Privacy Policy

a. Account Information

When you create an account we collect your name, email address, phone number, and business details you provide during onboarding.

b. Client & Contact Data

You may store contact information for your clients — names, phone numbers, email addresses, and notes. This data is entered by you and stored on your behalf.

c. Communications Data

When you use FieldStone to send or receive SMS messages and phone calls, we process and store message content, call metadata (duration, timestamps, caller/receiver numbers), and call transcripts. FieldStone operates in two-party-consent jurisdictions: at the start of every recorded call, both parties hear a disclosure and must affirmatively consent (by pressing 1 on the keypad, or — for the AI fallback that handles missed calls — by continuing the conversation after a verbal disclosure). If consent is declined or no response is received, the call proceeds without transcription.

We do not retain call audio. Calls are transcribed in real time to text via a third-party transcription provider, and only the resulting transcript and a summary are stored. Every consent decision (yes / no / timeout, plus the mechanism by which it was captured) is logged separately in a dedicated consent audit record.

d. Scheduling & Job Data

We store job details, appointment times, service descriptions, pricing, and related notes you create within the platform.

e. Web Form Submissions

When your clients fill out a FieldStone-powered web form, we collect the information they submit (name, phone, email, service request details, and their consent to this Privacy Policy and SMS communications).

f. SMS Consent & Communications

When end users provide their phone number through a FieldStone-powered booking form or by texting a FieldStone-managed number, they consent to receive SMS messages related to scheduling, customer support, and service notifications. We record this consent along with a timestamp. Message frequency may vary. Message and data rates may apply. Users may opt out at any time by replying STOP and may reply HELP for assistance.

g. Usage & Device Data

We automatically collect standard technical data such as IP address, browser type, device identifiers, pages visited, and interaction patterns to maintain and improve the Service.

h. Integration Data

If you connect third-party accounts (e.g., Google Calendar, Intuit QuickBooks Online), we access only the data necessary to provide the integration and store authentication tokens securely. When you connect Intuit QuickBooks Online, FieldStone accesses your QuickBooks customers, invoices, and payment records solely to sync invoicing and payment status between FieldStone and QuickBooks. We do not sell QuickBooks data, do not use it to train AI models, and only retain it as needed to operate the integration. You can disconnect QuickBooks at any time from the Integrations settings, which revokes FieldStone's access.

• Provide & operate the Service — sending and receiving messages, placing calls, scheduling jobs, powering AI reception, and processing web form submissions.
• Improve the Service — analyzing usage patterns, fixing bugs, and developing new features.
• Communicate with you — sending transactional notifications, service updates, and support responses.
• Ensure security — detecting fraud, abuse, and unauthorized access.
• Legal compliance — meeting regulatory obligations and responding to lawful requests.

FieldStone uses artificial intelligence to power features such as the AI reception agent, smart scheduling suggestions, and message drafting. Conversations with the AI reception are processed by third-party AI providers (e.g., OpenAI, Anthropic). We do not use your data to train third-party AI models. AI-generated outputs may be reviewed to improve accuracy and safety.

We do not sell your personal information. We share data only in these circumstances:

• Service providers — trusted partners who help operate the Service (hosting, SMS delivery via Twilio, voice processing, AI providers, payment processing). These providers are contractually obligated to protect your data.
• At your direction — when you explicitly choose to share data through integrations or features you enable.
• 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.

We retain your data for as long as your account is active or as needed to provide the Service. When you delete your account, we remove your personal data within 30 days, except where retention is required by law or for legitimate business purposes (e.g., fraud prevention, legal claims).

Call-specific retention windows:

• Call audio — never retained. Calls are transcribed in real time and the audio stream is discarded.
• Call transcripts — retained for 90 days, after which the transcript text is automatically purged from our database.
• Call summaries & extracted details (action items, job mentions, contact updates) — retained alongside the contact record so the contractor keeps a usable history of the conversation after the transcript is gone.
• Consent audit records — retained indefinitely as a legal record of every recording decision, separately from the transcript itself.

We use industry-standard measures to protect your data, including encryption in transit (TLS) and at rest, secure credential storage, and access controls. No method of transmission or storage is 100% secure, but we work to protect your information continuously.

Depending on your jurisdiction, you may have the right to:

• Access, correct, or delete your personal data.
• Export your data in a portable format.
• Request the full consent audit history for any contact whose calls were processed through our platform — every recording decision (yes / no / timeout) with timestamps and the mechanism used to capture it.
• Opt out of marketing communications.
• Withdraw consent for optional data processing.
• Lodge a complaint with a supervisory authority.

To exercise any of these rights, contact us at fieldstoneapp@gmail.com.

We use essential cookies for authentication and session management. We may use analytics tools to understand how the Service is used. You can control cookie preferences through your browser settings.

FieldStone is not intended for individuals under 16. We do not knowingly collect personal data from children. If we learn we have collected data from a child, we will delete it promptly.

We may update this Privacy Policy from time to time. We will notify you of material changes by posting the updated policy on this page and, where appropriate, by email. Your continued use of the Service after changes constitutes acceptance.

If you have questions about this Privacy Policy, reach out to us at fieldstoneapp@gmail.com.