FieldIntel privacy policy

Who operates FieldIntel

FieldIntel is operated by South Shore Business Solutions LLC. This policy covers the FieldIntel website and installed app. Contact the FieldIntel privacy team through the Privacy contact form linked on this page. You can use it without an account or an installed app.

If your employer provides your login, your company also decides how customer records and work activity are used in its workspace. Company administrators and authorized managers can view team information permitted by their roles. FieldIntel's operator may access information to provide support, protect the service and handle privacy requests.

Information we collect and why

Account and security information: name, email address, company membership, role, enabled features, optional avatar, password hash, login attempts and session records. We use these to authenticate you, control access and protect accounts.

Customer and work information: business names and addresses, contact names, phone numbers and email addresses, supplier details, visit notes, imported history, follow-ups, account scores, route plans, visit dates and reports. We use this information to provide the field-sales tools and company reporting. Notes may contain information about other people. Only enter information you are authorized to use and avoid unnecessary sensitive personal information.

Photos and location: photos you choose to upload, their filenames and embedded image metadata; business coordinates; and device location, which may be precise or approximate depending on your permission and device. Tapping Save Check-In automatically requests your current location to document that visit for authorized company managers. With permission, FieldIntel stores the returned coordinates, reported accuracy and capture time. If location is blocked or unavailable, it stores the missing-location status with the check-in. Retrying a pending save preserves its original record. Earlier visits do not attach your current position. Map centering can use your location while that feature is open. When you start Android navigation, a foreground navigation service uses location and can continue while the app screen is minimized. This active-navigation service is distinct from continuous background tracking and does not request Android's background-location permission.

Optional sales and AI records: product names, quantities, prices, transaction notes and sales reports when sales tools are enabled; and AI summaries, suggested priorities, review history and credit-usage records when AI scoring is enabled.

Operational information: notification preferences, push subscription identifiers, delivery results, device/browser details supplied during notification checks, time zone and security or error logs. Hosting and network providers may process IP addresses and connection details when you use the service.

Privacy requests: your contact email, request details, verification information, replies, status and a record of how we handled the request. We use these to respond and prevent unauthorized deletion. Do not include passwords, payment-card numbers or government ID documents in a request.

Voice, photos and permissions

AI recording captures microphone audio until you stop, the device interrupts recording, or the 10-minute limit is reached. When you choose Stop & process or retry processing, the recording is uploaded to private Floot storage and sent through Floot to Google for transcription. FieldIntel retains the transcript and AI usage receipt, deletes the uploaded audio after successful processing, and schedules remaining uploads for deletion after one hour. A failed recording remains on the open screen for retry or download; closing or reloading that screen may lose the local audio. Other dictation controls use your browser or device's speech-recognition provider, which may process audio under its own terms. Business lookup sends your note to OpenAI to extract the business name and city; only those business details are used for public web research. Check-in notes are saved when you choose Save.

Camera, photo selection, microphone, location and notification access are used for the features you choose. You can decline or revoke permissions in your device or browser settings. You can type notes and save check-ins without microphone or photo access. If location permission is declined or the device cannot obtain a position, the check-in is saved with a visible missing-location status for you and authorized company managers. Revoking permission stops future access; it does not erase previously saved information.

Service providers and information sharing

Floot provides application hosting, database, file storage and related infrastructure. Information is processed by Floot and its infrastructure providers to operate FieldIntel.

Maps and address search use OpenStreetMap, Esri satellite tiles, Photon/Komoot and the U.S. Census geocoder, as applicable. Android navigation uses MapLibre to request OpenFreeMap map styles and tiles, sends origin and destination coordinates to Project OSRM to calculate routes, and sends geographic queries to Overpass for nearby map information. Google Play services supplies device location for native navigation. These providers receive the map areas, address/search information or coordinates needed for the selected feature, along with normal network information. Opening Google Maps, Apple Maps or Waze sends the selected destination or route information to that provider. Opening a saved check-in location in Google Maps sends those coordinates to Google.

When AI account scoring is enabled for a login, selected customer details, contact information and saved visit text are sent through Floot's AI service to its model provider, currently OpenAI. With automatic updates enabled, sign-in and saved stops queue pending account reviews in the background. Current accounts with unchanged evidence are skipped. Account-scoring requests do not include check-in photos or microphone audio. The owner can pause AI and control automatic review. Basic stop-completeness scores use rules without an AI service.

Push services process notification identifiers and the notification content needed for delivery. Android uses Firebase Messaging and Firebase Installations for registration identifiers, notifications and badge synchronization. A device lock screen may show a customer name or reminder text, depending on your settings. Installed Android speech-recognition and text-to-speech services handle native dictation and spoken navigation; processing depends on the selected provider and is not necessarily offline.

Authorized company users can view, download and export work records. Copies they export are outside FieldIntel's direct control. We may also disclose information when necessary to meet legal obligations, respond to valid legal requests, or protect the service and its users.

FieldIntel does not sell personal information or use it for targeted advertising. The current app has no advertising integration or payment-card checkout. Amounts entered in sales records describe sales activity, not card processing.

Cookies and information on your device

FieldIntel uses a session cookie for sign-in and browser storage for preferences, route handoffs and recovery of unsent submissions. These support the features you use. Account & privacy includes a control to clear that login's locally saved drafts and handoffs on the current browser. Device or browser site-data controls can remove browser-held FieldIntel data. The Android app also keeps native widget summaries, route/navigation cache and voice preferences. Widget summaries may include customer names, due dates and scores. Route cache may include addresses, coordinates, route steps and nearby accounts. These native caches are separate from the browser-draft control. Starting with Android version 0.9.16 (build 26), FieldIntel configures Android cloud backup and device-to-device transfer to exclude its cached widget/customer and route/navigation data, WebView session storage, internal app files including imported copies, and designated messaging/session identifiers. These local copies are not intended to restore automatically to a replacement phone. Unrelated settings, including voice preferences, remain eligible for backup under Android and device settings. This configuration does not delete existing data on the phone or records on FieldIntel's server, and it does not remove backups created by earlier versions. Older installed versions may have different backup behavior.

Optional Floot visitor analytics are disabled in this release. Essential operational logging, saved work activity and security records still apply. FieldIntel does not use advertising cookies.

Retention and deletion

Account and workspace records are kept while needed to provide the service, maintain requested business history and meet applicable obligations. Archiving a customer or visit hides it from normal views; it does not erase it.

You can request deletion of your FieldIntel login and associated personal data through Delete account, inside the app or on the public website. Requests are reviewed manually. We verify account ownership before deleting data and aim to complete verified requests within 30 days. Your private request page shows updates and any reason more time is needed.

Deletion review covers login credentials and sessions, profile information, notification identifiers and preferences, user-linked photos and location, notes and imported history, reports and AI copies, as applicable. Personal data is deleted or de-identified unless a specific, justified retention requirement applies. Shared customer records are assessed separately so one person's request does not erase another person's account. Company ownership alone is not a reason to retain unnecessary personal data.

If information must be retained for a legal obligation, fraud prevention or security, the response explains the data, reason and retention period. Where data also exists with a service provider or in backups, we seek applicable deletion and explain any remaining provider retention. We cannot remotely remove copies already downloaded by another authorized person or erase storage on another device.

Closed privacy requests and their handling records are removed from the active request database after 365 days. This limited record supports accountability and prevention of unauthorized requests. Open requests are kept until resolved. The request response explains any other justified retention.

Your choices and requests

Use Account & privacy to read this policy, request account deletion, open notification controls or clear this browser's saved drafts. You can also use Privacy contact to request access, correction or deletion of personal information without deleting a login.

Public requests receive a private status link. Save that link to read replies and provide information needed for verification. Possession of the link alone does not verify ownership of an account. Do not share it. No automatic confirmation email is sent by this request flow.

An account-deletion request does not automatically cancel a company service agreement or remove other employees. Tell us if you also need help closing a company workspace or subscription. We will explain any necessary steps without preventing you from submitting your personal-data request.

Security, children and changes

FieldIntel uses HTTPS, hashed passwords, authenticated access controls and private storage for check-in photos. No system can guarantee absolute security. Protect your login and avoid sharing private request links or downloaded customer reports.

FieldIntel is designed for business users and is not directed to children under 13. Contact us if a child has provided personal information.

We may update this policy when the service or its data practices change. The date above identifies this version. Material changes will be explained in the app or another appropriate notice.