Privacy Policy

FieldFlow LLC ("FieldFlow," "we," "us," or "our") operates the FieldFlow mobile application and the fieldflowusa.com website. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our services.

1. Information We Collect

Account Information

When you create an account, we collect your name, email address, phone number, business name, and business address. If you add team members, we collect their names, email addresses, and phone numbers.

Customer Data

You may store information about your customers in FieldFlow, including names, addresses, phone numbers, email addresses, and service history. You are the data controller for your customer data and are responsible for obtaining appropriate consent from your customers.

Payment Information

We use Stripe to process payments. When you or your customers make a payment, Stripe collects payment card details directly. We do not store full credit card numbers on our servers. We use Stripe for payments, analytics, and other business services. Stripe may collect personal data including via cookies and similar technologies. For details, see Stripe's privacy policy.

Location Data

FieldFlow does not track your device's location. When someone signs a document through FieldFlow in a web browser (a customer on a signing link, or you in the web app), the browser may ask to share the device's location. If it is allowed, the device's coordinates are recorded with the signature in the signed document's audit trail, along with the IP address and browser the signature came from. We do not work out a location from the IP address, and signing in the FieldFlow phone app records no location. You can decline the browser's prompt, or withdraw location permission in your browser at any time, and still sign.

SMS Communications

FieldFlow LLC currently sends text messages only to FieldFlow account users, through its FieldFlow Alerts program: a one-time code to verify the mobile number an account owner or admin enters in Settings, one welcome text once it is verified, and the alerts about their own business that they turn on (estimate approvals, payments received and a daily overdue summary). We collect the mobile number you enter, the record of your consent (when you agreed and to what), and the history of texts sent to you and of your STOP, START and HELP replies. We use them only to send these texts and to honor your choices. Message and data rates may apply. Reply STOP to stop and HELP for help, or turn alerts off in Settings. Program details: fieldflowusa.com/sms.

FieldFlow does not currently send text messages to your customers. When you choose "Text from my phone", the text is sent by you from your own phone; FieldFlow only fills in the words and does not send it.

We use Twilio to deliver these texts; Twilio processes phone numbers and message content to deliver them. For details on how Twilio handles data, see Twilio's privacy policy.

We do not sell or share your SMS opt-in data or personal information with third parties for marketing purposes. No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. All categories of mobile information are excluded from being sold or shared.

Usage Data

We may use PostHog for product analytics. When it is turned on, we record how the app and website are used (which screens are opened and which features are used, with device type, operating system and app version). In the app, these records are linked to your FieldFlow account's internal ID and your business's, with only business-level details such as its trade, team size and plan. We send PostHog no names, email addresses, phone numbers, street addresses, amounts or your customers' data, and we ask it not to look up a location from your IP address. On the web app, PostHog may record screen sessions to help us fix problems; everything you type and all text and images on screen are masked in those recordings. The phone app does not record sessions. We honour your browser's Do Not Track setting on the web app and the website, and we never load analytics on the pages your customers open from a FieldFlow link (invoices, estimates, signing, reviews) or on invitation and sign-in links.

We use Sentry for crash and error reports from the web app and the phone app. A report carries the technical details needed to fix the error (such as the device, browser or app version, and what the app was doing). Sign-in tokens and other secrets in web addresses are removed from web app reports before they are sent.

Cookies and Similar Technologies

The fieldflowusa.com website does not set cookies for analytics: its analytics keep nothing on your device. To credit the right campaign or link when you sign up, the website remembers which campaign or link brought you there (for example, its utm tags or referral code), the first page you visited and the website that linked to you, for that browser tab only (in its session storage, which your browser clears when the tab is closed), and adds them to the sign-up link you click. The sign-up page keeps them in your browser's local storage until your business is set up (they are ignored after 30 days) and saves them with your new business account.

The web app stores what it needs to keep you signed in and remember your preferences in your browser's cookies and local storage and, if analytics are turned on, an identifier for PostHog in local storage. You can clear these through your browser settings.

Support Requests

When you send us a request through the help form on our support page, we store what you send (your name, email address, business name if you give one, topic and message) plus a one-way hash of your IP address and a shortened description of your browser, so we can answer you and prevent abuse. We email the request to our support inbox, and may email you an acknowledgement, through Resend. We keep support requests for 2 years and then delete them. A support request is separate from any business account, so deleting a FieldFlow business does not remove it; email privacy@fieldflowusa.com to have it deleted sooner.

2. How We Use Your Information

We use the information we collect to:

• Provide, maintain, and improve our services
• Process transactions and send related notifications
• Send appointment reminders and invoice notifications on your behalf
• Provide customer support and respond to your requests
• Analyze usage patterns to improve the product
• Detect, prevent, and address fraud, abuse, or technical issues
• Send you product updates and marketing communications (which you can opt out of at any time)
• Comply with legal obligations

3. How We Share Your Information

We do not sell your personal information. We share information only in the following circumstances:

• Service providers: We share data with third-party providers who perform services on our behalf: Stripe (payment processing and our own billing), Twilio (SMS delivery), Resend (email delivery), Anthropic (the Flow AI assistant), Supabase (database and file hosting), Vercel (website and web app hosting), Expo (mobile push notifications), Google (Sign in with Google), Apple (Sign in with Apple), Intuit (QuickBooks, only if you connect it), PostHog (product analytics, if enabled) and Sentry (crash and error reports). These providers are contractually required to protect your data.
• Your customers: When you send invoices, estimates, or appointment reminders through FieldFlow (by email), relevant information is shared with your customers.
• Legal requirements: We may disclose information if required by law, regulation, legal process, or governmental request.
• Business transfers: In the event of a merger, acquisition, or sale of assets, your data may be transferred as part of that transaction.

4. Data Retention

We retain your account data for as long as your account is active.

• If your trial or subscription ends: your account becomes read-only and we keep your data for 90 days so you can come back. After 90 days, we begin the deletion process, which is completed within 30 additional days.
• If you pause your account: you are not billed, your account is read-only, and we keep your data until you resume or delete your account. Paused accounts are kept until the owner deletes them. We will email you once a year to remind you that your paused account is still there.
• If you delete your account: the account owner can delete the business account at any time from Settings in the app or on the web. Deletion can be undone for 30 days; after that, the account and its data are permanently deleted. A team member who deletes their own account leaves the business; records they created for the business (such as jobs or time entries) stay with that business.

When a business account is deleted, all of its data, including invoices, estimates and payment records, is permanently deleted at the end of the 30-day window. You are responsible for keeping your own business and tax records: you can download all of your data at any time from Settings, including during the 30 days after you ask to delete your account, and card payments also remain in your own Stripe account. We keep only a minimal record of your FieldFlow subscription (for example, our own billing history) as required for our accounting.

A data download you create is kept for 7 days, then deleted; you can create a new one at any time while your account exists.

5. Data Security

We implement industry-standard security measures to protect your data, including encryption in transit (TLS 1.2+), encryption at rest, row-level security on our database, and regular security audits. However, no method of electronic transmission or storage is 100% secure, and we cannot guarantee absolute security.

6. Your Rights

You have the right to:

• Access the personal information we hold about you
• Correct inaccurate or incomplete information
• Delete your account and personal information, directly from Settings in the app or on the web (subject to legal retention requirements)
• Download an export of your data in a portable format, at any time from Settings
• Opt out of marketing communications
• Decline or withdraw location permission in your browser at any time; signing works without it

You can download your data (Download all my data) and delete your account (Delete account) yourself from Settings › Account in the app or on the web. For anything else, or if you can't sign in, email us at privacy@fieldflowusa.com.

7. California Privacy Rights (CCPA)

If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA):

• Right to know: You can request details about the categories and specific pieces of personal information we have collected about you in the past 12 months.
• Right to delete: You can request that we delete personal information we have collected from you, subject to certain exceptions.
• Right to opt out: We do not sell personal information. If this practice changes, we will provide an opt-out mechanism.
• Right to non-discrimination: We will not discriminate against you for exercising your CCPA rights.

To submit a CCPA request, email privacy@fieldflowusa.com, or use Download all my data and Delete account in Settings › Account. We will verify your identity before fulfilling any request.

8. Children's Privacy

Our services are not directed to individuals under the age of 16. We do not knowingly collect personal information from children. If we learn that we have collected information from a child under 16, we will delete it promptly.

9. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by posting the updated policy on our website and, where appropriate, by email. Your continued use of our services after changes are posted constitutes acceptance of the updated policy.

10. Contact Us

If you have questions about this Privacy Policy or our data practices, contact us at:

• Email: privacy@fieldflowusa.com
• Mail: FieldFlow LLC, Santa Cruz, CA