01 Information We Collect

1.1 Information you provide to us

• Account and contact details: name, business email address, phone number, company name, job title, and billing information.
• Communications: messages, feedback, support requests, and information you share when you contact us or book a call.
• Marketing preferences: your subscription and consent choices.

1.2 Information collected automatically

• Usage data: pages visited, features used, actions taken, timestamps, and referring URLs.
• Device and technical data: IP address, browser type, operating system, device identifiers, and language settings.
• Cookies and similar technologies: see Section 7.

1.3 Location data

The Service uses geo-location to improve field sales efficiency. Where you or your organization enables location features, we may process precise or approximate location data relating to field agents and serviceable addresses. Location data may be treated as sensitive personal information under applicable laws. Where we process this data on behalf of a customer, we do so as a processor under that customer’s instructions and DPA.

1.4 Customer-provided data (processed on our customers’ behalf)

When our customers use the Service, they may upload or generate personal data about their own agents, prospects, leads, and customers (for example, names, addresses, contact details, location, and sales activity). We process this data only to provide the Service and as instructed by the customer.

02 How We Use Information

We use information that we control to:

• Provide, operate, maintain, and improve the Site and Service;
• Create and manage accounts and process payments;
• Respond to inquiries, provide support, and communicate with you;
• Send service-related and, where permitted, marketing communications;
• Analyze usage to develop new features and improve performance;
• Detect, prevent, and address security incidents, fraud, and abuse;
• Comply with legal obligations and enforce our terms.

We do not sell personal information. We do not use customer-provided data to train AI models without the customer’s instruction or consent.

03 Legal Bases for Processing (UK/EU users)

Where the UK GDPR or EU GDPR applies, we rely on the following legal bases:

• Contract: to provide the Service and fulfill our agreement with you.
• Legitimate interests: to operate, secure, and improve our business, where not overridden by your rights.
• Consent: for certain marketing, non-essential cookies, and processing of sensitive data such as precise location, where required. You may withdraw consent at any time.
• Legal obligation: to comply with applicable laws.

04 How We Share Information

We may share information with:

• Service providers / sub-processors who support us (e.g., hosting, payment processing, analytics, mapping and geocoding, email delivery, and customer support), under contracts requiring appropriate safeguards. A current list of sub-processors is available on request at hello@fieldspot.ai.
• Customers’ authorized users, where data is part of that customer’s account.
• Professional advisors such as auditors and lawyers.
• Authorities or third parties where required by law, to protect rights and safety, or in connection with legal claims.
• Business transfers, such as a merger, acquisition, or sale of assets, subject to this Policy.

We do not sell or “share” personal information for cross-context behavioural advertising as those terms are defined under U.S. state privacy laws.

05 International Data Transfers

We may transfer, store, and process information in countries other than your own, including the United States and the United Kingdom. Where we transfer personal data internationally, we use appropriate safeguards such as Standard Contractual Clauses, the UK International Data Transfer Addendum, or other lawful transfer mechanisms. Contact us for more information.

06 Data Retention

We retain personal information for as long as necessary to provide the Service, comply with legal obligations, resolve disputes, and enforce our agreements. Customer-provided data is retained according to the customer’s instructions and our DPA, and is deleted or returned upon termination as set out there. When data is no longer needed, we securely delete or anonymize it.

07 Cookies and Tracking Technologies

We use cookies and similar technologies to operate the Site, remember preferences, measure performance, and (with consent where required) for analytics and marketing. You can manage non-essential cookies through our cookie banner or your browser settings. For details, see our Cookie Policy.

08 Your Privacy Rights

Depending on where you live, you may have some or all of the following rights regarding your personal information:

• Access a copy of the personal information we hold about you;
• Correct inaccurate or incomplete information;
• Delete your information;
• Restrict or object to certain processing;
• Data portability;
• Withdraw consent at any time;
• Opt out of marketing communications;
• Lodge a complaint with a supervisory authority.

UK/EU users may contact the UK Information Commissioner’s Office (ICO) or their local data protection authority.

California and other U.S. state residents may have rights to know, delete, correct, and opt out of the sale/sharing of personal information and of certain profiling, and the right not to be discriminated against for exercising these rights. We do not sell your personal information.

To exercise your rights, contact us using the details in Section 12. We will respond within the timeframes required by law and may need to verify your identity. If your data was provided to us by one of our customers (i.e., we act as a processor), we will refer your request to that customer.

09 Security

We implement appropriate technical and organizational measures designed to protect personal information against unauthorized access, loss, misuse, and alteration. However, no method of transmission or storage is completely secure, and we cannot guarantee absolute security.

10 Children’s Privacy

The Site and Service are intended for business use and are not directed to children under 16. We do not knowingly collect personal information from children. If you believe a child has provided us information, please contact us and we will delete it.

11 Changes to This Policy

We may update this Policy from time to time. We will post the updated version with a revised “Last updated” date and, where required, provide additional notice. Your continued use of the Site or Service after changes take effect constitutes acceptance.

12 Contact Us

If you have questions about this Policy or wish to exercise your rights, contact us at: