FieldServicer Privacy Policy

1. About this policy

This privacy policy explains how FieldServicer accesses, collects, uses, stores and shares personal information through the FieldServicer website, mobile application and workforce management platform.

FieldServicer is operated by the business responsible for providing and operating the FieldServicer service, identified in the applicable customer agreement and publisher information, referred to in this policy as “FieldServicer”, “we”, “us” or “our”.

Our platform supports workforce management activities, including rostering, clock-in and clock-out, attendance verification, patrols, checkpoint recording, reporting and welfare checks.

This policy applies to website visitors, people who contact us, and users of the FieldServicer app and platform. The information processed depends on the features your organisation enables, your device permissions and how you use the service.

2. Personal information we collect

Website enquiries and communications

When you submit an enquiry, request a demonstration or contact us, we collect the information you provide. This may include:

• Your name.
• Your business email address and telephone number.
• Your company or organisation name.
• The contents of your enquiry and subsequent communications.

We use this information to respond to you, arrange demonstrations and provide information about FieldServicer.

Account and workforce information

When you or your organisation use FieldServicer, we process information provided through the platform, which may include:

• User profile and contact details.
• Your association with an employer or organisation.
• Assigned shifts, rosters and work sites.
• Clock-in and clock-out records.
• Attendance, patrol and checkpoint records.
• Welfare check responses.
• Reports, notes, documents and other submitted work information.

Your organisation may supply some of this information when creating or managing your account.

Photos and other submitted content

FieldServicer accesses your device camera with your permission when you use features that capture shift selfies or work-related photographs.

We collect photographs, documents, notes and other content you submit through enabled features. These submissions may be associated with your account, shift, checkpoint, report or welfare check record.

3. Location information

Access and collection

With your device permission, the FieldServicer mobile app accesses and collects your device’s location, including precise latitude and longitude.

Location may be obtained from your device’s location services. Depending on the feature and availability, the app may use a current location reading or a last-known location.

The app requests location permissions through your device’s operating system. The location precision available to FieldServicer depends on your device settings and the permissions you grant.

When location is collected

FieldServicer accesses or collects location when you use location-dependent features, including:

• Clocking in or out of a shift.
• Verifying that you are at an assigned work site.
• Recording or verifying patrol and checkpoint visits.
• Scanning QR codes or NFC tags for checkpoint verification.
• Detecting configured site beacons and recording associated checkpoint visits.
• Submitting welfare check responses.

Some features compare your device location with a configured work site or checkpoint to determine whether you are within the permitted area.

How location is used

We use location information to:

• Verify attendance at assigned work sites.
• Associate clock-in and clock-out activity with a location.
• Verify and record patrol and checkpoint activity.
• Support automatic attendance recording through site beacons.
• Attach location to welfare check responses.
• Provide relevant work records to authorised organisation users.

Location information is transmitted to the FieldServicer platform and associated with the relevant account and work record, such as a shift, checkpoint visit or welfare response.

4. Background location and beacon monitoring

During an active shift where beacon monitoring is enabled, FieldServicer accesses and collects location in the background, including when the app is not in use or your screen is locked.

Background location supports the detection of configured site beacons and the automatic recording of checkpoint attendance. When a recognised beacon is detected, the app may obtain your device’s location and submit it with the associated shift and checkpoint record.

Beacon monitoring also uses Bluetooth and the applicable device permissions. Your operating system may require location permission for beacon-related functionality.

Background operation depends on the permissions granted, device settings, operating system restrictions and the enabled shift features.

5. How we use personal information

We use personal information to:

• Provide and operate the FieldServicer website, app and platform.
• Respond to enquiries, demonstration requests and support requests.
• Manage user accounts and access to organisation features.
• Display and manage rosters, assignments and shifts.
• Record and verify attendance and checkpoint activity.
• Support patrol reporting and welfare check workflows.
• Deliver work-related notifications and updates.
• Maintain and troubleshoot the service.
• Protect the platform against unauthorised access and misuse.
• Meet applicable legal obligations.

6. Who can access information

Your employer or organisation

FieldServicer is used by organisations to manage their workforce and operations.

Authorised users within your organisation may access work records according to their roles and permissions. These records may include attendance, location associated with work activities, checkpoint visits, welfare responses and submitted photos or reports.

Your organisation’s own policies may also explain how it uses these records. Contact your employer or platform administrator for information about its workplace practices and access arrangements.

Service providers

We use service providers to host, operate and support FieldServicer. These providers may process personal information where necessary to deliver their services.

Providers that receive or process personal information:

Depending on the services enabled for a deployment, our service providers may include cloud hosting, database and file-storage providers; email, messaging and notification providers; mapping or location technology providers; security, diagnostics and error-monitoring providers; and customer-support or system-maintenance providers. These providers may process account and contact details, workforce records, location information, photographs, documents, device or diagnostic data, or communications to the extent necessary to provide their contracted services. Access is limited to what is reasonably necessary for the relevant service. The providers actually used depend on the configuration of the FieldServicer deployment and its enabled integrations. Information about the providers used for your organisation's deployment may be requested from your organisation's administrator or by contacting [email protected].

Legal disclosures

We may disclose personal information where required by applicable law or a valid legal process.

Other recipients

In addition to the recipients described above, information may be shared with an organisation's authorised customers, business partners or third-party integrations where the organisation enables that functionality and the sharing is necessary for the requested workforce-management service. The information shared may include relevant shift, attendance, patrol, checkpoint, welfare, report, photograph or document records. We do not describe a third-party integration as active unless it has been enabled for the relevant deployment. Contact your organisation's administrator for details of integrations it has enabled.

7. Device permissions and your choices

FieldServicer requests permissions needed for the features you use. These may include:

• Location: for attendance, site and checkpoint verification, and location associated with welfare responses.
• Background location: for enabled beacon monitoring during active shifts.
• Camera: for shift selfies and work-related photographs.
• Bluetooth or nearby devices: for site beacon detection.
• Notifications: for shifts, roster changes and other work-related updates.

You can manage or revoke permissions through your device settings.

Denying or revoking location permission may prevent features such as clock-in, clock-out, checkpoint verification or welfare response submission from working. Limiting location precision may affect features that require accurate site verification.

Denying background location permission may prevent beacon monitoring from operating when the app is not in use or the screen is locked.

Changing permissions affects future access through those permissions. It does not automatically delete information already submitted to the platform.

8. Storage and security

Personal information is stored on secure cloud infrastructure, with access restricted to authorised personnel and organisation users according to their permissions.

We take reasonable steps to protect personal information against misuse, interference, loss and unauthorised access, modification or disclosure.

Storage and processing locations:

Personal information is stored or processed in the locations used by the cloud infrastructure and service providers configured for the relevant FieldServicer deployment. Those locations may include countries outside the country in which you live or work. The exact locations depend on the hosting region, provider configuration and enabled integrations. We take reasonable steps to ensure that personal information is handled with appropriate safeguards and in accordance with applicable legal requirements. For information about the hosting region and providers used for your organisation's deployment, contact your organisation's administrator or [email protected].

9. Retention of information

We retain personal information only for as long as reasonably necessary for the purposes for which it was collected, to provide and support FieldServicer, to meet operational and contractual requirements, and to comply with applicable legal obligations. Retention may vary depending on the type of record, the organisation using FieldServicer, and the circumstances in which the information was collected.

Our retention practices are as follows:

• Website enquiries and correspondence: Retained for as long as necessary to respond to and manage the enquiry, provide requested support, and maintain relevant business records. Information is deleted or anonymised when it is no longer required, subject to applicable legal obligations and the handling of any ongoing dispute or claim.
• Account and profile information: Retained while an account is active and for as long as necessary to administer access, provide the service, maintain security, and manage related records. Following account closure or a valid deletion request, information will be deleted or anonymised when it is no longer required, except where retention is required or permitted for legal compliance, security, dispute resolution, or other legitimate purposes.
• Location, attendance, patrol and checkpoint records: Retained for as long as necessary to provide and document attendance, site verification, patrol, checkpoint and related workforce-management services, and to meet applicable organisational, contractual and legal requirements. The organisation using FieldServicer may have additional retention obligations for these work records.
• Welfare responses, reports, photographs and documents: Retained for as long as necessary for welfare checks, operational reporting, incident management, safety reviews, recordkeeping and applicable contractual or legal requirements. Information that is no longer required will be deleted or anonymised, subject to any lawful need for continued retention.
• Deleted records in backups: When information is deleted from active systems, copies may remain in backups until those backups expire under the applicable backup rotation and recovery procedures. Backup copies are protected by access controls and are retained for backup, security and recovery purposes rather than ordinary use. Where a backup is restored, relevant deletion requests and retention requirements will be applied as appropriate. The time taken for information to expire from backups depends on the backup configuration in use.
• Legal and contractual retention requirements: Some information may need to be retained for longer where required by applicable laws, regulatory requirements, contractual obligations, or where reasonably necessary to establish, exercise or defend legal claims, investigate security incidents, or prevent fraud. Where information is retained for such reasons, access and use will be limited to the relevant purpose and the information will be deleted or anonymised when it is no longer required.

When personal information is no longer required for the relevant purpose or any applicable legal or contractual obligation, we will take reasonable steps to securely delete or anonymise it, as appropriate. Users may contact [email protected] to ask about the retention of their personal information or to request access, correction or deletion, subject to applicable legal requirements and any lawful grounds for continued retention.

10. Access, correction and deletion

You may request access to, correction of, or deletion of personal information we hold about you by emailing [email protected].

Please include sufficient information to identify your account or the relevant records. We may need to verify your identity before responding.

Where your organisation manages the relevant account or work records, we may coordinate your request with its authorised administrator. You may also contact your employer directly about employment-related records.

If some information must be retained under an applicable obligation, we will explain the reason when responding to your request.

Account deletion process:

To request deletion of your FieldServicer account and associated personal information, email [email protected] from your registered email address and include the organisation name and account details needed to identify your account. We may ask for additional information to verify your identity and authority to make the request. Where your account is managed by your employer or another customer organisation, we may refer the request to that organisation's authorised administrator or coordinate with them before taking action. After the request is verified, we will delete or anonymise personal information that is no longer required, subject to applicable legal, security, contractual and dispute-resolution requirements. Certain work records may need to be retained by your organisation. Information remaining in backups may persist until the applicable backup rotation expires. If an account-deletion webpage or in-app deletion option is provided for your deployment, follow the instructions shown there. Do not treat uninstalling the app as an account-deletion request.

11. Privacy enquiries and complaints

If you have a question or concern about how FieldServicer handles personal information, contact [email protected].

Please describe your concern and provide contact details so we can respond. We will review your enquiry and explain any relevant next steps.

12. Changes to this policy

We may update this policy when our services, information-handling practices or applicable requirements change.

The updated policy will be published on our website with a revised “Last updated” date.

13. Contact details

Legal entity: The business responsible for providing and operating FieldServicer, as identified in the applicable customer agreement and publisher information

Email: [email protected]

Business address: For privacy enquiries, contact [email protected]. A business address may also be provided in the applicable customer agreement or publisher information.