Privacy Policy

1. Introduction

FieldClerk Inc. ("we," "us," or "our") provides a construction document automation platform. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our platform at www.fieldclerk.com and related services.

By using our services, you agree to the collection and use of information in accordance with this Privacy Policy.

2. Information We Collect

Information You Provide Directly

• Account Information: Name, email address, company name, phone number, and billing information
• Documents: Construction documents, purchase orders, and related files you upload to our platform
• Communications: Messages, support requests, and feedback you send to us

Information We Collect Automatically

• Usage Data: How you interact with our platform, features used, and time spent
• Technical Data: IP address, browser type, device information, and operating system
• Log Data: Server logs, error reports, and system performance data

Information from Third Parties

• Integration Data: Information from your systems and databases used for integrations when you authorize connections
• Service Providers: Information from our hosting and infrastructure service providers

3. How We Use Your Information

We use collected information to:

Provide Our Services

• Process and extract data from your documents
• Integrate with your existing systems and software
• Generate reports and export data as requested
• Provide customer support and technical assistance

Improve Our Platform

• Analyze usage patterns to enhance features and performance
• Develop new functionality and services
• Conduct research and development activities
• Use de-identified and aggregated data to train and improve our AI models and document processing algorithms (we do not use your identifiable documents or data for AI training)

Business Operations

• Communicate with you about your account and services
• Send important updates, security alerts, and administrative messages
• Process payments and manage billing
• Comply with legal obligations and protect our rights

4. How We Share Your Information

We do not sell, trade, or rent your personal information. We may share information in the following circumstances:

With Your Consent

• When you explicitly authorize us to share information with third parties
• When connecting to your management systems or other integrated platforms

Service Providers

We work with trusted third-party service providers who assist in operating our platform, including:

• Cloud infrastructure and hosting (Vercel, Cloudflare, Supabase)
• Payment processing (Stripe)
• Analytics and monitoring services
• AI and machine learning services

These providers are contractually obligated to protect your information and use it only for the services they provide to us. A complete list of subprocessors is available upon request at info@fieldclerk.com.

Legal Requirements

We may disclose information when required by law, regulation, legal process, or governmental request, or to protect our rights, property, or safety.

Business Transfers

In the event of a business transfer, your information may be transferred as part of that transaction.

5. Data Security

We implement appropriate technical and organizational measures to protect your information:

Technical Safeguards

• Data encryption in transit and at rest
• Secure authentication and access controls
• Regular security monitoring and updates
• Backup and recovery procedures

Organizational Safeguards

• Access limited to authorized personnel only
• Employee training on data protection practices
• Incident response procedures
• Regular security assessments

Limitations

While we strive to protect your information, no method of transmission over the internet or electronic storage is 100% secure. We cannot guarantee absolute security.

6. Data Retention

We retain your information for as long as necessary to provide our services and fulfill the purposes outlined in this Privacy Policy:

• Account Data: Retained while your account is active
• Document Data: Retained according to your subscription terms and data retention settings
• Usage Data: Typically retained for up to 2 years for analytical purposes
• Legal Compliance: Some data may be retained longer to comply with legal obligations

Upon termination of your account, we will delete or anonymize your personal information within 30 days, unless longer retention is required by law.

7. Your Privacy Rights

Depending on your location, you may have the following rights regarding your personal information:

Access and Portability

• Request copies of your personal information
• Export your data in a commonly used format

Correction and Updates

• Update or correct inaccurate personal information
• Modify your account settings and preferences

Deletion

• Request deletion of your personal information
• Close your account and remove associated data

Restriction and Objection

• Limit how we use your personal information
• Opt out of marketing communications

To exercise these rights, contact us at info@fieldclerk.com. We will respond to your request within 30 days.

8. Cookies and Tracking

Our platform uses cookies and similar technologies to:

Essential Cookies

• Authentication cookies (Supabase) to maintain your login session
• Security cookies to protect against fraud and unauthorized access

Analytics Cookies

• Google Analytics to understand how users interact with our platform
• Usage tracking to improve features and performance

You can control cookies through your browser settings, though disabling essential cookies may affect platform functionality.

9. Children's Privacy

Our services are not intended for individuals under 18 years of age. We do not knowingly collect personal information from children. If we become aware that we have collected information from a child, we will take steps to delete it promptly.

10. Geographic Scope

Our services are currently available only to users located in the United States. We do not currently serve users in the European Union or other international jurisdictions. If you are located outside the United States, please contact us.

11. Changes to This Privacy Policy

We may update this Privacy Policy periodically to reflect changes in our practices or applicable laws. We will notify you of significant changes by:

• Posting the updated policy on our website
• Sending email notifications to registered users
• Providing notice within our platform

Continued use of our services after changes become effective constitutes acceptance of the updated Privacy Policy.

12. Contact Information

If you have questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:

This Privacy Policy is governed by the laws of Delaware, United States.