Privacy Policy

1. Information we collect

We collect the information needed to run the product and support your account.

• Account and profile details such as names, email addresses, phone numbers, and roles.
• Business and operational data such as branches, customers, work orders, estimates, invoices, schedules, time records, equipment details, notes, photos, attachments, service addresses, and signatures captured as part of a job.
• Content submitted for AI-assisted features, such as notes, technician-entered questions, prompts, job or project details, and uploaded or submitted materials.
• Payment-related details provided through third-party processors such as Stripe.
• Technical data such as IP addresses, browser and device information, app versions, identifiers, usage events, crash reports, and diagnostic logs needed to support authentication, troubleshooting, and product reliability. When enabled, mobile diagnostics through Sentry include your user ID, name, email, workspace, branch, and role to help investigate problems.
• Technician location data when GPS or location reporting features are enabled.
• Communication and notification data, including messages you send to support, demo requests, delivery records, and device push tokens used to deliver notifications.

Information comes from you, your workspace administrator and coworkers, the customers and service recipients whose records they enter, connected services you authorize, and your browser or device when you interact with FieldPrompt. We use only the information made available through the applicable feature and permissions.

3. How we share information

We do not sell customer data. We may share data with service providers that help us run the product, such as hosting, email, messaging, payment, logging, AI functionality, and infrastructure vendors. Service providers that support AI-assisted features may process technician-entered questions, user content, bounded work-order context, and app data to help deliver that functionality. We may also share information when required by law, to protect the service, or as part of a business transfer.

Authorized people in your workspace may see work records, technician updates, and location information according to their permissions. When you share an invoice, estimate, or other customer-facing link, its recipient can access the information made available through that link. Protect those links as you would the document itself.

Providers used by the service include Amazon Web Services for infrastructure, email, and AI processing; Stripe for payments; Google Maps and Places for maps and address lookup; and Sentry for mobile diagnostics when configured. The marketing website also uses Vercel Web Analytics, PostHog when configured, Resend for contact-form delivery, and Cloudflare Turnstile for abuse prevention. The data shared depends on the feature you use. For example, address lookup sends your search text to Google, and submitting the contact form sends your message and contact details to our email provider.

Mobile push notifications use Expo's notification service and the applicable Apple or Google delivery service. Delivery involves device push tokens and the notification content. Your device settings control whether notifications appear, including whether previews can be shown on the lock screen.

A provider's role depends on the service. A provider processing workspace data for us is different from a payment processor or connected service that also has its own legal obligations. Review the privacy notices for services you connect or visit, including Stripe and Google. Their independent records and retention may continue after you disconnect FieldPrompt. Contact legal@fieldprompt.com for questions about providers processing your data.

4. AI-assisted notes and FieldPrompt Assistant

When you use AI-assisted note creation, cleanup, or the AI Field Assistant, we may process the content you provide and bounded work-order context to draft, summarize, structure, improve, or suggest information. This may include technician-entered questions, work order titles or descriptions, job notes visible to the user, service location context, customer, job, site, branch, or technician context, items or materials, and photo metadata where relevant.

AI-generated suggestions may be inaccurate, incomplete, outdated, or not specific to the exact equipment model. Users are responsible for reviewing AI output and using professional judgment before relying on it, saving it, sharing it, or communicating it to customers. AI output is not a substitute for manufacturer manuals, equipment labels or data plates, safety procedures, code or licensing requirements, or qualified professional judgment.

The current AI integration uses Amazon Bedrock. Requests send the relevant input and context to that service for processing. Provider handling, including any safety or abuse-review retention, depends on the selected model, API, and configuration; this policy does not promise zero provider retention or that content can never be reviewed by authorized personnel. AWS describes its practices in its Bedrock data-protection documentation.

The content license in our terms does not authorize selling Customer content or using it to train general-purpose AI models. Content you choose to save as a note or other work record is retained with that record. AI usage and billing metadata can be retained separately for accounting, troubleshooting, and abuse prevention. Avoid including unnecessary personal or confidential information in prompts; do not submit full card numbers, security codes, passwords, or unrelated sensitive data.

Our AI use and oversight terms cover human review, bias, and reporting concerns. If an AI interaction discloses information you believe should not be available, contact legal@fieldprompt.com with the feature and date, without forwarding unnecessary copies of sensitive data.

5. GPS and technician location data

If your workspace uses technician location features, FieldPrompt may collect precise technician location data when location sharing is enabled, permission is granted, and the technician is clocked in with the app in the foreground. Location data is used to support dispatch, job coordination, technician safety, arrival and status visibility, operational reporting, and related branch workflows.

FieldPrompt is not intended for 24/7 employee surveillance. In the current mobile app, foreground location sharing is limited to clocked-in work sessions. When a technician is clocked out or logged out, the app does not report technician location.

FieldPrompt stores the latest technician location snapshot for dispatch and map visibility. The current feature does not store continuous raw route history. The latest snapshot is cleared when a shift is clocked out, including an office-forced clock-out. Otherwise it expires from map visibility after 24 hours and is removed from the active database by a cleanup task that runs every minute. If cleanup is interrupted, expired locations stay hidden and deletion resumes when service is restored. Technicians can deny or revoke location permission through their mobile operating system settings, but doing so may limit dispatch and map features. Your company is responsible for deciding when to enable location features and for communicating with technicians appropriately.

7. Retention, deletion, and security

We keep data for as long as it is reasonably needed to operate the service, meet legal obligations, resolve disputes, and maintain business records. We use practical security measures, but no system can promise perfect security.

• Account and workspace records support the active service and its history. Archiving a customer or work order preserves history; it is not a deletion request.
• Invoices, payment references, and relevant audit records may be retained for tax, accounting, fraud prevention, dispute handling, and other legal requirements.
• Security logs, diagnostics, support records, and AI usage records are retained according to their operational purpose, applicable configuration, and any legal hold. They do not all have the same retention period.
• Backups may contain earlier copies until their retention cycle ends. Information retained following a deletion request remains subject to applicable protection and use restrictions. Copies exported by your business or held independently by another provider are outside FieldPrompt's direct deletion controls.

We determine retention by the purpose and sensitivity of the information, whether the workspace remains active, legal requirements, and whether an ongoing dispute or security issue requires preservation. To ask about a category or request deletion, use the privacy request process below. We will explain applicable limitations when responding.

Retention depends on the record: work history and financial records may need to remain with the business even after an employee leaves, and security, audit, dispute, or legal records may need to be retained after an account closes. Deactivating a user, signing out, uninstalling the app, or disconnecting an integration does not itself delete server-side records. Contact us about the information you want removed so we can assess the request, applicable retention requirements, and any records controlled by your employer or service provider. We do not promise immediate deletion from every backup.

8. Your choices and privacy requests

Workspace admins can update account details and remove users through the product. You may also contact us using the email below to request access, correction, or deletion of personal data or your account. Include the email associated with the account, the workspace name, and what you want us to review; do not send your password or card details. We may need to verify your identity and coordinate with the business that controls the records. Depending on applicable law, you may have additional rights to obtain a copy of your data, object to or restrict processing, or withdraw consent. We assess requests under the laws that apply to you.

To start a request, email legal@fieldprompt.com with the subject “FieldPrompt privacy request”. Tell us whether you are a workspace user, a business administrator, or a customer of a business using FieldPrompt. You can contact us even if you can no longer sign in. This starts a request for review; it does not automatically delete your account or cancel a subscription.

You can manage camera, photo, location, and notification permissions in your device settings. Optional biometric unlock uses your device's authentication service; FieldPrompt does not receive your fingerprint or face template. See our Cookie and Tracking Disclosure for website analytics and browser storage information.

Where applicable law provides them, rights may include knowing the categories of personal information collected or disclosed, obtaining specific information or a portable copy, correcting inaccuracies, deleting information, and opting out of certain advertising, sale, or profiling activities. Some laws also allow an authorized agent and an appeal of a denied request. We may require proof of authority and proportionate identity verification. To appeal, reply to our response or email the legal address with “Privacy appeal” in the subject. We will respond within the deadlines required by applicable law and will not discriminate against you for exercising a protected privacy right. Exceptions can apply to legal obligations and other people's rights.