Privacy Policy

Last Updated: October 1, 2026 · Field Scribe, Inc.

1. Introduction

Field Scribe ("we," "our," or "us") provides construction scheduling, field reporting, and project collaboration tools. This Privacy Policy describes the information handled by the current Service, including optional external AI processing and the providers used to deliver it.

2. Information We Collect

We collect information you provide and information generated when you use the Service, including:

Account and Billing Information: Identity and contact details, organization and project memberships, subscription information, and billing identifiers.
Project Content: Project locations, schedules, activity names, dates, durations and progress, daily reports, crew and dispatch details, safety narratives, documents, images, and other attachments you submit.
Communications: Chat messages and AI chat history, support requests, email recipients and content, and sales or assessment submissions such as your name, email, company, position, and assessment result.
Usage and Device Information: Session records, IP address, browser user agent, pages visited, referrer, feature usage, technical and audit logs, and browser push subscription details if you enable notifications.
Consent Records: AI opt-in and revocation records, including timestamps and IP address, and SMS consent and verification records.

3. How We Use Your Information

We use the information we collect to:

Authenticate users, manage accounts, project access, subscriptions, and billing.
Store and display project content, calculate schedules and local forecasts, and deliver reports, invitations, dispatches, and other operational notifications.
Provide external AI features after personal opt-in, including report risk analysis, semantic search, image or PDF extraction, project chat, and AI summaries in eligible digests. Some processing is automatic after opt-in.
Respond to support and sales or assessment inquiries, determine signup geographic eligibility, and retrieve project weather.
Use local usage metrics to operate, secure, and improve the Service, maintain consent and audit records, and address legal obligations.

4. Cookies and Tracking Technologies

The Service and its authentication provider use cookies and browser storage for sign-in, sessions, security, and application preferences or drafts. You can control cookies and storage through your browser, but disabling them may affect these functions.

Our application analytics are stored in Field Scribe's own database: session IP address and user agent, page visits and referrers, and feature usage. The current product does not send this analytics data to an external analytics or advertising feed and does not implement advertising or marketing-cookie tracking. Loading third-party authentication scripts, CDN assets, or fonts still makes network requests to those providers, as described below.

5. Data Sharing and Disclosure

Data leaves Field Scribe when the following providers or integrations are used. The information sent depends on the feature, its configuration, and your content:

Clerk — Authentication: Account identity and authentication information, along with browser and IP metadata used during sign-in and account management.
Resend — Email Delivery: Recipient addresses, message content, and attachments included in operational emails, such as reports, invitations, notifications, and digests.
Twilio — Opted-In SMS: Recipient phone numbers, verification messages, and operational dispatch content such as reporting location, time, project, and scope. The SMS-specific restrictions in Section 6 apply.
Stripe — Billing: Customer identity, contact information, subscription and billing details needed for checkout and payment management.
OpenAI — Optional AI Processing: Relevant report text, project and task metadata, safety narratives, uploaded images or PDF content for extraction, chat prompts, and semantic-search queries. These support inference, embeddings, risk analysis, project chat, and digest summaries. AI chat messages are stored locally; prior chat turns without source provenance are not retransmitted as conversation history.
Google Sheets — Leads, When Configured: Sales or assessment lead contact details, company, position, assessment result, and submission information.
IPinfo — Signup Geographic Eligibility: The signup request's IP address to look up its country.
Nominatim and NOAA — Location and Weather: Project location or address queries for geocoding and coordinates for weather requests.
Browser Push Services: If you enable push notifications, your browser's push provider handles delivery through a subscription endpoint. Field Scribe stores the endpoint and delivery keys and sends notification payloads through it.
CDN and Font Providers: Providers serving scripts, styles, fonts, and images receive network metadata such as IP address and browser information, and may receive referrer information depending on browser policy.
Pull Planner — User-Initiated SSO: Clicking the Pull Planner handoff sends a signed identity token containing your Field Scribe user ID, email, and name to Pull Planner to sign you in.

Project content is also available to other users according to the Service's project and account permissions and to recipients of messages or exports you authorize. We may disclose information:

Legal Requirements: When required by law or to protect our rights
Business Transfers: In connection with a merger, acquisition, or sale of assets

Personal AI choice: Every signed-in user can manage their own opt-in in AI Features settings. An administrator's or teammate's consent is not your consent. External project AI requires the requester's current consent and project ownership or active membership. Automatic report analysis and embeddings require the report submitter's current consent and project access; AI digest summaries require the recipient's current consent and access. Chat and digest prompts exclude reports and linked safety narratives from nonconsenting authors. AI document extraction requires the uploader's authorization.

Disabling AI blocks new external processing under your consent, including queued work that rechecks eligibility before sending. It cannot recall requests already transmitted or automatically delete previously stored reports, outputs, embeddings, or logs. Shared project and schedule metadata may still be processed for another consenting user with the required project access. Local regression forecasts and Monte Carlo simulations do not call an external AI provider and do not require external AI opt-in.

Content can identify people: Free text, images, and documents can contain names, contact details, addresses, faces, and sensitive project or safety information. We do not guarantee that personal information is removed before AI processing. Submit only content you are authorized to share and avoid unnecessary sensitive information.

Inference (generating a response) and embeddings (numeric representations used for search) are not model training. The current product does not operate a Customer Content model-training program or an external benchmarking feed. Our current product policy is not to sell Customer Content or personal information or use it for third-party advertising; operational delivery to the providers above is separate from those uses. Local project metrics and application usage analytics remain part of operating the Service.

Providers' handling of information is subject to their own terms, policies, and the applicable service configuration. This policy does not promise a particular provider contract, retention period, or provider training restriction, and it does not assert that a provider trains on your content.

6. SMS / Text Messaging

Field Scribe offers an optional SMS program for work dispatch notifications only. Schedule lookaheads and other app notifications are not delivered by SMS.

Consent: SMS messages are sent only after the recipient personally completes the public SMS consent form, checks the affirmative consent box, and verifies their mobile number with a one-time passcode. Providing a number in a profile or roster, or a supervisor providing a number, is not consent.
Message Types & Frequency: Messages are operational (not promotional): work dispatch details such as reporting location, time, project, and scope. Frequency varies with work schedules, typically up to one message per workday.
Opt-Out: You may opt out at any time by replying STOP to any message. Reply HELP for help, or contact support@fieldscribe.tech. Message and data rates may apply.
No Third-Party Sharing: No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. Text messaging originator opt-in data and consent will not be shared with any third parties, excluding aggregators and providers of the text message services (e.g., our SMS delivery provider, Twilio) solely for the purpose of delivering messages.

7. Data Retention

Stored information includes account and project records, uploaded content, AI outputs and embeddings, chat history, usage logs, and consent and audit records. Retention depends on the record, operational needs, and applicable obligations; this policy does not specify a fixed deletion schedule. Disabling AI is not a deletion request. To ask about access or deletion, contact us below. Information already sent to providers is also subject to their retention policies and applicable configuration.

8. Your Choices and Rights

You can manage your personal external AI choice in AI Features settings, unsubscribe from SMS as described in Section 6, and control browser notification permissions. Depending on your location and applicable law, including GDPR where it applies, you may have rights to:

Access: Request access to your personal data
Rectification: Request correction of inaccurate data
Erasure: Request deletion of your personal data
Restriction: Request restriction of processing
Portability: Request transfer of your data
Objection: Object to processing of your personal data

To exercise these rights, please contact us at Legal@fieldscribe.tech.

9. Data Security

The Service uses authentication, access controls, and consent checks to restrict processing. No method of storage or transmission over the Internet is completely secure. Keep your account credentials secure and review project access and the content you share.

10. International Data Transfers

Field Scribe and its providers may process information in countries other than your country of residence. Processing locations and transfer arrangements depend on the provider and service configuration. Contact us with questions about the arrangements applicable to your use; this policy does not certify a specific provider agreement or transfer safeguard.

11. Children's Privacy

Our services are not intended for individuals under the age of 16. We do not knowingly collect personal information from children. If you believe we have collected information from a child, please contact us immediately.

12. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page and updating the "Last Updated" date.

13. Contact Us

If you have any questions about this Privacy Policy or our data practices, please contact us at:

Field Scribe
Email: Legal@fieldscribe.tech
Website: fieldscribe.tech