FieldStack

This Privacy Policy describes how FieldStack Ltd ("we", "our", or "us") collects, uses, and protects your information when you use the FieldStack platform (the "Service").

1. Information We Collect

We collect the following types of information:

Account information — name, email, phone number, company details
Business data — employee records, client details, property information, job schedules, quotes, invoices, and related operational data you enter into the Service
Portal user data — information provided by clients and employees who access the Service via their respective portals
Technical data — device type, browser, IP address, and usage logs
Payment data — processed by our payment partner (Merchant of Record); we do not store card details
Communications — emails, SMS, and WhatsApp messages sent through the Service on your behalf

2. How We Use Your Information

We use your information to:

Operate and provide the Service, including scheduling, quoting, invoicing, and CRM features
Send notifications, reminders, and portal access links on your behalf
Personalise your experience and improve the Service
Provide customer support
Communicate service updates and changes
Meet legal and regulatory obligations

3. Data Processing Roles

When you use FieldStack to manage employee and client data, you act as the data controller and we act as the data processor under UK GDPR. You are responsible for having a lawful basis to collect and process the personal data of your employees and clients.

4. Sharing

We share data only with trusted service providers under appropriate safeguards:

Clerk — authentication and user management
Convex — database and backend infrastructure
Resend — transactional email delivery
Twilio — SMS and WhatsApp delivery
Stripe / payment partners — payment processing
Vercel — hosting and deployment

We do not sell personal data to third parties.

We may disclose data if required by law or to protect our legal rights.

5. Cookies & Tracking

We use cookies and similar technologies for:

Authentication and session management
Security
Analytics and performance monitoring

You can manage cookies in your browser settings. Disabling certain cookies may affect Service functionality.

6. Data Retention

We retain data while your account is active and as needed for legal and operational purposes.

Upon account deletion or termination:

You may request a data export within 30 days
We will delete or anonymise your data within 90 days, except where retention is required by law

7. Security

We apply administrative, technical, and physical safeguards to protect your data, including:

Encryption of data in transit and at rest
Access controls and authentication
Regular security reviews

No system is 100% secure. Please use strong, unique credentials and report any security concerns to us immediately.

8. Your Rights

Under UK GDPR and applicable law, you may have the right to:

Access the personal data we hold about you
Request correction of inaccurate data
Request deletion of your data
Restrict or object to certain processing
Request data portability
Withdraw consent where processing is based on consent

To exercise these rights, contact us at the address below.

9. International Transfers

Your data may be processed in countries outside the UK (e.g., USA for cloud infrastructure). We use appropriate safeguards for cross-border transfers, including standard contractual clauses where required.

10. Children

The Service is not intended for use by individuals under 16. We do not knowingly collect data from children.

11. Changes

We may update this policy from time to time. Material changes will be communicated via the Service or by email. Continued use after changes means you accept the updated policy.

12. Contact

For privacy questions, data requests, or concerns, contact:

privacy@fieldstack.services

You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk.

By using the Service, you agree to this Privacy Policy.