Privacy Policy

Who we are

Fieldify is job management software for UK trade businesses, owned and operated by Digital Unlocked. In this policy, "we" and "us" mean Digital Unlocked, and "you" means the person or business using Fieldify.

You can reach us about anything in this policy at support@fieldify.net, or by post at our registered address: 66 Paul Street, London, EC2A 4NA.

Two different roles we play

This distinction matters, because it changes who is responsible for what.

• For your account, we are the data controller. Your name, email address, business details and how you use the app are ours to look after, and this policy explains how we do that.
• For the records you enter, we are a data processor. When you add your own customers, their addresses, phone numbers, job photos and invoices, that data belongs to your business. You decide what goes in and how long it stays. We hold and process it on your instructions so the software can do its job, and we never use it for our own purposes.

Because of that second role, your business is the controller for your customers' data. You are responsible for having a lawful basis to collect it and for answering your own customers' privacy requests. If you need a written data processing agreement covering our role as your processor, email us and we will provide one.

What we collect

• Account details: your name, email address and business name when you register.
• Business data you enter: jobs, customers, quotes, invoices, photos, documents and related records you add while using Fieldify.
• Usage and device data: IP address, browser type, device information and how you interact with the app, collected automatically to keep the service working and secure.
• Support messages: anything you send us through the contact form or by email, including replies to our automated emails.
• Marketing preferences: whether you have asked for or opted out of our marketing email, and, if you receive it, whether a message was opened and which links in it were followed.
• Payment details: if you subscribe to a paid plan, your payment details are collected and held by Stripe. We never see or store your card details ourselves. We keep only the subscription reference, its status and your seat count.

How we use it, and our lawful basis

• To provide the service, including your account, your data, billing and support. Lawful basis: performance of our contract with you.
• To keep the service secure and prevent misuse, including rate limiting and abuse detection. Lawful basis: our legitimate interest in protecting the service and the people who use it.
• To understand how Fieldify is used so we can improve it. Lawful basis: our legitimate interest in improving our product.
• To meet legal and accounting obligations, such as keeping invoice records. Lawful basis: compliance with a legal obligation.
• To send you marketing email about Fieldify. Lawful basis: your consent, where you asked for it. If you are already a customer and the email is about Fieldify itself, our legitimate interest in telling our own customers about our own product, which the marketing rules allow so long as you can opt out in every message. Either way you can stop it at any time.

We do not sell your data, we do not share it with anyone for their own marketing, and we do not make automated decisions that produce legal or similarly significant effects about you.

Marketing email

Our marketing email comes from Fieldify but is sent from an address at digitalunlocked.co.uk, because Digital Unlocked is the company that operates Fieldify, as above. It is the same organisation either way, and every message says so and gives you a real address to reply to.

Service email is different and is not marketing: your password reset, an invoice, a reminder, anything the software produces because of something you or your customer did. Those keep coming while you have an account, because without them the service does not work. Marketing email is the optional part, and every one of those carries an unsubscribe link that stops all of it. You can also ask us to stop by replying or by emailing support@fieldify.net.

Our marketing email records whether a message was opened and which links were followed, so we can tell what is worth sending. That is done with a small image in the message and by routing links through our own mailing list software. If you would rather not be counted, unsubscribing stops it, and most email apps can be set to block remote images.

Where your data lives, and who processes it

Your database records are stored in the AWS eu-west-2 (London) region. The providers below are our sub-processors, and each receives only what it needs to do its job.

If we add or change a sub-processor in a way that affects your data, we will update this page, and where the change is material we will tell registered users directly.

International transfers

Your database records stay in London, but some providers above are based in the United States, so limited personal data reaches them when they carry out their function. Those transfers rely on the UK's International Data Transfer Agreement or Addendum, or on UK adequacy regulations where they apply. You can ask us for details of the safeguards in place for any specific provider.

How we protect it

• All traffic to Fieldify is encrypted in transit over HTTPS.
• Passwords are stored hashed, never in plain text, and nobody at Digital Unlocked can read yours.
• Each account's data is separated by organisation, and every request is checked against the signed-in user's own organisation before any record is returned.
• Public endpoints are rate limited to reduce abuse and brute-force attempts.
• Administrative access is restricted to named Digital Unlocked accounts and sits behind an additional access control layer.
• Uploaded files are restricted to image and PDF formats, so a malicious file cannot be stored and served back to anyone.

No system is perfectly secure. If a personal data breach happens that is likely to result in a risk to people's rights and freedoms, we will report it to the Information Commissioner's Office within 72 hours of becoming aware of it, and tell affected users where the law requires it.

How long we keep it

• While your account is active: we keep your account and business data for as long as you keep using Fieldify.
• After you close your account: we delete or anonymise your data within 90 days, apart from records we must keep by law, such as invoices, which UK tax rules require us to hold for 6 years.
• Backups: deleted data survives for a period in backups after it has gone from the live service, which is what makes recovery from an accident possible. Uploaded files are removed from our file backup 30 days after deletion, by an automatic daily job. Database backups roll off on their own schedule. So when you delete something, it disappears from the service straight away and from our backups within that window.

Your rights

Under UK GDPR you can ask us to:

• Give you a copy of the personal data we hold about you.
• Correct anything inaccurate.
• Delete your data, subject to what we must keep for legal or accounting reasons.
• Export your data in a portable format.
• Object to or restrict certain processing.
• Withdraw consent, where we relied on consent in the first place.
• Stop our marketing email, which you can also do yourself from any one of them.

To exercise any of these, contact us at support@fieldify.net and we will respond within one month. If your request is about data a trade business holds about you as their customer, contact that business directly. They control that record, and we only process it for them.

If you think we have handled your data badly, please tell us first so we can put it right. You also have the right to complain to the Information Commissioner's Office, the UK's data protection regulator, at ico.org.uk.

Cookies

Fieldify sets only the cookies it needs to keep you signed in and the service secure. Our Cookie Policy lists every one of them.

Children

Fieldify is a business tool and isn't intended for use by anyone under 18.

Changes to this policy

If we make material changes, we'll update the date at the top and, where appropriate, let registered users know directly.

Contact

Questions about this policy or your data? Email support@fieldify.net or use our contact form.