Privacy Policy

1. Scope and who we are

This Privacy Policy explains how FieldVero LLC (“FieldVero,” “we,” “us,” or “our”) handles personal information across our websites, applications, support, and related business services (collectively, the “Service”). It does not cover a third party’s service or a FieldVero customer’s independent privacy practices.

2. Our privacy role

FieldVero acts as a controller or business for account, website, billing, security, sales, and support information we determine how to use. For information a business customer places in its workspace (“Customer Data”), FieldVero generally acts as that customer’s processor or service provider and follows the customer’s documented instructions. The customer controls its workspace, determines why Customer Data is collected, and is responsible for required notices, permissions, and requests from its employees, clients, occupants, vendors, and other individuals.

If your information is in a customer workspace, direct your request to that customer first. We will assist the customer as required by contract and applicable law.

3. Information we collect

3.1 Account and business information

• name, business email, phone number, role, company, workspace, and login information;
• subscription, transaction, invoice, tax, and billing-contact information;
• support requests, survey responses, feedback, and communications with FieldVero; and
• identity and authority information needed to administer an account or respond to a request.

3.2 Customer Data and field-work information

• clients, contacts, service locations, systems, assets, work orders, estimates, invoices, and contracts;
• inspection results, deficiencies, testing records, signatures, notes, photos, documents, floorplans, scans, and messages;
• workforce profiles, assignments, roles, certifications, emergency contacts, time records, and availability; and
• location information used for enabled navigation, dispatch, arrival, or on-duty workflows.

3.3 Integrations and communications

When a customer enables an integration, we receive and send the information needed to perform the requested connection, such as identity tokens, contact details, email or calendar metadata, accounting records, file references, payment status, and delivery results. We do not place passwords or secret tokens in this public policy.

3.4 Google Workspace user data

Google sign-in gives FieldVero the basic account identity information a user approves, such as name, email address, and profile information. Connecting Gmail or Google Calendar is a separate, optional action available to a signed-in user. When Gmail is connected, FieldVero may access the user's email address, message metadata, message content, attachments, labels, and mailbox state. When Google Calendar is connected, FieldVero may access event details needed to create, find, update, or remove FieldVero service and inspection events.

We use this Google user data only for user-facing FieldVero features the user enables: signing in; synchronizing and opening customer messages and attachments in the Service Inbox; matching messages to clients and jobs; sending replies; applying user-directed read, unread, label, trash, or restore actions; and keeping FieldVero service or inspection events aligned with the user's calendar. If a user expressly requests an AI-assisted reply draft, the selected message context may be sent to the configured AI service provider solely to produce that draft for the user's review.

FieldVero stores connection credentials in its managed secret system and stores synchronized messages, attachments, and calendar references as Customer Data only as needed to provide the enabled features. We do not sell Google user data, use it for advertising or credit decisions, provide it to data brokers or information resellers, or use it to train or improve generalized AI or machine-learning models. We disclose Google user data only to service providers necessary to deliver an enabled user-facing feature, when the user or customer directs the disclosure, or when Section 6 permits a legal or security disclosure.

A user can disconnect Gmail or Google Calendar at any time. Disconnecting removes FieldVero's stored connection credential and stops future access. Information already synchronized into a workspace remains subject to the customer's workspace retention and deletion controls and the rules in Section 10. Users and customer administrators may also request deletion as described in Section 11.

FieldVero's use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including its Limited Use requirements.

3.5 Device, usage, and diagnostic information

• IP address, browser, operating system, device and app identifiers, app version, and language;
• pages, features, actions, timestamps, referring pages, session events, and performance information;
• authentication, audit, notification, security, error, and support diagnostics; and
• cookies, local storage, and similar technologies used for sessions, preferences, security, and analytics.

4. How we use information

We use information to:

• provide, synchronize, personalize, maintain, and support the Service;
• authenticate users, administer workspaces, and enforce permissions;
• process subscriptions and transactions and maintain business records;
• send requested messages, job communications, notifications, and service notices;
• operate integrations and features a customer or user enables;
• detect abuse, investigate incidents, troubleshoot failures, and protect the Service;
• understand performance and usage and improve our products and support; and
• comply with law, enforce agreements, and establish or defend legal claims.

We do not use precise field location, private photos, documents, scans, or technician diagnostics for cross-context behavioral advertising.

5. AI-assisted processing

When a user requests an AI-assisted feature, FieldVero may send the selected prompt, record, image, document, or relevant context to a configured AI provider to produce the requested result. We limit that processing to operating, securing, evaluating, and supporting the feature. AI results require human review and should not be treated as authoritative safety, code, legal, or professional advice. FieldVero does not use Customer Data to train general-purpose AI models unless the customer expressly agrees in a separate written arrangement. Google Workspace user data is never used for that purpose.

6. When we disclose information

We may disclose information in the following circumstances:

• Service providers: infrastructure, database, storage, payment, analytics, communications, mapping, identity, security, support, and AI providers that help operate the Service.
• Customer-directed recipients: users, clients, vendors, authorities, and integrations to which the customer asks us to send records or communications.
• Legal and safety: when reasonably necessary to comply with law or legal process, enforce agreements, investigate fraud or abuse, or protect rights, safety, systems, and users.
• Business transactions: in connection with financing, diligence, reorganization, merger, acquisition, or sale, subject to appropriate confidentiality and legal requirements.
• With permission: when the relevant person or customer directs or consents.

Provider categories may include payment processors such as Stripe; hosting, delivery, and performance services; Google or Microsoft services enabled by a customer; mapping and messaging providers; abuse prevention tools such as hCaptcha; and configured AI providers. The providers used for a particular workflow depend on the customer’s plan, configuration, and integrations.

7. No sale or behavioral-advertising sharing

FieldVero does not sell personal information or share it for cross-context behavioral advertising as those terms are defined by California law. We do not knowingly sell or share personal information of anyone under 18. Because there is no uniform standard for browser “Do Not Track” signals, the Service does not currently respond to them. We will honor legally required opt-out preference signals if our practices become subject to such a requirement.

8. Cookies and similar technologies

We use cookies, local storage, and similar technologies for sign-in, security, user preferences, feature operation, analytics, and performance. Browser controls can limit cookies, but blocking essential storage may prevent sign-in or other Service features. We do not use private Customer Data from field workflows to create advertising profiles.

9. Security

We use reasonable administrative, technical, and organizational safeguards designed for the nature of the information and Service, including access controls, authentication, logging, backups, software maintenance, and provider security controls where appropriate. Customers also control important safeguards, including user access, roles, devices, exports, integrations, and the information they choose to collect. No internet service or storage system is completely secure, so we cannot guarantee absolute security.

10. Retention and deletion

We retain information for as long as reasonably needed to provide the Service, follow customer instructions, secure the platform, comply with law, resolve disputes, and maintain appropriate business records. Retention varies by data type, customer settings, contract, legal duty, and backup cycle. Deleted data may remain for a limited period in restricted backups or logs before ordinary expiration.

FieldVero applications may temporarily store assigned work, drafts, photos, and exports on a device to support offline work. Users and customer administrators should secure devices and use available sign-out, wipe, discard, or account-removal controls when access ends.

11. Privacy rights and choices

Depending on where you live and subject to legal exceptions, you may have rights to request access, correction, deletion, restriction, objection, portability, or withdrawal of consent. You may also unsubscribe from marketing email through the message link while still receiving necessary service or transaction notices.

Send requests about information FieldVero controls to privacy@fieldvero.com. We may verify your identity and authority and will respond within the time required by applicable law. If we process the information for a customer, we may direct the request to that customer or assist it in responding.

12. California privacy notice

California residents may have rights to know the categories, sources, purposes, and recipients of personal information; request specific information; correct inaccurate information; delete certain information; limit certain uses of sensitive personal information; and receive equal service after exercising a right. The categories described in Section 3 are collected from users, customers, integrations, devices, and service providers for the purposes in Section 4 and disclosed as described in Section 6. FieldVero does not discriminate for exercising an applicable privacy right. An authorized agent may submit a request where California law permits, subject to verification.

13. International users

Information may be processed in the United States and other countries where FieldVero or its providers operate. Where required, we rely on contractual or other lawful transfer mechanisms. For people in the European Economic Area or United Kingdom, our legal bases may include performing a contract, legitimate interests in operating and securing the Service, consent, and compliance with legal obligations. You may also have a right to complain to your local data-protection authority.

14. Age limits

The Service is designed for businesses and is not directed to people under 18. Account users must be adults. A customer may place information about other people in Customer Data only when it has a lawful reason and the required authority to do so.

15. Changes to this policy

We may update this Privacy Policy to reflect changes in the Service, law, or our practices. We will post the revised policy with a new “Last updated” date and provide additional notice when a change is material and applicable law requires it. Changes apply prospectively.

16. Contact

Contact FieldVero LLC at privacy@fieldvero.com about this policy or our privacy practices. Mailing details for formal privacy correspondence are available upon a valid request. Our contractual rules are in the Terms of Service.