Privacy Policy

1. Who this policy covers

• Customers: the contracting businesses that sign up for Fieldplate, and the owners, office staff and crew members they invite (“users”).
• Homeowners and other people a customer works with, whose details a customer enters into Fieldplate, and who may view an estimate, sign a contract, see photos or pay an invoice through the customer portal.
• Visitors to our public website, fieldplate.org.

2. Information we collect

Account information. Your name, email address, a password (which we store only as a one-way hash), your company’s name and address, phone number, license details and the trades you work in.

Customer Data. Everything a customer and its users put into Fieldplate: contacts and their addresses, phone numbers and email addresses; jobs, estimates, contracts, signatures, invoices and payment records; photos, documents and notes; messages; time entries; inventory; and data imported from other services. This often includes information about homeowners.

Location. When a user allows it in their browser, photos record where and when they were taken, and the time clock records location at clock-in and clock-out so a customer can confirm the crew was at the job. We do not track location in the background or between those moments.

Payment information. When a customer turns on card or bank payments, payment details are entered directly into the payment processor’s form. They go to the processor, not to us; we receive only a record of the payment, such as the amount, date, status and the last four digits of a card.

Technical information. Like most web services, our servers record the IP address, browser type, the pages and API requests made, times and error details. We use these logs to keep the service running and secure.

Messages to us. What you send when you email support.

3. How we use information

• To provide Fieldplate: store and show your data, generate documents, send the emails and texts you ask it to send, and sync with services you connect.
• To send service messages, such as invitations, password resets, security notices and notice of changes to these policies or to pricing.
• To answer support requests. When you ask for help, we may look at your account to fix the problem; the app shows your organization when a support session is open.
• To keep the service secure, prevent abuse and fraud, and debug problems.
• To understand how the service is used in aggregate (for example, how many jobs are created each week) so we can improve it.
• To comply with the law and enforce our Terms of Service.

The AI assistant. Some plans include the Fieldplate Assistant, a setup helper that answers questions and, when the user confirms, makes changes on their behalf. When someone uses the assistant, the conversation and the records it looks up to answer are sent to Anthropic, a US company, to write the reply. Anthropic does not use them to train its models. What is sent is the conversation itself and the records the assistant reads to answer it — for example the jobs, customers or settings it looks up — and only what the user’s own role could see. Anthropic processes this as our subprocessor, keeps it only for a limited period for abuse monitoring, and does not use it to train its models. We store the conversation in Fieldplate, with what each answer cost, so the user can read it back and the account owner can see usage; a user can delete their conversations. An account owner can turn the assistant off for their organization, or for particular roles, under Settings → Assistant. When a company turns on photo tagging, a small copy of each new photo is sent to Anthropic to suggest a phase and tags; photos marked private to the customer are never sent, and Anthropic does not use them to train its models. Nothing is sent to Anthropic unless someone uses the assistant or the company has turned photo tagging on.

We do not sell personal information, and we do not share it for cross-context behavioral advertising. We do not use Customer Data for our own marketing, and we do not contact a customer’s homeowners except to deliver messages the customer sends through the service.

4. Customer Data belongs to the customer

The contractor owns its Customer Data and decides what goes into Fieldplate and what is sent to its homeowners. For information about homeowners and other people in Customer Data, we act as a service provider (a “processor”) for the contractor: we process it on the contractor’s behalf and under its instructions, and we do not use it for any other purpose.

If you are a homeowner and want to see, correct or delete information a contractor has stored about you, please contact that contractor. If you contact us instead, we will pass your request to them and help them respond.

5. Texts and emails to homeowners

Contractors can use Fieldplate to send homeowners messages about their job, such as an estimate ready to review, an appointment reminder, a signed contract, an invoice or a link to the customer portal. These messages are sent on the contractor’s behalf, and the contractor is responsible for having the homeowner’s consent to receive them.

• Text messages are sent only when a contractor has turned texting on. Message frequency varies with the job. Message and data rates may apply.
• Reply STOP to any text to stop receiving texts from that contractor through Fieldplate, and HELP for help. We record opt-outs and the service will not text that number again for that contractor unless the person opts back in.
• To stop emails, follow the instructions in the email or ask the contractor.
• We do not share mobile phone numbers or text-message consent with third parties or affiliates for their marketing.

6. Who we share information with

We share information only in these cases:

• Within the customer’s organization. Users see the data their role allows. Homeowners see only what a contractor shares with them through the portal.
• Service providers (subprocessors) that host and run parts of Fieldplate for us, listed below. They may use the information only to provide their service to us.
• Services a customer connects. When a customer connects an integration (for example QuickBooks Online or CompanyCam), we exchange data with it as the customer directs.
• Legal reasons. When required by law, subpoena or court order, or when needed to protect the rights, property or safety of our users, the public or us. Where the law allows, we will tell the affected customer first.
• A business transfer. If Austin Beck Technologies or Fieldplate is sold or merged, information may transfer to the new owner, which must honor this policy. We will notify customers before that happens.

7. Subprocessors

These providers host or run Fieldplate for every customer. All process data in the United States.

• Fly.io — Hosting for the Fieldplate application servers.
• Neon — The PostgreSQL database that holds account and Customer Data.
• Cloudflare — R2 object storage for photos, documents and generated PDFs; DNS.
• Upstash — Redis, used for background job queues and short-lived caching.
• Our email relay — Delivering email the service sends, such as invitations, password resets and estimates.

These are used only when a customer turns on the feature that needs them or connects the service:

• Payment processor (Stripe) — Card and bank payments, when payments are turned on.
• Mapbox — Base maps and aerial imagery, when an organization chooses it over our own maps.
• Twilio — Text messages, when texting is turned on.
• Intuit QuickBooks Online — Accounting sync, when an organization connects it.
• Google Solar API — Automatic roof measurements from aerial imagery, when turned on.
• CompanyCam — Importing existing photos, when an organization connects it.
• Anthropic — The Fieldplate Assistant’s language model, when an organization’s plan includes the assistant and someone uses it. Not used to train models.

Signed-in account owners can also see the current list under Settings → Legal. We will update this list before adding a new subprocessor that stores Customer Data.

8. Cookies

The Fieldplate app uses only the cookies it needs to keep you signed in and to protect your session. The public website at fieldplate.org sets no cookies. We count page views by day, path and referring site on our own server; no cookies, no IP addresses, no third-party analytics. We do not use advertising or social-media tracking cookies or pixels.

The app may also keep small preferences in your browser’s local storage, such as which help tips you have already seen. You can clear these at any time in your browser.

9. How long we keep information, and exporting it

• We keep Customer Data for as long as the customer’s account is open.
• Account owners can download a full export of their organization’s data from the app at any time, or ask us for one.
• When an account is closed, we keep its data for 30 days so it can be exported, then delete it from our live systems. Copies in backups are overwritten on a rolling basis and are gone within a further 30 days.
• Server logs are kept for a limited time, normally no more than 90 days.
• We keep records of which version of our Terms and this policy an organization accepted, and billing records, for as long as the law requires or we need them to resolve disputes.

10. Security

All connections to Fieldplate are encrypted with TLS, and our database and file storage providers encrypt data at rest. Each organization’s data is kept separate at the database level, passwords are stored only as hashes, and the database is backed up every day. Access to production systems is limited to the people who operate the service.

No system is perfectly secure. If we learn of a breach that affects your information, we will notify you as required by law, and without unreasonable delay.

11. Your choices and rights

You can view and correct your account information in the app at any time. You can also ask us for a copy of your personal information, ask us to correct or delete it, or ask how we use it, by emailing support@fieldplate.org with “Privacy request” in the subject. We will confirm your identity before acting and respond within 45 days.

Residents of some states, including California, have additional rights under state privacy laws, such as the right to know, delete and correct personal information and to opt out of its sale or sharing. We do not sell or share personal information as those laws define it. You may use an authorized agent to make a request, and we will not treat you differently for exercising any of these rights.

Requests about homeowner information in a contractor’s account are handled by that contractor, as described in section 4.

12. Children

Fieldplate is a tool for businesses and is not meant for anyone under 18. We do not knowingly collect personal information from children under 13. If you believe a child has given us information, contact us and we will delete it.

13. Where information is stored

Fieldplate is operated from the United States, and information is stored and processed in the United States. If you use it from elsewhere, your information will be transferred to the United States.

14. Changes to this policy

When we change this policy we will post the new version here with a new “Last updated” date. If a change is material, we will tell account owners by email or in the app before it takes effect, and the app will ask for the new version to be accepted.

15. Contact

Questions about this policy or about your information: support@fieldplate.org. Austin Beck Technologies, Missouri, United States.