1. Information We Collect
1.1 Information You Provide
Account Information. When you create an account, we collect your name, email address, phone number, company name, job title, and billing information.
Customer Data. Information you and your authorized users upload or enter into the Services, including safety records, inspection reports, certifications, permits, equipment logs, incident reports, employee names, training records, and jobsite documentation.
Communications. Information you provide when you contact our support team, submit feedback, or otherwise communicate with us.
1.2 Information Collected Automatically
Usage Data. We collect information about how you interact with the Services, including features used, pages viewed, actions taken, timestamps, and session duration.
Device and Browser Information. We collect device type, operating system, browser type, IP address, and general location, such as city or region level location derived from IP address.
Cookies and Similar Technologies. We use cookies, pixels, and similar technologies to maintain sessions, remember preferences, and analyze usage patterns. See Section 7 for more details.
1.3 Information from Third Parties
We may receive information from third-party services you integrate with FieldScout, such as single sign-on providers or calendar integrations, or from publicly available sources for business contact purposes.
2. How We Use Your Information
We use the information we collect to:
- Provide, maintain, and improve the Services.
- Process transactions and send related information, such as confirmations, invoices, and technical notices.
- Respond to your requests, comments, and questions.
- Send administrative messages about your account, security alerts, and policy updates.
- Send marketing communications, with your consent or where permitted by law.
- Monitor and analyze usage trends to improve user experience.
- Detect, investigate, and prevent fraudulent or unauthorized activity.
- Comply with legal obligations and enforce our agreements.
- Create de-identified or aggregated data for analytics and benchmarking that cannot reasonably identify you or any individual.
3. How We Share Your Information
We do not sell your personal information. We share information only in the following circumstances:
3.1 Service Providers (Subprocessors)
We share information with third-party vendors who perform services on our behalf, such as cloud hosting, payment processing, email delivery, analytics, spam and abuse prevention, and customer support. These providers are contractually obligated to protect your information and use it only for the services they provide to us. You can request current subprocessor information by contacting privacy@fieldscout.io.
3.2 Within Your Organization
If you use the Services as part of a company account, your account administrator and other authorized users within your organization may access your information as permitted by your organization's settings.
3.3 Business Transfers
If FieldScout is involved in a merger, acquisition, bankruptcy, or sale of assets, your information may be transferred as part of that transaction. We will notify you of any such change and any choices you may have.
3.4 Legal Requirements
We may disclose information if required by law, subpoena, court order, or government request, or if we believe in good faith that disclosure is necessary to protect our rights, protect your safety or the safety of others, investigate fraud, or respond to a government request.
3.5 With Your Consent
We may share information for other purposes with your explicit consent.
4. Your Privacy Rights
4.1 All Users
Regardless of your location, you may:
- Access and export your data through the platform's built-in tools or by contacting us.
- Update inaccurate information in your account settings.
- Request deletion of your account and associated data by contacting support@fieldscout.io.
- Opt out of marketing emails using the unsubscribe link in any marketing message or by updating your preferences.
4.2 California Residents (CCPA/CPRA)
If you are a California resident, you may have the following rights under the California Consumer Privacy Act and California Privacy Rights Act:
Right to Know
You may request that we disclose the categories and specific pieces of personal information we have collected about you, the sources of collection, the purposes for collection, and the categories of third parties with whom we share it.
Right to Delete
You may request that we delete your personal information, subject to certain exceptions, such as legal obligations, completing transactions, and security purposes.
Right to Correct
You may request that we correct inaccurate personal information.
Right to Opt Out of Sale/Sharing
We do not sell your personal information or share it for cross-context behavioral advertising.
Right to Limit Use of Sensitive Personal Information
We do not use sensitive personal information for purposes beyond those permitted under the CCPA.
Right to Non-Discrimination
We will not discriminate against you for exercising your privacy rights.
To submit a request, email privacy@fieldscout.io. We will verify your identity before processing your request. You may designate an authorized agent to submit requests on your behalf with proper verification.
We will respond to verifiable requests within 45 days. If we need additional time, up to 45 more days, we will notify you of the reason and extension period.
4.3 Other U.S. State Privacy Laws
Residents of Virginia, Colorado, Connecticut, Utah, and other states with comprehensive privacy laws may have similar rights to access, correct, delete, and opt out. To exercise these rights, contact privacy@fieldscout.io.
4.4 International Users
If you are located outside the United States, please be aware that your information will be transferred to and processed in the United States. If you require additional safeguards, such as Standard Contractual Clauses for GDPR compliance, please contact us to discuss a Data Processing Addendum.
5. Data Retention
We retain your information for as long as your account is active or as needed to provide the Services. After account termination:
- We retain Customer Data for 30 days to allow for data export.
- Following the retrieval period, we delete or de-identify Customer Data within 60 days, except as required to comply with legal obligations, resolve disputes, or enforce our agreements.
- Backup copies may persist for up to 90 days after deletion from production systems.
For information on regulatory retention requirements for safety records, such as OSHA recordkeeping, please refer to applicable regulations. You are responsible for maintaining independent copies as required by law.
6. Data Security
We implement technical and organizational measures designed to protect your information, including:
- Encryption of data in transit (TLS 1.2+) and at rest (AES-256)
- Access controls and authentication requirements
- Regular security assessments and monitoring
- Employee training on data protection
- Incident response procedures
While we take reasonable precautions, no method of transmission or storage is completely secure. If you believe your account has been compromised, contact us immediately at security@fieldscout.io.
7. Cookies and Tracking Technologies
7.1 Types of Cookies We Use
| Cookie Type | Purpose |
|---|---|
| Essential | Required for the Services to function, including authentication, security, and load balancing. |
| Functional | Remember preferences and settings. |
| Analytics | Help us understand how users interact with the Services, such as page views and feature usage. |
7.2 Your Choices
Most browsers allow you to control cookies through settings. You can block or delete cookies, but this may affect functionality.
7.3 Analytics Providers
We may use third-party analytics services to analyze usage. These providers may use cookies and similar technologies.
8. Third-Party Links and Integrations
The Services may contain links to third-party websites or integrate with third-party services. This Privacy Policy does not apply to those third parties. We encourage you to review their privacy policies before providing any information.
9. Children's Privacy
The Services are not directed to individuals under the age of 16. We do not knowingly collect personal information from children. If you believe we have inadvertently collected information from a child, please contact us immediately at privacy@fieldscout.io.
10. Changes to This Policy
We may update this Privacy Policy from time to time. If we make material changes, we will notify you by email or through a prominent notice within the Services at least 30 days before the changes take effect. Your continued use of the Services after the effective date constitutes acceptance of the updated Policy.
11. Contact Us
If you have questions about this Privacy Policy or wish to exercise your privacy rights, please contact us:
Email: privacy@fieldscout.io
Mail:
EM Management LLC
Attn: Privacy
1309 Coffeen Avenue, STE 1200
Sheridan, WY 82801
For general support inquiries, contact support@fieldscout.io.