosting, processing, and delivery services, to store and process account and portfolio data.

The Commons keeps periodic backups of FieldDoc data. However, The Commons cannot guarantee recovery from all data loss events, including catastrophic failures, third-party outages, human error, cyber incidents, or events beyond our control.

Users and Organizations are encouraged to use available export features to back up critical data.

Customers with a Master Subscription Agreement, Order Form, or other written agreement may have additional data export rights, including post-termination export rights, as described in that agreement.

### 9. Data Accuracy, Verification, and Model Outputs

#### 9.1 User responsibility for accuracy

Users and Organizations are responsible for accurately documenting the location, extent, Activity type, implementation status, completion status, metrics, model inputs, files, and other information entered into FieldDoc.

Users must not knowingly misrepresent Activity installation status, implementation progress, eligibility, location, extent, ownership, completion, or reporting status.

#### 9.2 The Commons does not verify all data

The Commons does not independently verify the correctness, completeness, ownership, legality, applicability, accuracy, or authenticity of all data entered into FieldDoc.

The Commons cannot verify all Activity type selections, geospatial data, model inputs, uploaded files, reports, implementation claims, monitoring data, or other information entered by Users.

#### 9.3 Program Manager review

Program Managers may review, approve, reject, request changes to, or otherwise evaluate data submitted to their Programs.

Program Managers are responsible for communicating Program-specific requirements, review criteria, reporting expectations, and deadlines to participating Users and Organizations.

#### 9.4 Model inputs and outputs

FieldDoc Models depend on the accuracy, precision, completeness, assumptions, and applicability of the data entered into them.

If a User provides inaccurate, incomplete, provisional, generalized, or estimated inputs, Model outputs may be affected.

Model outputs are estimates based on the inputs, assumptions, protocols, and model versions available at the time of calculation. They should not be treated as independently verified environmental outcomes unless separately reviewed, approved, or validated by the relevant Program Manager, regulator, technical expert, or other authority.

#### 9.5 No guarantee of model accuracy

The Commons makes no guarantee that Model outputs are accurate, complete, current, appropriate for a particular purpose, comparable to outputs from other systems, or within expected ranges.

Due to differences in model methods, versions, assumptions, protocols, data inputs, and third-party systems, FieldDoc Model outputs may differ from estimates produced elsewhere.

#### 9.6 Third-party models

The Commons may integrate third-party, public, peer-reviewed, Program-specific, or partner-provided models.

The Commons is not responsible for the completeness, correctness, availability, assumptions, scientific validity, or continued operation of third-party models, model APIs, model documentation, or model protocols.

#### 9.7 Duplicate reporting

The Commons is not responsible for detecting or preventing duplicate reporting of Activity installations, environmental benefits, modeled outcomes, metrics, or other data entered into FieldDoc.

Users, Organizations, and Program Managers are responsible for identifying and resolving duplicate reporting risks in accordance with applicable Program requirements or agreements.

#### 9.8 Geospatial data

The Commons bears no responsibility for the source, validity, accuracy, precision, ownership, legality, or appropriateness of geospatial data submitted by Users.

Users and Organizations are responsible for ensuring that they have the right to enter, upload, share, and report geospatial data in FieldDoc.

### 10. Third-Party Services, APIs, and Integrations

#### 10.1 Third-party services

FieldDoc may depend on or integrate with third-party services, including cloud hosting providers, storage providers, analytics tools, model APIs, mapping tools, data import tools, export tools, authentication services, email services, dashboard tools, and other software or infrastructure providers.

#### 10.2 Third-party terms

Some third-party software or services may be subject to additional notices, licenses, or terms and conditions.

By using FieldDoc features that depend on third-party services, you may be subject to those additional terms.

#### 10.3 No guarantee of third-party availability

The Commons does not guarantee that third-party services, APIs, integrations, models, or external systems will remain available, compatible, error-free, secure, or unchanged.

FieldDoc features may be modified, interrupted, degraded, or discontinued if third-party services change, fail, become unavailable, impose new restrictions, or become incompatible with FieldDoc.

#### 10.4 Data shared with third-party services

Data transmitted to authorized third-party services may be processed, stored, analyzed, displayed, or returned according to the purpose of the integration.

Users and Organizations are responsible for understanding when their use of FieldDoc causes data to be shared with third-party systems.

### 11. Professional Services

#### 11.1 Professional services by The Commons

The Commons may provide professional, technical, advisory, implementation, data, or support services related to the FieldDoc Platform, Applications, or related conservation and environmental data systems, including but not limited to 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.

#### 11.2 Separate agreements

Professional services may be provided under a separate Master Service Agreement, Order Form, Statement of Work, grant agreement, Program agreement, or other written arrangement.

Unless expressly included in such an agreement, professional services are not included in general FieldDoc access.

#### 11.3 Deliverables and timelines

Deliverables, timelines, assumptions, responsibilities, fees, acceptance criteria, and support obligations for professional services should be described in the applicable written agreement.

#### 11.4 Access to data for services

When The Commons provides professional services, The Commons staff may access User, Organization, Program, Pact, Activity, geospatial, model, metric, file, export, or other data as needed to perform those services.

#### 11.5 Third-Party Service Providers

Unless expressly authorized in writing by The Commons, 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.

Users and Organizations may choose to work with their own consultants, contractors, or technical assistance providers, but those third parties act on behalf of the User or Organization, not on behalf of The Commons, unless The Commons has expressly agreed otherwise in writing.

The Commons is not responsible for the acts, omissions, advice, work product, data handling, security practices, representations, or fees of any third-party consultant, contractor, or service provider that has not been expressly authorized by The Commons in writing.

### 12. Acceptable Use and Code of Conduct

#### 12.1 Lawful use

You may not use FieldDoc for any illegal purpose or in violation of any applicable law, regulation, policy, agreement, or third-party right.

You are responsible for complying with laws that apply to your use of FieldDoc, including but not limited to copyright, privacy, data protection, public records, grant compliance, environmental reporting, and data-sharing laws.

#### 12.2 Mission-aligned use

You may not use FieldDoc for purposes that do not align with the mission of the platform.

FieldDoc is intended to support conservation, restoration, nature-based work, sustainability, monitoring, reporting, data stewardship, environmental analysis, Program administration, and related activities.

#### 12.3 Prohibited technical conduct

You must not:

* Modify, adapt, hack, interfere with, or disrupt FieldDoc;
* Attempt to gain unauthorized access to FieldDoc systems or data;
* Transmit worms, viruses, malware, destructive code, or harmful content;
* Scrape, harvest, or extract data without authorization;
* Circumvent permissions, privacy settings, access controls, or security features;
* Use FieldDoc in a way that disrupts other Users, Programs, Organizations, or services;
* Falsely imply that another website, system, organization, product, or service is associated with FieldDoc or The Commons.

#### 12.4 Reverse engineering

You may not disassemble, decompile, reverse engineer, or attempt to derive the source code, structure, underlying ideas, algorithms, or technical architecture of FieldDoc, except to the extent such activity is expressly permitted by law or authorized in writing by The Commons.

This includes, without limitation:

* Converting machine-readable code to human-readable code;
* Disassembling or decompiling object code;
* Examining platform behavior to recreate source code or proprietary logic;
* Permitting others to do any of these activities.

To the extent any such activity is permitted by written agreement, the results will be treated as confidential information unless otherwise stated.

#### 12.5 Brand use

No person or entity may misrepresent themselves as the owner, operator, sponsor, or official representative of FieldDoc.

You may not use the FieldDoc name, logo, brand marks, or other identifying materials without authorization from The Commons.

#### 12.6 User conduct

You must not abuse, harass, threaten, intimidate, defame, impersonate, mislead, invade the privacy of, or otherwise harm other FieldDoc Users, Program Managers, collaborators, Organizations, or The Commons staff.

This applies to conduct through the FieldDoc platform, support channels, email, meetings, webinars, trainings, community forums, and other FieldDoc-related communications.

#### 12.7 Unauthorized data access or use

Without written consent from The Commons or authorization through FieldDoc permissions, you may not attempt to access, extract, copy, scrape, export, use, or analyze data belonging to other Users, Organizations, Programs, or Program Managers.

This includes attempts to pull Organization names, contact information, private records, geospatial data, model outputs, analytical results, or other data for unauthorized third-party purposes.

#### 12.8 Prohibited content

You may not enter, upload, transmit, or share content that:

* Is unlawful, fraudulent, false, misleading, or unauthorized;
* Violates intellectual property rights;
* Violates privacy or data protection rights;
* Contains malware or harmful code;
* Is abusive, threatening, defamatory, obscene, or harassing;
* Includes sensitive personal information that should not be entered into FieldDoc;
* Includes government-issued identification numbers, financial account numbers, social security numbers, passport numbers, driver’s license numbers, credit card numbers, or similar information unless expressly authorized and necessary;
* Violates these Terms, Program requirements, or applicable agreements.

### 13. Suspension, Removal, and Enforcement

#### 13.1 Suspension or restriction

The Commons may suspend, restrict, deactivate, remove, or limit access to FieldDoc for any User, Organization, Program, Pact, record, or content if The Commons reasonably determines that:

* These Terms have been violated;
* A User misrepresented their identity, authority, or Organization affiliation;
* A User or Organization poses a security, privacy, operational, legal, or reputational risk;
* Use of FieldDoc may disrupt the platform or other Users;
* Use of FieldDoc is unlawful or unauthorized;
* A User entered false, misleading, harmful, sensitive, or prohibited content;
* A User or Organization failed to maintain required Organization ownership or contact information;
* A Program or Organization failed to pay undisputed amounts when due under a separate agreement;
* Suspension is required by law, court order, legal request, third-party provider, Program requirement, or separate written agreement.

#### 13.2 Removal of data or content

The Commons may remove, restrict, archive, or disable access to any content or record that The Commons determines violates these Terms, violates law, creates risk, is inaccurate or misleading, infringes rights, exposes sensitive information, or is otherwise inappropriate for FieldDoc.

#### 13.3 Reassignment of records

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.

#### 13.4 No obligation to monitor

The Commons does not have an obligation to monitor all content, data, records, or User activity in FieldDoc.

Failure to enforce a provision of these Terms in one instance does not waive The Commons’ right to enforce it later.

### 14. Payment, Program-Specific Terms, and Order of Precedence

#### 14.1 General access

Users may create accounts, join verified Organizations, and use certain FieldDoc features at no cost where permitted by the platform.

There is no general cost to create an Organization, add staff members, or submit Pacts to Programs unless otherwise stated in a separate agreement or Program requirement.

#### **14.2 Subscription Terms**

Organizations may access the FieldDoc Platform or specific Applications through free access, trial access, grant-funded access, paid subscriptions, Application-specific subscriptions, Program-specific access, or other access models made available by The Commons.

Unless The Commons expressly provides otherwise, subscriptions and access levels are assigned at the Organization level. The subscription tier, subscription term, fees, payment terms, seat limits, usage limits, Application access, available features, support level, data retention period, renewal terms, cancellation terms, and any service-specific commitments are described in the applicable Subscription Documentation.

By creating, selecting, purchasing, renewing, or continuing to use a subscription or access level, the Customer agrees to the applicable Subscription Documentation and these Terms.

The Commons may limit, suspend, downgrade, or terminate access to paid features, Applications, support, professional services, or other subscription-based services if a subscription expires, is not renewed, is cancelled, exceeds applicable usage limits, or if undisputed amounts are not paid when due, subject to any notice, cure period, or different terms stated in the applicable Subscription Documentation or written agreement.

Free, trial, evaluation, grant-funded, or Program-sponsored access may be limited in duration, features, seats, support, data retention, Application access, or usage. Unless otherwise agreed in writing, The Commons may modify, limit, or discontinue free, trial, evaluation, grant-funded, or Program-sponsored access at any time.

#### 14.3 Program features and paid services

Some of the features provided on this platform are provided on the basis of payment. The fees, duration and conditions applicable to the purchase of such Products are described dedicated sections.

To purchase Products, the User must register or log into the platform or speak with a representative of The Commons.

Organizations that subscribe to or purchase Subscriptions, 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.

Payment terms may be set out in a Subscription Documentation, Order Form, pricing page, invoice, Statement of Work, support plan, grant agreement, Program agreement, Application-Specific Terms, or other written arrangement.

#### 14.4 Additional Program terms

Individual Programs may establish additional requirements or terms for participating Users and Organizations.

These may include requirements related to eligibility, deadlines, Activity types, metrics, models, data entry, reporting, review, export, privacy, compliance, or retention.

#### 14.5 Order of precedence

These Terms apply generally to all Users, Organizations, and use of the FieldDoc Platform and Applications.

Customers with a Master Service Agreement, Order Form, Statement of Work, Data Processing Addendum, Security Exhibit, grant agreement, Program agreement, Application-Specific Terms, or other written agreement with The Commons may have additional or different rights and obligations.

If there is a conflict among applicable documents, the following order of precedence applies unless a written agreement executed by The Commons expressly states otherwise:

1. Applicable Order Form, Statement of Work, grant agreement, Program agreement, or other signed written agreement;
2. Data Processing Addendum, Security Exhibit, or similar data protection terms, if any;
3. Application-Specific Terms, if any;
4. Master Service Agreement, if any;
5. These Terms;
6. FieldDoc Privacy Policy;
7. Documentation, help materials, support materials, product descriptions, or platform guidance.

If there is a conflict between these Terms and Program requirements established by a Program Manager, the Program requirements may apply to that Program relationship, but they do not change The Commons’ general Terms or obligations unless The Commons has agreed in writing.

These Terms continue to apply to individual User accounts, account conduct, acceptable use, platform access, and general platform use unless expressly modified by a written agreement executed by The Commons.

### 15. FieldDoc Features, Bugs, Availability, and Longevity

#### 15.1 Platform features

The Commons designs FieldDoc with care, based on its own experience and feedback from Users, Organizations, Program Managers, and partners.

However, The Commons does not guarantee that FieldDoc will meet every User’s, Organization’s, Program’s, or Program Manager’s specific requirements or expectations.

#### 15.2 Bugs and errors

The Commons tests FieldDoc features and works to address reported bugs, especially bugs related to security, privacy, data integrity, or core platform functions.

Not all reported bugs will be fixed.

The Commons does not guarantee that FieldDoc will be error-free, uninterrupted, or free of defects.

#### 15.3 Feature changes

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 Commons will work to maintain existing features where practical, but features, Applications, and services may change or become unavailable due to technical limits, funding limits, user needs, third-party service changes, browser changes, security concerns, infrastructure changes, product evolution, Application-specific changes, or other reasons.

For Customers with a Master Service Agreement, Order Form, support plan, or other written agreement, any specific commitments regarding Applications, service availability, support, or feature access are governed by that agreement.

#### 15.4 FieldDoc longevity

The Commons is dedicated to supporting FieldDoc for as long as it has the funding, resources, technical capacity, and operational ability to do so.

The Commons may modify, pause, transition, or shut down FieldDoc if continued operation becomes impractical, unfunded, legally restricted, technically impossible, or otherwise unsustainable.

Where feasible, The Commons will provide notice of major service changes or shutdowns.

#### 15.5 No guarantee of continuous access

The Commons does not guarantee continuous access to FieldDoc.

FieldDoc may be unavailable due to maintenance, outages, bugs, security incidents, third-party failures, infrastructure failures, legal requirements, funding changes, or events beyond The Commons’ control.

For Customers with a Master Service Agreement, Order Form, support plan, or other written agreement, any specific service availability commitments are governed by that agreement.

### 16. Disclaimers and Limitation of Liability

#### 16.1 Use at your own risk

You use FieldDoc at your own risk.

FieldDoc is provided on an “as is” and “as available” basis.

The Commons disclaims warranties to the fullest extent permitted by law, including warranties of merchantability, fitness for a particular purpose, non-infringement, accuracy, availability, reliability, and error-free operation.

#### 16.2 No professional advice

The FieldDoc Platform or any Application may help Users organize, analyze, model, report, or communicate data.

The FieldDoc Platform or any Application does not provide legal, engineering, scientific, regulatory, financial, tax, accounting, grant compliance, or professional advice.

Users, Organizations, and Program Managers are responsible for obtaining appropriate professional guidance when needed.

#### 16.3 Limitation of liability

To the fullest extent permitted by law, and except to the extent a Master Service Agreement, Order Form, Data Processing Addendum, Security Exhibit, or other written agreement executed by The Commons provides otherwise, The Commons will not be liable, in law or equity, to any User, Organization, Program Manager, or third party for any direct, indirect, incidental, special, consequential, punitive, exemplary, or similar damages, including damages for loss of profits, goodwill, use, data, funding, opportunity, reputation, or other intangible losses, even if The Commons has been advised of the possibility of such damages.

This includes damages resulting from:

1. Use of the FieldDoc Platform or any Application;
2. Inability to use the FieldDoc Platform or any Application;
3. Errors, bugs, outages, or service interruptions;
4. Loss, corruption, deletion, or alteration of data;
5. Unauthorized access to or alteration of data;
6. User error;
7. Misconfigured permissions;
8. Program Manager decisions, requirements, statements, actions, or funding decisions;
9. Third-party integrations, APIs, models, services, or infrastructure;
10. External deadlines, including failure to allow sufficient time to create an account, receive an Organization assignment, complete data entry, submit a Pact, or complete Program reporting;
11. Reliance on Model outputs, metrics, reports, exports, maps, dashboards, or other FieldDoc Platform or any Application outputs;
12. Duplicate, inaccurate, incomplete, unauthorized, or misleading data entered by Users;
13. Any other matter relating to the FieldDoc Platform or any Application or these Terms.

#### 16.4 Third-party conduct

The Commons is not responsible for statements, conduct, decisions, requirements, or actions of third parties, including Users, Organizations, Program Managers, funders, agencies, contractors, collaborators, consultants, or third-party service providers.

### 17. Privacy Policy and Communications

#### 17.1 Privacy Policy

Information you provide to the FieldDoc Platform or any Application is subject to the FieldDoc Privacy Policy.

The Privacy Policy governs The Commons’ collection and use of personal information.

By using the FieldDoc Platform or any Application, you consent to the collection and use of information as described in the Privacy Policy.

#### 17.2 System communications

The Commons may contact Users by email or through the platform to provide system-wide updates, account notices, support messages, release notes, security notices, Program-related notices, community updates, or other FieldDoc-related communications.

Some communications are necessary for account, security, Program, or platform administration.

### 18. Changes to These Terms

The Commons may update these Terms from time to time. These Terms will continue to apply to individual User accounts, acceptable use, platform conduct, and general use of the FieldDoc Platform or any ApplicationPlatform unless expressly modified by the applicable written agreement.

If The Commons makes a material change to these Terms, 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 another reasonable method.

The Commons will determine whether a change is material in good faith, using reasonable judgment.

Unless otherwise stated in the notice, updated Terms will become effective when posted or otherwise made available. Your continued access to or use of the FieldDoc Platform, any Application, or any Services after the updated Terms become effective means that you accept the updated Terms.

If you do not agree to the updated Terms, you must stop using the FieldDoc Platform and may request account deletion by contacting <support@fielddoc.org>.

For Customers with individually negotiated agreements, changes to those agreements will be governed by the amendment provisions in the applicable written agreement. These Terms will continue to apply to individual User accounts, acceptable use, platform conduct, and general use of the FieldDoc Platform unless expressly modified by the applicable written agreement.

### 19. Contact

If you have questions about these Terms, the FieldDoc Platform or any Application, The Commons’ practices, your account, your Organization, or your rights, please contact us.

**Email:** <support@fielddoc.org>

**Mailing address:**

The Commons, Inc.\
200 Massachusetts Ave NW\
Washington, DC 20001

<br>


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