Privacy Policy

1. Who we are

FieldLink is operated by FieldLink Ltd, a company registered in England and Wales. When we say "FieldLink", "we", "us" or "our" in this policy, we mean FieldLink Ltd.

We are the data controller for the personal data we process through the FieldLink platform and website. If you have any questions about this policy or your data, you can contact us at privacy@field-link.co.uk.

2. What data we collect

We collect and process the following types of personal data:

Account information

Your name, email address, phone number, company name, and billing address when you create an account or contact us.

Job and business data

Information you enter into FieldLink including jobs, quotes, invoices, customer details, supplier orders, timesheets, schedules, files, and notes. This data belongs to you — we process it to provide the service.

Usage data

How you interact with FieldLink, including pages visited, features used, device type, browser, IP address, and referring URLs. We use this to improve the product.

Payment information

Billing details are processed by our payment provider. We do not store your full card number on our servers.

Communications

Emails, chat messages, and support requests you send us.

3. How we use your data

We use your personal data to:

• Provide, maintain, and improve the FieldLink service
• Process your transactions and manage your account
• Send you important service updates (e.g. changes to terms, security notices)
• Respond to your support requests and communications
• Generate AI-powered features such as quote descriptions (your input is processed to generate output and is not used to train AI models)
• Analyse usage to improve the product and user experience
• Detect, prevent, and address fraud or technical issues
• Comply with legal obligations

4. Legal basis for processing

Under UK GDPR, we process your data based on the following legal grounds:

• Contract: Processing necessary to provide the FieldLink service you've signed up for
• Legitimate interest: Improving our product, preventing fraud, and understanding how our service is used
• Consent: Where you've given us permission, such as for marketing emails (you can withdraw consent at any time)
• Legal obligation: Where we need to comply with the law

5. Who we share your data with

We do not sell your personal data. We share data only with:

• Service providers: Hosting, payment processing, email delivery, and analytics providers who process data on our behalf under strict data processing agreements
• Accounting integrations: When you connect Xero, QuickBooks, or other accounting software, data is shared as directed by you
• Supplier integrations: When you place orders through FieldLink, necessary order details are shared with the relevant supplier
• Law enforcement: Only where required by law or court order

6. AI features and your data

FieldLink uses AI to generate quote descriptions and assist with other tasks. When you use AI features, your input is sent to our AI provider to generate a response. Your data is processed solely to provide the output to you. We do not use your business data, job details, or customer information to train AI models.

7. Data retention

We retain your account and business data for as long as your account is active, plus a reasonable period afterwards to allow you to reactivate or export your data. If you delete your account, we will delete or anonymise your personal data within 90 days, except where we need to retain it for legal or regulatory purposes.

8. Data security

We take the security of your data seriously. We use encryption in transit (TLS) and at rest, regular security testing, access controls, and monitoring. While no system is 100% secure, we implement industry-standard measures to protect your data.

9. International transfers

Your data is primarily stored on servers in the United Kingdom and European Economic Area. Where data is transferred outside the UK/EEA (for example, to service providers in the US), we ensure appropriate safeguards are in place, such as Standard Contractual Clauses approved by the ICO.

10. Your rights

Under UK GDPR, you have the right to:

• Access: Request a copy of the personal data we hold about you
• Rectification: Ask us to correct inaccurate or incomplete data
• Erasure: Ask us to delete your personal data
• Restriction: Ask us to restrict processing of your data
• Portability: Request your data in a structured, machine-readable format
• Object: Object to processing based on legitimate interest
• Withdraw consent: Where processing is based on consent, withdraw it at any time

To exercise any of these rights, email us at privacy@field-link.co.uk. We will respond within 30 days.

11. Cookies

We use cookies and similar technologies to operate the service, remember your preferences, and understand how you use FieldLink. For full details, see our Cookie Policy.

12. Children

FieldLink is not intended for use by anyone under the age of 18. We do not knowingly collect personal data from children.

13. Changes to this policy

We may update this privacy policy from time to time. If we make significant changes, we will notify you by email or through a notice on our website. We encourage you to review this policy periodically.

14. Complaints

If you're not happy with how we've handled your data, you can contact us at privacy@field-link.co.uk. You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk.