Privacy policy
How we collect, use and protect your personal data.
1. Who we are
FieldLink is operated by FieldLink Ltd, a company registered in England and Wales. When we say "FieldLink", "we", "us" or "our" in this policy, we mean FieldLink Ltd. We are the data controller for the personal data we process through the FieldLink platform and website. If you have any questions about this policy or your data, you can contact us at info@field-link.co.uk.
2. What data we collect
Account information: your name, email address, phone number, company name and billing address when you create an account or contact us. Job and business data: information you enter into FieldLink including jobs, quotes, invoices, customer details, supplier orders, timesheets, schedules, files and notes. This data belongs to you and we process it to provide the service. Usage data: how you interact with FieldLink, including pages visited, features used, device type, browser, IP address and referring URLs, which we use to improve the product. Payment information: billing details are processed by our payment provider, and we do not store your full card number on our servers. Communications: emails, chat messages and support requests you send us.
3. How we use your data
To provide, maintain and improve the FieldLink service; process your transactions and manage your account; send you important service updates such as changes to terms and security notices; respond to your support requests and communications; generate AI-powered features such as quote descriptions; analyse usage to improve the product and user experience; detect, prevent and address fraud or technical issues; and comply with legal obligations.
4. Legal basis for processing
Under UK GDPR, we process your data on the following grounds. Contract: processing necessary to provide the FieldLink service you've signed up for. Legitimate interest: improving our product, preventing fraud and understanding how our service is used. Consent: where you've given us permission, such as for marketing emails (you can withdraw consent at any time). Legal obligation: where we need to comply with the law.
5. Who we share your data with
We do not sell your personal data. We share data only with: service providers for hosting, payment processing, email delivery and analytics, who process data on our behalf under strict data processing agreements; accounting integrations, when you connect Xero, QuickBooks or other accounting software, as directed by you; supplier integrations, when you place orders through FieldLink, with the necessary order details; and law enforcement, only where required by law or court order.
6. AI features and your data
FieldLink uses AI to generate quote descriptions and assist with other tasks. When you use AI features, your input is sent to our AI provider to generate a response. Your data is processed solely to provide the output to you.
7. Data retention
We retain your account and business data for as long as your account is active, plus a reasonable period afterwards to allow you to reactivate or export your data. If you delete your account, we will delete or anonymise your personal data within 90 days, except where we need to retain it for legal or regulatory purposes.
8. Data security
We take the security of your data seriously. We use encryption in transit (TLS) and at rest, regular security testing, access controls and monitoring. While no system is 100% secure, we implement industry-standard measures to protect your data.
9. International transfers
Your data is primarily stored on servers in the United Kingdom and European Economic Area. Where data is transferred outside the UK/EEA (for example, to service providers in the US), we ensure appropriate safeguards are in place, such as Standard Contractual Clauses approved by the ICO.
10. Your rights
Under UK GDPR, you have the right to access a copy of the personal data we hold about you; ask us to correct inaccurate or incomplete data; ask us to delete your personal data; ask us to restrict processing of your data; request your data in a structured, machine-readable format; object to processing based on legitimate interest; and, where processing is based on consent, withdraw it at any time. To exercise any of these rights, email us at info@field-link.co.uk. We will respond within 30 days.
11. Cookies
We use cookies and similar technologies to operate the service, remember your preferences and understand how you use FieldLink. For full details, see our cookie policy.
12. Children
FieldLink is not intended for use by anyone under the age of 18. We do not knowingly collect personal data from children.
13. Changes to this policy
We may update this privacy policy from time to time. If we make significant changes, we will notify you by email or through a notice on our website. We encourage you to review this policy periodically.
14. Complaints
If you're not happy with how we've handled your data, you can contact us at info@field-link.co.uk. You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk.