This Privacy Policy explains how FieldDoc AI ("FieldDoc AI," "we," "us," or "our") collects, uses, stores, and shares information when you use our website, mobile/PWA application, and related services (collectively, the "Service").

FieldDoc AI is designed to help contractors and construction professionals create, manage, send, and track project documents such as change orders, invoices, T&M tickets, daily logs, approvals, signatures, payment requests, and related job documentation.

This Privacy Policy applies to contractors, business account owners, authorized users, and other people who use FieldDoc AI. It also describes how we may process information about a contractor’s customers, clients, homeowners, or project contacts when that information is entered into the Service.

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1. Information We Collect

We collect information you provide directly, information generated through your use of the Service, and information processed through third-party service providers that help us operate FieldDoc AI.

Account and Business Information

When you create or use an account, we may collect:

• Name

• Email address

• Phone number

• Company name

• Company logo or profile image

• Billing/subscription information

• Account settings and preferences

• Connected payment provider settings, such as Stripe or Square connection status

Job, Client, and Project Information

When you create jobs or documents, we may collect and store information such as:

• Job names

• Client/customer/homeowner names

• Client email addresses and phone numbers

• Project addresses

• Job start and completion dates

• Job notes, status, and related metadata

• Document history and activity logs

Document Information

FieldDoc AI processes information contained in documents you create, edit, upload, send, or store through the Service, including:

• Change orders

• Invoices

• T&M tickets

• Daily logs

• Line items, quantities, rates, totals, taxes, credits, and payment terms

• Schedule impacts

• Approval and signature requirements

• Digital signatures and approval records

• Generated PDFs and document snapshots

• Payment request details and status

Voice, Transcript, and AI-Generated Content

FieldDoc AI may allow you to record or dictate information to help create documents. When you use voice features, we may process:

• Audio recordings during active transcription

• Transcripts generated from recordings

• AI-parsed document drafts

• AI-generated summaries, line items, titles, descriptions, and document settings

• Related diagnostic metadata used to improve reliability and troubleshoot errors

Unless a specific saved audio attachment feature is provided, standard voice recordings are used for transcription and document creation and are not intended to be stored as permanent attachments. Transcripts, parsed document content, and generated documents may be stored as part of your account and document records.

Photos, Files, and Attachments

You may upload files to support project documentation, including:

• Photos and images

• PDFs

• CSVs, spreadsheets, and documents

• Other project-related files

Uploaded files may be attached to jobs, documents, PDFs, emails, or approval/payment workflows depending on how you use the Service.

Payment and Transaction Information

FieldDoc AI may allow contractors to create payment requests using third-party payment providers such as Stripe or Square. We may store:

• Payment request status

• Payment provider used

• Payment link metadata

• Amount requested

• Payment due dates

• Manual payment records entered by you

• Partial or full payment status

• Payment-related activity history

FieldDoc AI does not store full credit card numbers. Online payments are processed by third-party payment providers, and their privacy policies and terms apply to the payment information they collect and process.

Usage, Device, and Log Information

We may automatically collect information about how you use FieldDoc AI, including:

• IP address

• Browser type

• Device type

• Operating system

• App/PWA usage data

• Pages or features used

• Error logs and diagnostic information

• Security and authentication events

• Approximate location based on IP address

• Cookies or similar technologies used for authentication, analytics, security, or app functionality

2. How We Use Information

We use information to provide, operate, secure, support, and improve FieldDoc AI. This includes using information to:

• Create and manage your account

• Generate and store documents

• Convert voice recordings or transcripts into draft documents

• Create PDFs and document previews

• Send emails, notifications, approval requests, signed confirmations, and payment requests

• Process digital signatures and approval records

• Connect with third-party payment providers

• Track document status, payment status, and job activity

• Sync saved manual drafts when you reconnect after being offline

• Provide customer support

• Troubleshoot bugs and improve reliability

• Protect against fraud, unauthorized access, abuse, and security issues

• Enforce our terms, policies, and legal rights

• Comply with legal obligations

We may also use aggregated or de-identified information to understand product usage, improve features, and evaluate business performance. Aggregated or de-identified information does not identify you personally.

3. AI, Transcription, and Automation

FieldDoc AI uses AI and transcription services to help users create documents faster. For example, a contractor may record a jobsite note, and FieldDoc AI may transcribe and parse that information into a change order, invoice, T&M ticket, or daily log.

To provide these features, audio, transcripts, document text, job details, and related context may be processed by third-party AI, transcription, or infrastructure providers. We use these services to generate drafts, improve document accuracy, classify content, extract line items, and support related automation.

You are responsible for reviewing AI-generated content before sending, signing, approving, or relying on it. FieldDoc AI may generate drafts, but users remain responsible for confirming accuracy, pricing, scope, and customer-facing information.

We do not use customer payment information, full payment credentials, or private contractor documents to train our own public AI model. If third-party AI or transcription providers process data, their processing is governed by their applicable agreements, security practices, and policies.

4. How We Share Information

We do not sell your personal information.

We may share information only as needed to operate FieldDoc AI, provide requested features, comply with law, or protect the Service.

With Your Authorized Users and Clients

Information entered into your account may be visible to authorized users on your account. Documents, PDFs, payment requests, approval pages, daily logs, photos, and related information may be shared with clients, homeowners, recipients, or other contacts when you choose to send or publish them through the Service.

With Service Providers

We may share information with third-party service providers that help us operate the Service, such as:

• Cloud hosting and database providers

• Authentication providers

• File storage providers

• Email delivery providers

• AI and transcription providers

• Payment processors

• Analytics, monitoring, and error logging providers

• Security and fraud prevention providers

• Customer support tools

These providers may access information only as needed to provide services to us and are expected to protect information according to their own security and privacy obligations.

With Payment Providers

If you connect Stripe, Square, or another payment provider, information needed to create payment links, process payments, manage connected accounts, or verify account status may be shared with that provider. Payment providers may collect additional information directly from you or your clients, and their privacy policies apply to that information.

For Legal, Security, or Business Reasons

We may disclose information if we believe it is necessary to:

• Comply with law, court orders, subpoenas, or government requests

• Enforce our terms or agreements

• Protect the rights, safety, property, or security of FieldDoc AI, users, clients, or others

• Investigate fraud, abuse, security incidents, or technical issues

• Complete a merger, acquisition, financing, sale of assets, bankruptcy, or similar business transaction

5. Contractor Customers and End Users

FieldDoc AI is primarily used by contractors and businesses. When a contractor enters information about a client, homeowner, project contact, or other third party, FieldDoc AI processes that information on behalf of the contractor account owner to provide the Service.

If you are a homeowner, client, or project contact whose information was entered into FieldDoc AI by a contractor, please contact that contractor first regarding questions, corrections, or privacy requests related to your project information. We may assist the contractor in responding to such requests where appropriate.

Contractors are responsible for ensuring they have the necessary rights, permissions, and notices to provide client, homeowner, employee, subcontractor, or project information to FieldDoc AI.

6. Data Storage and Security

We use reasonable administrative, technical, and organizational safeguards designed to protect information from unauthorized access, loss, misuse, alteration, or disclosure. These safeguards may include encryption in transit, access controls, authentication, database security controls, monitoring, and secure cloud infrastructure.

No system is completely secure. You are responsible for protecting your login credentials, using strong passwords, managing account access, and promptly notifying us if you believe your account has been compromised.

7. Offline Drafts and Local Storage

FieldDoc AI may allow saved manual drafts to be stored locally on your device when you are offline and synced when you reconnect. Offline draft storage may use browser or device storage such as IndexedDB.

Offline storage may be affected by device settings, browser settings, storage limits, app removal, clearing browser data, or operating system behavior. FieldDoc AI does not guarantee that locally stored offline data will always remain available on your device.

Voice recording requires an internet connection for transcription unless a specific offline voice feature is later released. If you are offline, FieldDoc AI may disable voice recording and allow manual draft creation instead.

8. Cookies and Similar Technologies

We may use cookies and similar technologies to:

• Keep you signed in

• Remember preferences

• Provide security and authentication

• Understand usage and improve the Service

• Diagnose errors and performance issues

We may use Google Analytics to help us understand how visitors and users interact with our website and Service. Google Analytics may use cookies or similar technologies to collect information such as pages visited, device and browser information, approximate location, referring pages, and usage activity. We use this information to improve our website, app experience, performance, and reliability.

For more information about how we use cookies and similar technologies, please see our Cookie Policy.

You may be able to control cookies through your browser settings. Disabling cookies may affect the functionality of the Service.

9. Data Retention

We retain information for as long as necessary to provide the Service, maintain accounts, comply with legal obligations, resolve disputes, enforce agreements, support audits, and maintain business records.

Some records may be retained after account deletion where necessary for legal, compliance, audit, payment, tax, fraud prevention, backup, or dispute resolution purposes. This may include document records, signature records, payment records, email delivery logs, activity logs, and related legal or business records.

When information is no longer needed, we may delete, de-identify, or aggregate it according to our retention practices and technical capabilities.

10. Your Choices and Rights

Depending on your location and applicable law, you may have rights to:

• Access personal information we hold about you

• Correct inaccurate information

• Delete certain information

• Export or receive a copy of certain information

• Object to or restrict certain processing

• Withdraw consent where processing is based on consent

• Opt out of certain marketing communications

You may update certain account information in the app. You may also contact us to request help with privacy-related requests.

We may need to verify your identity before responding to a request. Some information may be exempt from deletion or access requests where necessary for legal, security, compliance, payment, backup, or dispute-resolution purposes.

If you are a client or homeowner of a contractor using FieldDoc AI, we may direct your request to the contractor account owner because they control the project information they entered into the Service.

11. Marketing Communications

We may send service-related emails, such as account notices, security alerts, document notifications, payment request emails, approval confirmations, and support communications. These transactional messages are necessary to provide the Service and may not include an unsubscribe option.

If we send optional marketing emails, you may opt out by using the unsubscribe link or contacting us. Opting out of marketing emails does not stop transactional or service-related communications.

12. Children’s Privacy

FieldDoc AI is intended for business use and is not directed to children. We do not knowingly collect personal information from children under 13. If you believe a child has provided personal information to us, contact us and we will take appropriate steps to delete it where required.

13. International Users

FieldDoc AI may process and store information in the United States or other countries where we or our service providers operate. By using the Service, you understand that your information may be transferred to and processed in countries that may have different privacy laws than your location.

14. Third-Party Links and Services

The Service may contain links to third-party websites, payment pages, approval pages, file links, or integrations. We are not responsible for the privacy practices of third parties we do not control. You should review the privacy policies and terms of any third-party services you use.

15. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. If we make material changes, we may notify you through the Service, by email, or by updating the “Last updated” date above. Your continued use of the Service after an update means you accept the updated Privacy Policy.

16. Contact Us

If you have questions about this Privacy Policy or want to make a privacy-related request, contact us at:

FieldDoc AI
Attn: Privacy
Email: support@fielddoc.ai
Mailing Address: 1656 Meriden-Waterbury Turnpike #1002, Milldale, CT 06467