Effective 28 October 2026, 19:30 South Africa time. Version 2026-10-28-v3.
1. Operator and agreement
Field Service Desk is operated by Jacobus Venter, an individual operating from South Africa. Service/contact address: 12 Goudrif Avenue, Allen Grove, Kempton Park, 1619, Gauteng, South Africa. Email: prismage.visuals@gmail.com. Platform: https://app.fsm-desk.com. Website: https://fsm-desk.com.
The company account owner must be authorised to agree on behalf of the subscribing organisation. Team members must use access assigned to them. These terms concern Field Service Desk, rather than the separate visual-production services offered on prismage-visuals.com.
2. Service and scope
The platform provides online tools for customer records, quotations, scheduling, job cards, checklists, visits, handover records, invoicing, manual payment recording and exports. Available features and any paid service period must be described in the written offer accepted by the subscriber. A feature mentioned in planning or advertising is not included unless actually offered and available.
Public appointment forms collect requests for staff review. A request is not a confirmed appointment; staff must contact the customer and arrange the work. No automatic appointment, payment or email is created by submission. The platform's message tools currently prepare and record communications for manual handling. There is no connected bank collection service, automatic email/SMS delivery or direct accounting synchronisation. Optional private job photographs are available through authorised job cards and the office Photo library. Images are prepared as JPEG copies up to 1,600 pixels and 5 MB; keep original evidence separately. The current allowance is 30 photographs per job and 500 per company, including trash. Photographs are not embedded in quote, invoice or job-card printouts. Owner-managed company-logo uploads are available for quotes, invoices and job cards. PNG or JPEG source images up to 5 MB are prepared as JPEG copies with a white background, up to 1,600 pixels and 1 MB. The current allowance is 20 retained logo versions per company. Quotes and job cards use the current logo; each invoice preserves the selected logo reference when its draft is created. Earlier invoices without a logo reference remain unchanged. Removing or replacing current branding does not delete historical files. General supporting-document attachments are not yet included. Internet access is required to start the application, sign in and use online actions. Optional local drafts support supported note changes in a field view that was already loaded online; they are synced manually after reconnecting. This is not a full offline application.
This is not an emergency response service, professional inspection, compliance certificate or replacement for the subscriber's accounting, tax or statutory duties. A drawn handover signature records an interaction; it does not by itself certify work or guarantee legal enforceability.
3. Accounts, permissions and lawful use
Keep sign-in credentials private, use accurate information and promptly report suspected misuse. Owners must check who they approve, assign appropriate roles and revoke access when no longer required. Do not access another organisation's records, bypass safeguards, introduce unlawful content or interfere with availability.
Only supply records you are authorised to use. The subscribing organisation is responsible for its customer/staff notices, lawful processing instructions and the accuracy of work descriptions, quotations, tax treatment and payment references. Avoid unnecessary sensitive information, identity documents, passwords and payment-card details in records or support messages. The accompanying Data Processing Terms govern personal information handled for a subscriber when agreed with its service offer.
4. Fees, monthly periods and renewal
Fees are agreed in a written subscription offer before payment. The offer identifies the subscriber, included features, any agreed user allowance, fee, currency, applicable taxes and exact monthly service dates. There is no unspecified platform charge. The total payable must be disclosed before the subscriber agrees. VAT must not be represented as charged unless valid registration and invoicing requirements are satisfied.
The starting arrangement is monthly service paid in advance, with manual payment confirmation. A trial, if offered, is free, requires no payment-card mandate, and does not automatically become paid service. Each further monthly period requires the subscriber's agreement and payment; the operator does not automatically renew, debit a bank account or charge a card under these general terms. A renewal reminder or quotation is not a debit authority.
A price increase does not change a paid period already agreed. The operator will give at least 30 calendar days' written notice of an intended increase and obtain agreement to the next offer. If payment is not renewed, the operator will notify the owner before restricting normal paid use and arrange the closure/export process. Payment entries about a subscriber's customers are separate from the platform fee and do not transfer money.
5. Cancellation, refunds and closure
Cancel or ask billing questions at prismage.visuals@gmail.com. No cancellation fee applies. A subscriber may finish the current paid period without renewing, or request immediate cancellation. For immediate cancellation after the initial refund period, refund the fee for unused whole calendar days from the day after the request is received, divided by the total calendar days in that paid period. Refunds cannot exceed the relevant amount paid, except where applicable law requires an additional remedy.
For the first paid subscription, a cancellation received within 14 calendar days after service starts qualifies for a full refund of that first subscription payment. No reason is required under this voluntary policy. This does not waive or shorten any mandatory cancellation, withdrawal, refund or other consumer right. Optional separately commissioned work requires its own expressly agreed terms and must not be hidden in the subscription fee.
The operator aims to process an agreed refund within 10 business days using the original payment route where possible; bank processing may take additional time. Where law requires a shorter period, that period applies. Do not send card or online-banking credentials by email. The operator retains the refund calculation and confirmation in its billing records.
The service end date is the end of the agreed paid period, or the effective immediate cancellation date. The owner has 30 calendar days after that date to request or obtain an export, unless a security or legal restriction requires a safer verified delivery method. Cancellation is not a request to lose access to records without that opportunity. Ordinary workspace data is removed from the active application database no later than day 45 after the service end date, subject to a documented lawful hold. The operator will confirm the closure/export dates in writing.
Operator-controlled backup copies have a maximum age of 35 days from capture. Consequently, a closed workspace deleted from the active database on day 45 may remain in a protected operator backup until day 80 after closure. These copies are not used for ordinary service after deletion and must be screened against access revocations/deletion instructions before a restore. Provider-managed retention is described separately in the Privacy Notice and processing terms. The subscriber must retain its own records required by law; the platform is not a permanent statutory archive after closure.
6. Records and privacy
Subscribers retain their rights in their records. They permit the operator and relevant service providers to process those records only as needed to deliver and support the agreed service, protect it, follow lawful instructions and meet applicable obligations. The Privacy Notice describes processing; it does not transfer ownership of customer information or authorise unrelated marketing. Any required processing agreement must be completed before applicable subscriber data is handled under it.
Owners should maintain independent exports. The in-app business-records backup does not include every database table, identity-provider record, secret/configuration setting or photograph file. Server checkpoints share the application database. Exports kept by subscribers must be protected and managed by them.
7. Availability, support and recovery
Internet connectivity and third-party services can fail, and maintenance can interrupt access. No numerical uptime guarantee, restoration deadline or service-credit scheme is offered in these general terms. Support is by the email above, Monday to Friday, 09:00–16:00 South African Standard Time, excluding South African public holidays. The target for a first human response is within two business days of receipt; this is a service target, not a guaranteed resolution time. A business day is one of those working days. There is no staffed 24-hour helpdesk or emergency response channel. Any enhanced support commitment must be separately agreed before payment.
The operator uses basic availability checks and has tested recovery of a database snapshot into a separate database. These measures do not guarantee uninterrupted service, zero data loss, complete recovery of every external provider or prevention of every security incident. Subscribers should check appointments, documents, balances and saved records and keep an appropriate alternative process for urgent work. Suspected failures should be reported before repeating financial entries.
8. Suspension and ending access
Access may need to be restricted to address suspected unauthorised access, harmful activity, unlawful use or a material breach. Restrictions should be proportionate to the problem. Notice and an opportunity to resolve a problem should be provided where practicable; an immediate security restriction may be necessary. Ending a paid service and handling outstanding fees, exports and deletion must follow the written subscription terms and applicable law. Do not treat an inaccessible account as evidence that its records have been erased.
9. Responsibility, complaints and mandatory rights
The operator and subscriber remain responsible for the obligations applicable to them. Nothing in these terms excludes a liability, remedy or consumer right that cannot lawfully be excluded. No fixed monetary liability cap or blanket exclusion for downtime or operator fault applies under these general terms. The operator does not exclude liability for fraud, wilful misconduct or gross negligence. Any later proposed monetary cap or exclusion must be separately disclosed, lawful and affirmatively agreed; it cannot be applied retrospectively to an existing paid period.
Raise complaints with the operator using the contact details above. South African law governs the agreement to the extent a valid choice of law is permitted. Mandatory protections and available competent courts or regulators in the subscriber's jurisdiction remain unaffected. No compulsory private arbitration or exclusive foreign-court requirement is imposed. The parties should first attempt to resolve a complaint by email, without delaying a statutory remedy or urgent relief.
10. Changes and acceptance
Published versions must have an effective date and remain accessible for review. Material contractual changes require at least 30 calendar days' notice by account email, with the revised version accessible for review. They apply to future agreed periods after the required acceptance, not retrospectively. Necessary security or legally required changes may need shorter notice; explain their reason and effect as soon as practicable. This does not authorise a silent price change, rights waiver or renewal.
Before you record agreement, the exact Service Terms, Data Processing Terms and Privacy Notice are available for review. The agreement record identifies the authenticated account, company, server time and document version. Terms agreement and Privacy Notice acknowledgement are separate choices. Neither is optional marketing consent or blanket consent to processing. Agreement is available from the effective date shown above. Your recorded agreement does not create an automatic payment or renewal.