Privacy Policy

Most people reading this fall into one of two groups, and the answers differ.

If you are a business using FieldStone — a contractor, their staff, their office manager — we hold your account and your company’s records, and we handle them for you.

If you are a customer, subcontractor, worker or supplier of a business that uses FieldStone — someone who filled in their form, got a text from them, signed their agreement, or uploaded a document at their request — then that business controls your information and we process it on their instructions. We are their service provider, not the decision-maker. That matters practically: if you ask us to delete you, we will help, but we will usually route the request to the business you dealt with, because it is their record and their obligation. We will tell you who they are if you do not know.

Where this policy says “you” without qualification, it means the business using FieldStone. Section 4 is written for everyone else.

a. Account information

Your name, email address, phone number, and the business details you provide during onboarding. If you sign in by text message we store a hashed one-time code, deleted once it expires.

b. Client and contact data

Contact information for the people and companies you work with — names, phone numbers, email addresses, postal addresses, notes, and any custom fields you define. This is entered by you, imported from an account you connect, or captured from a form you publish, and is stored on your behalf.

c. Messages and email

When you send or receive text messages and email through FieldStone, we store the message content, attachments and media, the addresses and phone numbers involved, and delivery status. Email you connect through Gmail is mirrored so it can be matched to the right contact and job.

d. Calls, transcripts and recordings

For phone calls placed or received through FieldStone we store call metadata — duration, timestamps, the numbers involved — and, where consent was given, a transcript and summary.

FieldStone operates on the assumption of two-party consent. At the start of every call we transcribe, both parties hear a disclosure and must affirmatively consent: by pressing 1 on the keypad, or, for the assistant that answers missed calls, by continuing the conversation after a spoken disclosure. If consent is declined or no response is received, the call continues without transcription. Every decision — yes, no, or no answer — and the mechanism that captured it is written to a separate audit record.

Phone-call audio is never stored. Calls are transcribed in real time and the audio stream is discarded; only the transcript and summary are kept.

Meeting recordings are different, and are stored. If you use the FieldStone desktop recorder, record on mobile, or upload a recording, the audio or video file is stored so it can be transcribed and so you can play it back. It stays until you delete the meeting. The desktop recorder captures your microphone and your computer’s audio output, which means it captures the other people on the call — you are responsible for telling them, and for obtaining any consent the law where you and they are requires.

e. Scheduling and job data

Appointments, jobs, service descriptions, pricing, estimates, invoices, payment status, checklists, time entries and related notes you create in the platform.

f. Files, photos and scanned documents

Photos, plans, agreements, receipts and other documents you or your customers upload — including files added through a share link by someone who has no account. Photographs of receipts and business cards are read by an image model to pull out the fields, which you review before anything is saved.

g. Form submissions

When someone completes a FieldStone-powered form or booking page we collect what they submit — name, phone, email, request details — and record that they ticked the box agreeing to this policy and to being contacted.

h. Text-message consent and opt-out

When someone gives their phone number through a FieldStone-powered form or booking page, the form records their agreement to be contacted, with a timestamp. Someone who texts a FieldStone-managed number first has started the conversation themselves. Message frequency varies, and message and data rates may apply.

Anyone can stop automated messages at any time by replying STOP — we also honour “unsubscribe”, “cancel”, “remove me” and similar phrasings — and can resume by replying START. Replying HELP returns contact details. Opting out suppresses the automated messages (reminders, follow-ups and the like) from the business you were texting with; a person at that business can still reply to you directly in a conversation you are already having, and your mobile carrier’s own STOP handling blocks everything regardless.

i. Sensitive information

Some features collect information that deserves naming outright:

• Taxpayer identification numbers. A subcontractor completing a W-9 through our onboarding flow provides an EIN or Social Security Number. It is shown masked, and is used only to produce the tax form the hiring business needs.
• Signatures. Signing a document captures the image of the signature drawn, the signer’s name, and the exact consent wording shown, together with the IP address, browser user agent and timestamp of each step. Those details exist to make the signature provable, and are kept with the signed document.
• Hours worked. Workers submitting time through a link or a posted QR code give their name, phone number, job assignment and hours.

We use this information only to provide the feature it was collected for. We do not sell it, share it for advertising, or use it to profile anyone.

j. Usage, device and notification data

Standard technical data — IP address, browser type, device identifiers, pages visited and interaction patterns — plus the push notification tokens for any device you choose to receive notifications on. FieldStone does not collect device location: the applications never request GPS access, and weather is looked up from a city name you type.

k. Accounts you connect

If you connect a third-party account we access only what the feature you enabled needs, and we store the credentials encrypted. Today those are Intuit QuickBooks Online (customers, invoices, estimates and payment records), Jobber (clients, quotes and jobs), Estimate Rocket (estimates), Granola (meeting notes), Stripe (payments), and Google (below). You can disconnect any of them from Integrations at any time, which revokes our access.

For Intuit QuickBooks Online specifically: we use QuickBooks data only to provide the syncing you enable — keeping invoicing and payment status aligned and reducing duplicate entry. We do not sell QuickBooks data, do not use it to train AI models, and do not use it for cross-customer analytics, benchmarking or resale. Any use by AI features is limited to helping your own business run its own workflows. On disconnection or account deletion we remove the associated QuickBooks data as described in Section 8.

l. Google services

When you connect a Google account, FieldStone requests only the permissions the features you enable require:

• Google Calendar — read and write calendar events, so appointments and jobs scheduled in FieldStone appear on your calendar and changes made on either side stay in step.
• Gmail — read your messages and send mail on your behalf, so customer email lands on the right contact and job, and so estimates, invoices and replies can be sent from your own address rather than ours.
• Google Contacts — read your contacts to import them, and create contacts you add in FieldStone.
• Google Drive — access only the specific files you choose through Google’s own file picker. FieldStone copies those files into StoneBox, so the business keeps a stable copy, and can index chosen documents so the assistant can cite them. FieldStone cannot see any other file in your Drive, and never writes to Drive.
• Google Business Profile — read your profile and reviews so they can be surfaced and answered. Reviews are read live from Google and are never mirrored into our database.

FieldStone’s use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements.

Concretely, that means we use Google user data only to provide and improve the features you have enabled. We do not sell it, use it for advertising, use it for cross-customer analytics or benchmarking, or use it to develop, improve or train generalized artificial-intelligence or machine-learning models. No human at FieldStone reads your Google user data, except with your explicit permission (for example, when you ask support to look at a specific problem), where it is necessary for security purposes such as investigating abuse, or where we are required to by law.

Some features send Google data to providers acting on our behalf and under contract: message and document text is sent to OpenAI to produce summaries, drafts and answers for you, and document text is stored as embeddings in our search index at Pinecone. These providers are contractually prohibited from using the data to train their models. The Limited Use exception permitting transfer to service providers is what these disclosures rely on; we do not transfer Google user data to anyone else.

You can disconnect any Google service at any time from Integrations (Google Drive is its own row, not part of “Connect all”), and you can review or revoke FieldStone’s access directly at myaccount.google.com/permissions. Disconnecting Gmail deletes the message content we stored from your mailbox; disconnecting Google Drive deletes indexed document text and the embeddings derived from it. Copies already imported into StoneBox stay, because they are FieldStone files rather than Drive links. See Section 8 for what is kept.

• Provide and operate the Service — sending and receiving messages, placing and answering calls, scheduling work, producing estimates and invoices, storing files, and running the features you switch on.
• Improve the Service — understanding which features get used, fixing faults, and building new ones.
• Communicate with you — transactional notifications, service updates and support replies.
• Keep the Service secure — detecting fraud, abuse and unauthorised access, and enforcing our Terms.
• Meet legal obligations — responding to lawful requests and keeping the records the law requires.

We do not use personal information to build advertising profiles, and we do not use it to train generalized AI models.

Plenty of people meet FieldStone without ever creating an account, because a business they deal with sent them a link. Those links are the credential — anyone holding one can open the page, so treat yours as private. What each collects:

• Job updates for subcontractors — the status and cost cells you fill in, photos you attach, and when you marked something done.
• Signing a document — your name, your drawn signature, and the IP address, browser and timestamp for each step (see Section 2(i)).
• Submitting hours — your name, phone number, job and hours worked.
• Uploading documents or bids — the files you send, and for subcontractor onboarding the W-9 details you enter.
• Estimates, invoices and payment pages — what you viewed and when. Card details go directly to Stripe and never reach FieldStone.
• Forms, booking pages and the chat widget — what you submit, and anonymous session activity on the page. The widget honours Global Privacy Control and “Do Not Track”, and stops collecting analytics when either is set.
• Rented phone numbers — if you rent a sending line from us as a developer, we store your account details and the messages sent and received on that line so you can read them. Separate terms, which you accept in that portal, govern the product.

In every case above, the business that sent you the link decides what happens to the information. Contact them first. If you cannot reach them, or do not know who they are, write to us at fieldstoneapp@gmail.com and we will help.

FieldStone uses AI throughout the product. Being specific about it is more useful than a general disclaimer, so:

• OpenAI is our only language-model provider. Call transcripts, message and email bodies, contact and company details, uploaded photos and documents, and the text of Google documents and mail for features you enable are sent there to be summarized, classified, extracted, drafted and answered. Audio you upload for transcription goes to OpenAI or to Deepgram.
• Deepgram transcribes calls and recordings. ElevenLabs speaks the assistant’s replies aloud, and receives only the text to be spoken. Pinecone holds the search index, whose entries include note, document and contact text.
• Research features send company and contact names, websites and addresses to OpenAI’s web search, and to Firecrawl to read public web pages.
• Two features talk to people unattended. The assistant that answers missed calls speaks with callers on its own and takes a name and a description of the work. The chat widget answers questions and can book appointments for visitors to a business’s website. Both identify what they are.
• Some messages send automatically. Appointment reminders, follow-ups and scheduling offers go out on a schedule, without anyone pressing send. They carry an opt-out line and respect the opt-out list.

Our providers are contractually prohibited from using your data to train their models, and we do not train models on it either. AI-generated output may be reviewed by us to improve accuracy and safety — that review never covers data received from Google APIs, which is handled under the Limited Use terms in Section 2(l). AI output can be wrong; it is drafted for a person to check.

We do not sell personal information, and we do not share it for cross-context behavioural advertising. We disclose it only in these circumstances:

• Service providers — the companies that host our database, deliver your texts and email, transcribe your calls, process payments and run our AI features. Each is named, with its purpose and the data that reaches it, on our sub-processors page. They act only on our instructions.
• At your direction — when you connect an integration, share a file, or send someone a portal link.
• Legal requirements — when required by law, regulation or valid legal process.
• Business transfers — in connection with a merger, acquisition or sale of assets, with notice to you.

No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. Our providers are in the United States, and the Service is operated from the United States.

We keep your data for as long as your account is active. Beyond that, these limits run automatically:

When you close your account we remove your personal data within 30 days, except where we are required to keep something by law, or need it for an active legal claim or fraud investigation.

Deleting a contact in FieldStone is a real erasure, not a hidden flag. It removes the contact and the personal information attached to them, strips their identity out of the records we have to keep for financial or audit reasons, removes their entries from our search index, and writes to an internal erasure log recording that it happened. It cannot be undone.

Blocking a phone number or email address deliberately outlasts the erasure, so that the next message from that address cannot recreate the contact you just removed.

Disconnecting Gmail removes the message content we mirrored from your mailbox. Disconnecting Google Drive removes indexed document text and the embeddings built from it. Files already copied into StoneBox remain, because they are your files rather than links.

We encrypt data in transit and at rest, encrypt the credentials for connected accounts with a separate key, mask phone numbers and redact email addresses before anything reaches our error monitoring, and record privileged administrative access to customer data. No method of transmission or storage is completely secure, but we work at this continuously. If a breach affects your information, we will notify you as the law requires.

Depending on where you live — including under the California Consumer Privacy Act as amended, and the comparable laws of Virginia, Colorado, Connecticut, Utah, Texas and other states — you may have the right to:

• Know what personal information we hold, and why.
• Access a copy, or receive it in a portable format.
• Correct information that is wrong.
• Delete your personal information.
• Limit how sensitive information is used — though we already use it only to deliver the feature it was given for.
• Opt out of sale, of sharing for advertising, and of profiling with legal effects. We do none of these, so there is nothing to opt out of and no “Do Not Sell or Share My Personal Information” link to offer.
• Receive the full recording-consent history for any contact whose calls went through our platform — every decision, with timestamps and the mechanism that captured it.
• Opt out of marketing messages.
• Withdraw consent for optional processing.
• Appeal a refusal, and complain to your state attorney general or another supervisory authority.

To exercise any of these, write to fieldstoneapp@gmail.com. We will verify your identity before acting, answer within the time the law allows, and will not treat you differently for asking. An authorised agent may act for you with your written permission. If your information reached us through a business that uses FieldStone, see Section 1 — we will pass the request to them, and tell you we have.

We use cookies that are necessary to sign you in and keep your session. We use PostHog for product analytics, which records which organization and user took which high-level action — not message content, contact names or phone numbers — and Sentry for error monitoring, which receives error context with email addresses redacted and phone numbers masked. We do not use advertising cookies, and we do not allow third-party tracking on our site. You can control cookies through your browser settings. The embeddable widget honours Global Privacy Control and “Do Not Track” signals.

FieldStone is a tool for businesses and is not intended for anyone under 16. We do not knowingly collect personal data from children. If we learn that we have, we delete it promptly.

We update this policy when the product changes. The date at the top of the page is the last time it did. For material changes we will post the updated policy here and, where appropriate, tell you by email. Continuing to use the Service after a change means you accept the revised policy.

Questions about this policy, or a request about your information? Write to fieldstoneapp@gmail.com. FieldStone is operated by ClaimRoute, LLC, a Delaware limited liability company operating in the United States.