FieldFlow HVAC ("FieldFlow," "we," "us," or "our") is a field service management platform built for HVAC companies. This Privacy Policy explains what information we collect, how we use it, and the choices you have regarding your data. By using FieldFlow, you agree to the practices described here.
Account and company information. When a company registers on FieldFlow, we collect the company name, address, phone, email, license number, and the name, email, and password of the account administrator. Additional user accounts (office staff, technicians, warehouse) include name, email, phone, role, and profile photo.
Job and service data. We store all data you enter into the platform: job details, customer records, maintenance schedules, invoices, estimates, parts orders, truck stock, service notes, and attached photos.
Location data. Technicians may choose to share their GPS location with office staff through the app. This data is collected only when the technician explicitly enables location sharing and is used solely to display technician positions on the dispatch map for their own company.
Customer signatures. When customers sign off on invoices or service reports, the signature image is stored as part of that record.
Payment information. Subscription billing is handled by Stripe. We do not store full credit card numbers. Stripe processes and stores payment details under their own privacy policy.
Usage and technical data. We collect standard server logs including IP addresses, device type, operating system, app version, and feature usage patterns to monitor reliability and improve the platform.
Error reports. If the app encounters a problem, an error report may be sent that includes technical details about the failure (stack trace, screen name, device info). No personally identifiable customer data is included in these reports.
We do not use your data for advertising, sell it to third parties, or share it with any party outside of what is described in this policy.
We share limited data with the following service providers solely to operate the platform:
We may disclose information if required by law, court order, or government request, or to protect the rights and safety of our users.
FieldFlow is a multi-tenant platform. Each company's data is strictly isolated by a unique company identifier. Users from one company cannot access, view, or interact with another company's data. Platform administrators have read-only access to aggregate statistics for operational monitoring purposes only.
We retain your data for as long as your company account is active. If you cancel your subscription and request account deletion, we will delete your company data within 30 days, excluding any records we are required to retain by law.
Demo accounts (accounts created through the interactive demo walkthrough) are reset on a regular basis and do not retain any data entered during a demo session.
We take reasonable technical and organizational measures to protect your data, including HTTPS encryption in transit, hashed passwords (bcrypt), Bearer token authentication for all API requests, and role-based access controls. No system is completely secure; we encourage you to use a strong, unique password for your account.
Depending on your location, you may have the right to:
To exercise any of these rights, contact us at the address below. We will respond within 30 days.
FieldFlow is a business-to-business platform intended for use by adults running or working for HVAC companies. We do not knowingly collect personal information from anyone under the age of 18.
We may update this Privacy Policy from time to time. When we make material changes, we will update the "Last updated" date at the top of this page and, where appropriate, notify active account holders by email. Continued use of FieldFlow after changes take effect constitutes acceptance of the updated policy.
If you have questions, concerns, or requests regarding this Privacy Policy or your personal data, please contact us:
FieldFlow HVAC
Privacy & Data Requests
Email: privacy@fieldflow.app