1. Introduction
FieldMand (“FieldMand”, “we”, “us” or “our”) provides a construction management platform that helps building, civil and contracting teams manage safety, quality assurance, cost control, correspondence, programs, documents and reporting in one place. We are committed to protecting the privacy of the people who use our Services and whose information is processed through them.
We act in two different roles. When you visit our website, create an account, or otherwise deal with us directly, we are the controller of your personal information. When our customers (the organisations that subscribe to FieldMand) load their own project and personnel data into the platform, we generally act as a processor handling that data on their behalf and under their instructions. If you have a question about data held in a particular workspace, the customer who operates that workspace is usually the first point of contact.
By using the Services you acknowledge the practices described in this policy. If you do not agree with it, please do not use the Services.
2. Information we collect
Information you give us
- Account and profile information — your name, work email address, phone number, job title, company name, the team size and country you tell us about, and the password you set.
- Early-access and enquiry information — details you submit through our “request early access”, demo or contact forms, including any message you choose to write.
- Content you create in the platform — projects, site records, inspections, dockets, daily reports, RFIs and other correspondence, purchase orders and cost data, photographs, signatures, sign-in/out records, and any files or notes you or your colleagues upload. We refer to this as Customer Data.
- Support and communications — messages you send us, feedback, and the contents of support requests.
Information we collect automatically
- Usage and device data — pages and features used, actions taken, timestamps, browser type, operating system, device identifiers, and approximate location derived from your IP address.
- Log data — IP address, access times, and error reports generated when you use the Services.
- Precise location — where a feature requires it (for example, geofenced site sign-in/out), and only with your device’s permission, we collect GPS location at the moment you use that feature. You can decline this in your device or browser settings, although some features may then be unavailable.
- Cookies and similar technologies — see section 5.
Information from third parties
We may receive limited information from the customer that invites you to a workspace (for example, your name, email and role), and from service providers that help us run the Services, such as hosting, analytics and email-delivery providers.
3. How we use information
We use personal information to:
- provide, operate, maintain and secure the Services, and create and administer accounts;
- review and respond to early-access requests, enquiries and demo requests;
- authenticate users, prevent fraud and abuse, and keep the platform safe;
- provide customer support and respond to your requests;
- improve and develop the Services, including troubleshooting, testing and analytics;
- send service and transactional messages (for example, account and login details, security notices and important changes);
- send product updates and marketing where permitted — you can opt out at any time; and
- comply with our legal obligations and enforce our terms.
4. Legal bases for processing
Where data-protection law (such as the EU/UK GDPR) applies, we rely on one or more of the following legal bases: performance of a contract with you or your organisation; our legitimate interests in operating, securing and improving the Services (balanced against your rights); your consent (for example, for certain cookies, precise location, or marketing); and compliance with legal obligations. Where we rely on consent, you may withdraw it at any time without affecting prior processing.
5. Cookies and similar technologies
We use cookies and similar technologies to keep you signed in, remember your preferences, keep the Services secure, and understand how the Services are used so we can improve them. Essential cookies are required for the platform to function. Analytics and preference cookies are optional and are used only where permitted. You can control cookies through your browser settings; blocking essential cookies may stop parts of the Services from working.
6. Artificial intelligence features
Some features use artificial intelligence to help you draft, summarise, check and organise project information (for example, drafting correspondence or summarising records). When you use these features, the relevant inputs — which may include Customer Data you submit to the feature — are processed by us and by trusted AI service providers acting on our behalf in order to generate a response.
We take steps to limit this processing to what is needed to deliver the feature. Where our providers offer it, we use arrangements intended to prevent your inputs and outputs from being used to train their general models. AI outputs can be inaccurate or incomplete and must be reviewed by a qualified person before being relied on — they are not professional, engineering, legal or safety advice.
7. How we share information
We do not sell your personal information. We share it only as described below:
- Within your organisation’s workspace. Content you create may be visible to other authorised users of the same workspace according to the roles and permissions set by that organisation’s administrators.
- Service providers (sub-processors). We use vetted providers for hosting and infrastructure, data storage and backup, email delivery, analytics, error monitoring, and AI processing. They may access personal information only to perform services for us and are bound by confidentiality and data-protection obligations.
- Legal and safety. We may disclose information where required by law, regulation, legal process or government request, or where necessary to protect the rights, property or safety of FieldMand, our users or the public.
- Business transfers. If we are involved in a merger, acquisition, financing or sale of assets, information may be transferred as part of that transaction, subject to this policy.
- With your direction or consent. We will share information in other ways when you ask us to or otherwise consent.
8. International data transfers
We and our service providers may process and store information in countries other than the one in which you live. Where we transfer personal information across borders, we take steps to ensure it remains protected, including by using recognised transfer mechanisms and appropriate contractual safeguards where required by law.
9. How long we keep information
We keep personal information for as long as needed to provide the Services and for the purposes described in this policy — for example, for the life of an account and a reasonable period afterwards. We also retain information where necessary to comply with legal obligations, resolve disputes, and enforce our agreements. Customer Data is retained according to our agreement with the relevant customer and is deleted or returned on request at the end of the relationship, subject to legal requirements. Some records may be kept in secure backups for a limited time after deletion.
10. How we protect information
We use administrative, technical and physical safeguards designed to protect personal information, including encryption of data in transit, access controls and role-based permissions, secure hosting, logging, and regular review of our practices. No method of transmission or storage is completely secure, so we cannot guarantee absolute security. Please help protect your account by keeping your password confidential and changing it if you think it may have been compromised.
11. Your privacy rights
Depending on where you live, you may have the right to access the personal information we hold about you, to correct inaccurate information, to request deletion, to object to or restrict certain processing, to data portability, and to withdraw consent. You may also opt out of marketing at any time using the unsubscribe link or by contacting us.
To exercise these rights, contact us using the details in section 14. We will respond as required by applicable law and may need to verify your identity first. If your information is held within a customer’s workspace, we may direct your request to that customer, who is responsible for it. If you are in Australia and are not satisfied with our response, you may complain to the Office of the Australian Information Commissioner (OAIC) at oaic.gov.au.
12. Children’s privacy
The Services are intended for use by businesses and their personnel and are not directed to children. We do not knowingly collect personal information from anyone under 16 years of age. If you believe a child has provided us with personal information, please contact us and we will take appropriate steps to delete it.
13. Changes to this policy
We may update this Privacy Policy from time to time. When we do, we will revise the “Last updated” date above and, where changes are material, take reasonable steps to notify you. Your continued use of the Services after an update means you accept the revised policy.
14. How to contact us
If you have questions, concerns or requests about this policy or your personal information, please contact us at privacy@fieldmand.com or hello@fieldmand.com. We will do our best to resolve any concern you have about the way we handle your information.
See also our Terms & Conditions.