Privacy Policy

This Privacy Policy explains what information Fieldsmith (“we,” “us”) collects, how we use it, who we share it with, and the choices you have. It applies to fieldsmith.work, the Fieldsmith application, the Fieldsmith iOS app, and related services.

The iOS app is a client of the same service: it signs you into the same account, talks to the same servers, and shows the same data as the website. Everything in this policy applies to it in full. The only things the app adds are the phone features described below — the camera and photo library, push notifications, and Face ID — each of which you choose to turn on.

1. Who this applies to

We process two kinds of personal data:

• Account data about you as a Fieldsmith customer (the business owner, crew members, and admins who log in). For this data we're the data controller.
• End-customer data about the customers, jobs, and payments that you track in your Fieldsmith workspace. For this data you're the data controller and we're a processor acting on your instructions. Our Data Processing Addendum (DPA) governs that relationship.

2. What we collect

Directly from you

• Account information: name, email, business name, password (hashed), role.
• Billing information: handled by Stripe. Stripe gives us a token and summary data (card brand, last four, expiry); we don't store card numbers.
• Content you put in the app: customer records, job details, invoices, notes, files you upload.
• Job photos: photos you choose to attach to a job, taken with the camera or picked from your photo library. We only receive the photos you pick — we never scan or upload your library. Photos are stored privately and shown only to people in your workspace.
• Support communications: emails you send us, feedback submitted through the in-app widget, and support threads you open in the app.

Automatically

• Usage and device data: pages visited, actions taken, browser type, device type, IP address, timestamps.
• Cookies and similar technologies: session cookies for authentication, preference storage, and anonymized analytics. We don't use advertising cookies.
• Push notification tokens: if you turn on notifications in the iOS app, Apple gives us a device token so we can send alerts to that phone — a new booking request, a job assigned to you, an invoice paid. The token identifies the phone, not your location. Turn notifications off and we stop sending; sign out and we delete the token.
• Crash and error reports: when something breaks, we receive an error report (through Sentry) with the technical details of what went wrong — the page, the error, the browser or device type — so we can fix it. These reports are not linked to your name.
• Location: we don't collect it. Neither the website nor the iOS app asks for your location. Job addresses are the ones you type in.

Face ID and Touch ID

If you turn on the app lock in the iOS app, iOS checks your face or fingerprint on the phone itself. We only learn whether the check passed. No biometric data ever leaves your phone or reaches us.

From third parties

• Payment events from Stripe (successful payments, refunds, disputes).
• Email delivery events from SendGrid (delivered, bounced, opened).

3. How we use your information

We use personal data to:

• Provide, maintain, and improve the service.
• Authenticate you, authorize access, detect and prevent fraud and abuse.
• Process payments and send invoices.
• Send service-related emails (trial expiry, billing, security alerts). These are not promotional.
• Send occasional product updates by email. You can opt out at any time.
• Respond to support requests and feedback, and investigate safety or policy issues.
• Comply with legal obligations and enforce our Terms.

We do not sell your personal data. We do not use your Customer Data or end-customer data to train AI models, and we require our AI sub-processor to do the same.

4. Legal bases (EEA, UK, Switzerland)

If you're in the EEA, UK, or Switzerland, we process personal data under these GDPR lawful bases:

• Contract — to deliver the service you signed up for.
• Legitimate interests — for analytics, security, fraud prevention, and product improvement.
• Consent — for optional features like marketing emails, push notifications, or the app lock. You can withdraw consent at any time.
• Legal obligation — to comply with applicable law (tax, accounting, responding to lawful requests).

5. Who we share it with (sub-processors)

We use vetted third-party service providers, all bound by data-protection terms. Each one sees only what it needs to do its job:

• Database and application hosting (Neon, Railway; U.S.) — where your workspace lives.
• Web hosting and content delivery (Vercel; U.S., global edge).
• Payment processing (Stripe; U.S.) — your subscription, and card and bank payments on your invoices.
• Email delivery (SendGrid; U.S.) — invoices, reminders, and account emails.
• Text messaging (Twilio; U.S.) — delivers the texts you send to customers who opted in (see section 14). Twilio receives the customer's phone number and the message.
• Maps and routing (Mapbox; U.S.) — we send job addresses to Mapbox to draw the map, work out drive times, and order your stops. Mapbox sees addresses, not who lives there.
• AI processing (Anthropic; U.S.) — for scheduling recommendations and for reading spreadsheets you import. Job and customer details are sent only for that request; we do not allow the provider to train on your data.
• Error monitoring (Sentry; U.S.) — crash and error reports, as described in section 2.
• Apple (U.S.) — delivers push notifications to the iOS app and handles Sign in with Apple if you use it.

Questions about any of them go to privacy@fieldsmith.work.

We share personal data with law enforcement or other authorities only when we're required to by law and after reviewing the request. We will tell you about a legal request unless legally prohibited.

6. International transfers

Fieldsmith is operated from the United States. If you access the service from outside the U.S., your data is transferred to and processed in the U.S. For transfers subject to GDPR or UK GDPR, we rely on Standard Contractual Clauses (SCCs) with our sub-processors and apply supplementary measures as needed.

7. Data retention

• Active accounts: we keep data for as long as your account is active.
• Cancelled accounts: we retain Customer Data for 30 days after cancellation so you can reactivate or export. After 30 days, we delete or anonymize, except where retention is required by law (for example, tax records) or for legitimate business purposes (for example, fraud prevention), in which case we limit the scope of retention.
• Deleted accounts: you can delete your account yourself from Settings → Advanced, in the iOS app or on the website. Your account closes right away and you have 30 days to change your mind by signing back in. After that we delete everything — customers, jobs, photos, notes, crew — except invoices, which are anonymized and kept for tax and accounting records.
• Job photos: kept with the job until you delete the photo, the job, or your account.
• Push notification tokens: deleted when you sign out of the app or turn notifications off.
• Crash and error reports: 90 days.
• Usage logs: up to 13 months.

8. Your rights

Depending on where you live, you may have the right to:

• Access the personal data we hold about you.
• Correct inaccurate personal data.
• Delete your personal data (“right to be forgotten”). You can do this yourself from Settings → Advanced — see section 7 for the 30-day grace period.
• Restrict or object to certain processing.
• Port your data to another service.
• Withdraw consent where we process on the basis of consent.
• Lodge a complaint with your local data-protection authority.

To exercise any of these rights, email privacy@fieldsmith.work. For end-customer data, please route requests through the Fieldsmith customer who controls it (they're the controller; we're the processor).

9. California residents (CCPA/CPRA)

California residents have additional rights: to know what personal data we've collected, to delete it, to correct it, to opt out of any “sale” or “sharing” of personal data (we do neither), and to limit use of sensitive personal data. We don't discriminate against you for exercising these rights. To submit a request, email privacy@fieldsmith.work.

10. Children

Fieldsmith isn't directed to children under 16, and we don't knowingly collect personal data from them. If you believe a child has given us personal data, contact us and we'll delete it.

11. Security

We use reasonable administrative, technical, and physical safeguards including TLS 1.2+ in transit, encryption at rest (AES-256) via our database provider, scoped access controls, audit logging, and regular dependency patching. No system is perfectly secure; if you discover a vulnerability, please report it to security@fieldsmith.work.

12. Breach notification

If we experience a data breach that affects your personal data, we'll notify you and applicable authorities without undue delay in line with applicable law (for GDPR, within 72 hours where required).

13. Changes to this policy

We may update this Privacy Policy. If we make material changes, we'll notify you by email or in-product notice at least 14 days before the change takes effect.

14. Text messaging (SMS)

Fieldsmith customers may use the service to send text messages to their own end-customers — for example, appointment and job reminders, “on the way” notifications, booking confirmations, and invoice or payment notifications. End-customers opt in by entering their mobile number and checking an unchecked-by-default consent box on the business’s public Fieldsmith booking page. Consent is optional, is not required to request service, and is given to the specific business the customer is booking with — Fieldsmith delivers the messages on that business’s behalf.

No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. Text messaging opt-in data and consent are not shared with any third parties. Phone numbers and SMS consent are used solely to deliver the messages the end-customer asked to receive. Messages are delivered through Twilio, our text-messaging provider, which receives the phone number and the message for that purpose only.

Message frequency varies and message and data rates may apply. Recipients can reply STOP at any time to unsubscribe, or HELP for assistance. For help, contact support@fieldsmith.work.

15. Contact

Email us at privacy@fieldsmith.work for privacy questions, or support@fieldsmith.work for anything else.