FieldScope Privacy Policy
Effective 10/28/26 · Version 1.0
This policy explains what information FieldScope LLC collects, how it's used and shared, and the choices people have. FieldScope doesn't sell personal information or use it for advertising.
Some features this policy describes, such as Priority Response building reports and time records, are released over time or may not be part of a company's plan. We collect the information listed for a feature only when a company uses that feature.
1. Who we are and what this covers
FieldScope LLC ("FieldScope", "we") makes FieldScope, a field documentation app restoration companies use to document jobs, prepare documents and collect signatures.
We hold information in two roles:
- For our customers' accounts, meaning the restoration companies and their staff who use FieldScope, we decide how account information is used. This policy covers that.
- For our customers' own customers, such as property owners, tenants and property managers ("End Customers"), we process their information on behalf of the restoration company that collected it. That company decides what to collect and why, and its own privacy policy applies. FieldScope follows its instructions, and this policy explains how we handle that information.
If you're an End Customer, contact the restoration company you worked with first. We'll help it respond to you.
2. Information we collect
We collect only what's needed to run FieldScope. Most of it is entered by the restoration company and its staff.
| Category | Examples | Where it comes from |
|---|---|---|
| Account information | Name, work email, company, role, sign-in times | Company admins and users |
| Company settings | Business name, logo, phone, address, contract wording, rate tables | Company admins |
| Job information | Property address, loss type, claim number, insurer and adjuster names, contact name, phone and email | Company staff |
| Field records | Photos, videos, moisture and thermal readings, sketches, room measurements, notes, equipment logs | Company staff |
| Customer-submitted media | Photos, walkthrough videos, name and phone sent through an intake link | End Customers, through a link the company sends |
| Documents and signatures | Proposals, work authorizations, invoices, signature images, signer name and title, date | Company staff and End Customers |
| Approximate location at signing | Rounded device location attached to an in-person signature, only if the device's browser grants permission | The signing device |
| Remote signing records | Signer email or phone, consent, verification, stated authority, IP address, browser and device type, timestamps | End Customers using a signing link (section 5) |
| Email records | Who a document was emailed to, when, and the message | Company staff sending from FieldScope |
| Technical records | IP address (for rate limits and security), sign-in attempts, error reports, AI processing timings | Devices using FieldScope |
| Time records | Clock-in and clock-out times, unpaid meal periods, corrections and who made them. Location at clock-in and clock-out only, and only if the company turns it on | Company staff |
| Building and incident information | Building profiles, shut-off locations, contacts and access codes (restricted). Problem reports sent through a building's QR page: the reporter's name, phone or email, description and photos | Company staff; building occupants using a QR page |
| Account and billing information | The company's plan, billing contact, payment status and usage. No card or bank details are stored in FieldScope | Company admins and FieldScope |
We don't collect payment card numbers. A work authorization may store only a card's last four digits, if the company enters them.
We don't collect fingerprints, face scans or other biometric information.
3. How we use information
We use information to:
- provide FieldScope: store and sync jobs across a company's devices, build documents, send email the company asks us to send, and run signing links;
- keep each company's information separate, and enforce each user's role (for example, hiding prices from technicians);
- secure the service: sign-in, rate limits, detecting abuse and investigating problems;
- run AI features when a user asks for them (section 4);
- fix bugs and improve reliability, using technical records with customer content removed wherever possible;
- communicate with account holders about the service, billing and changes, and answer suggestions and problem reports, which are emailed to our support inbox when you send them;
- manage company accounts: plans, billing status, trials and suspensions;
- give support when a company's admin grants support access (section 6);
- meet legal obligations and respond to lawful requests.
We don't sell personal information. We don't use it for targeted advertising, and we don't build marketing profiles of End Customers.
4. AI features
When a user uses an AI feature, FieldScope sends the information that feature needs to our AI provider, Anthropic, which returns a response. Examples: asking the assistant about a job, drafting scope from photos, or reading a sketch. That information can include job details, readings, notes and photos.
- AI runs only when a user starts a feature that uses it.
- Technicians' AI requests don't include prices or job costs.
- Building access codes are never sent to AI features.
- Under Anthropic's Commercial Terms (effective June 17, 2025), Anthropic may not train models on content sent through its services. Its handling of that content is governed by its data processing terms.
- A company can ask us to turn off AI features for its workspace at privacy@fieldscope.work.
5. Electronic signing records
When a restoration company sends a document for signature, FieldScope keeps a record that proves what was signed, by whom and when, for the company and the signer:
- the document and its fingerprint (SHA-256);
- the signer's name, email or phone, stated role and authority, and signature;
- consent to electronic records, verification-code checks, IP address, browser and device type, and the time of each step;
- the finalized PDF with its signature certificate.
The signing page loads nothing from third parties and uses no tracking. The company chooses how long signed records are kept (section 8). When a record is deleted, FieldScope keeps only its fingerprint and dates, which can confirm whether a copy someone provides matches. FieldScope can't recover a deleted document.
6. Who we share information with
We share information only with the service providers that run FieldScope, and only what each needs for its job. They process it on our behalf.
| Provider | What it does for FieldScope | Information involved |
|---|---|---|
| Cloudflare | Hosts the app, stores data and media, and runs the network | Everything stored in FieldScope; IP addresses |
| Anthropic | Runs AI features a user starts | The job information that feature needs (section 4) |
| Resend and MailChannels | Deliver email FieldScope sends: documents, sign-in links, signing codes | Recipient addresses, the message and any attached document |
| Google (Gmail) | Hosts the mailbox our support, legal and privacy addresses forward to | What you send us: suggestions, problem reports (with scrubbed technical details) and emails to those addresses |
We'll keep this list current and notify account owners before adding a provider that handles their information. A data processing addendum is available on request at privacy@fieldscope.work.
We may also share information:
- within a company's workspace, with the users that company has authorized, according to their roles;
- with FieldScope support, only with permission. FieldScope staff open a company's job information only when its admin grants support access (read-only, time-limited and logged where the company can see it), when needed to keep the service secure or working, or when the law requires;
- with End Customers, when the company sends them a document or link;
- with the restoration company responsible for a building, when someone sends a report through that building's QR page;
- when the law requires it, or to protect people's safety, FieldScope's rights or the service's security;
- in a business transfer, such as a merger or sale, under this policy's protections.
Some features hand you off to apps you choose: your email app, phone messaging, calendar, or a payment link you add. FieldScope doesn't send them data on its own; that information is then governed by those apps' policies.
7. Cookies and browser storage
FieldScope doesn't use advertising or analytics cookies, and doesn't track you across other websites.
The building reporting page and the signing page load nothing from third parties and use no tracking.
The app stores information in your browser so it works offline and remembers your settings: your sign-in session, your jobs for offline use, your layout and theme choices, and a short list of recent app errors (once error reports are live). Signing out removes your sign-in session. You can clear the rest with your browser's site-data controls; unsynced work on that device may be lost.
8. How long we keep information
| Information | How long |
|---|---|
| Job records, photos, documents | While the company's account is active, or until the company deletes them |
| Signed records from remote signing | Per the retention policy the company chooses. Records under a legal hold are kept until the hold is released |
| After an account closes | 30 days to export, then deleted within 90 days, except as the law requires or a legal hold applies |
| Sign-in attempt records | About 7 days |
| Rate-limit counters (IP address) | Minutes |
| Error reports | 90 days |
| Customer intake links | Expire after 72 hours; the submissions stay with the job until the company deletes them |
| Time records | At least 3 years; after that, while the company's account is active or until the company deletes them |
| Reports sent through a building's QR page | With the building or job record, until the company deletes them |
| Support-access logs | While the company's account is active |
Backups may hold deleted information for a short period before it's overwritten.
9. Security
We protect information with safeguards that include:
- encrypted connections (HTTPS) for everything FieldScope sends and receives;
- separate storage for each company, so one company can't see another's data;
- role-based access enforced on our servers (for example, technicians never receive prices);
- signing links that expire and can be revoked, stored only in a form that can't be used to open them;
- automated security checks that run before every change to the app goes live.
No system is perfectly secure. If we learn of a breach affecting personal information, we'll notify the affected companies, and others as the law requires.
10. Your choices and rights
- Company users can view and correct their account details in the app, and ask the company's admin, or us at privacy@fieldscope.work, to delete their account.
- End Customers should send requests about job records, photos or signed documents to the restoration company that holds them; it controls that information. If you contact us, we'll pass your request to that company and help it respond.
- Depending on where you live, you may have the right to know what information we hold about you, get a copy, correct it, delete it, or opt out of certain uses. We'll respond within 45 days and won't treat you differently for asking. We may need to verify your identity first. An authorized agent may make a request for you where the law allows.
- Signed records may be kept despite a deletion request where the company has a legal reason to keep them, such as a contract record or a legal hold.
11. Children
FieldScope is a business tool for adults. We don't knowingly collect information from children under 13. Photos taken inside a home can show anyone present; restoration companies should avoid capturing people who don't need to be in them.
The building reporting page is meant for adults reporting a problem in a building and isn't directed to children.
12. Where information is processed
FieldScope is run from the United States. Our hosting provider operates a global network, so information may pass through or be cached in other countries while it's delivered.
13. Changes and contact
We'll post changes to this policy here with a new effective date. For material changes, we'll notify account owners by email or in the app before they take effect.
Contact: FieldScope LLC · privacy@fieldscope.work
Effective: October 28, 2026 · Version: 1.0