Acceptable Use Policy

Last updated: January 2025

Fair Use Guidelines

This policy ensures Toolfy remains fast, secure, and reliable for all field service businesses.

1. Permitted Uses

Toolfy is designed for legitimate field service business operations:

✓ Allowed Business Activities:

• Customer relationship management
• Job scheduling and dispatch
• Invoice creation and payment processing
• Team coordination and communication
• Service documentation and photos
• Expense tracking and reporting
• Quote generation and follow-up
• Calendar and appointment management

✓ Acceptable Industries:

• Plumbing and heating services
• Electrical contractors
• HVAC installation and repair
• Cleaning services (residential/commercial)
• Landscaping and lawn care
• Appliance repair services
• Handyman and maintenance
• Other legitimate service businesses

2. Prohibited Activities

🚫 Illegal or Harmful Activities

• Any illegal activities under UK, US, or local laws
• Fraud, money laundering, or tax evasion
• Unlicensed services requiring professional certification
• Adult entertainment or escort services
• Sale of controlled substances or weapons
• Pyramid schemes or multi-level marketing

⚠️ Technical Abuse

• Automated scraping or data harvesting
• Excessive API usage beyond rate limits
• Attempts to access other customers' data
• Reverse engineering or copying the software
• Uploading malware, viruses, or malicious code
• Using the service for cryptocurrency mining

📧 Communication Abuse

• Sending unsolicited marketing emails (spam)
• SMS marketing to non-customers without consent
• Harassment or threatening communications
• Impersonating other individuals or businesses
• Phishing or social engineering attempts
• Bulk messaging to purchased contact lists

3. Data and Content Guidelines

Personal Data Protection

Only collect personal data necessary for your services
Obtain proper consent before storing customer information
Respect customer privacy and data protection rights
Do not sell or share customer data with third parties
Delete customer data upon request where legally permissible

Content Standards

✓ Acceptable Content:

• Job site photos and documentation
• Customer service records
• Business communications
• Technical specifications and quotes
• Employee schedules and notes

✗ Prohibited Content:

• Copyrighted material without permission
• Personal photos of customers/employees
• Sensitive financial information
• Discriminatory or offensive content
• Trade secrets of competitors

4. Resource Usage Limits

Resource	Fair Use Limit	Consequences
API Requests	1,000 requests/hour	Rate limiting, temporary suspension
File Storage	10GB per organization	Upload restrictions, cleanup required
Email Volume	1,000 emails/day	Sending delays, manual review
SMS Volume	Twilio account usage	You pay Twilio directly (no Toolfy mark-up)
Database Records	100,000 customers/jobs	Performance review, optimization required

Fair Use Philosophy:

These limits are designed to prevent abuse while allowing normal business growth. We'll work with you if you have legitimate business needs that exceed these guidelines.

5. Security Requirements

Account Security

Use strong, unique passwords for your Toolfy account
Enable two-factor authentication when available
Do not share login credentials with unauthorized persons
Report security incidents immediately to security@toolfy.io
Log out from shared or public computers

Data Security

Ensure your team follows GDPR and data protection requirements
Do not store sensitive payment information (use Stripe tokenization)
Regularly review and update user access permissions
Report any suspected data breaches within 24 hours
Use secure networks when accessing Toolfy remotely

6. Enforcement Actions

Warning (First Violation)

• Email notification with details of the violation
• 48-hour period to remedy the issue
• Account remains fully functional
• Guidance provided on how to comply

Temporary Suspension (Repeated/Serious Violations)

• Account access restricted for 24-72 hours
• Email/SMS services temporarily disabled
• Data remains accessible for viewing only
• Reinstatement after compliance verification

Permanent Termination (Severe Violations)

• Account permanently closed
• 30-day data export period before deletion
• No refund of prepaid subscription fees
• Immediate termination for illegal activities

7. Appeal Process

If you believe your account was suspended in error:

Email appeals@toolfy.io within 7 days of suspension
Include your account details and explanation
Provide any relevant evidence or documentation
We will review and respond within 48 hours
Decision can be escalated to senior management if needed

8. Reporting Violations

How to Report:

Abuse Reports:

Email: abuse@toolfy.io
Include screenshots/evidence
Describe the violation clearly

Security Issues:

Email: security@toolfy.io
Include technical details
We respond within 24 hours

9. Updates to This Policy

We may update this Acceptable Use Policy to reflect changes in our service or legal requirements. Material changes will be communicated via email 30 days before taking effect. Continued use of Toolfy after updates constitutes acceptance of the revised policy.

10. Contact Information

Policy Questions:

Email: legal@toolfy.io
Response time: 48 hours

Compliance Support:

Email: support@toolfy.io
We're here to help you succeed

✓ This policy helps keep Toolfy fast and secure for everyone

We're committed to supporting legitimate field service businesses while maintaining a safe platform.

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