Privacy Policy

This Privacy Policy explains how Fieldvoice (“we”, “us”, “our”) collects, uses, and protects personal data when you visit fieldvoice.eu, use the Fieldvoice application at app.fieldvoice.eu, or contact us. We process personal data in line with the EU General Data Protection Regulation (GDPR) and applicable national law.

1. Who is responsible

Fieldvoice is the controller for personal data processed via our marketing website and, where we determine the purposes and means of processing, for account and service administration. For customer content uploaded or spoken into the Service (such as voice recordings and structured field entries), the customer organisation typically acts as controller and Fieldvoice acts as processor under a data processing agreement where required.

Contact for privacy matters: hello@fieldvoice.eu.

2. Data we collect

Depending on how you interact with Fieldvoice, we may process:

• Website and contact data - name, email, company, message content, and technical logs when you use forms or browse the site.
• Account data - name, email, organisation, role, authentication details, billing contacts, and subscription information.
• Service data - voice recordings, transcripts, structured hours/materials/invoice lines, job references, and related metadata you or your organisation submit.
• Usage and technical data - IP address, device/browser information, app version, API usage, and diagnostic events needed to operate and secure the Service.
• Payment data - processed by our payment provider; we do not store full card numbers.

3. Why we use personal data

We use personal data to:

• provide, maintain, and improve the Fieldvoice website and Service;
• create and manage accounts, organisations, and API access;
• process voice into structured field records and enable review/export workflows;
• respond to enquiries, support requests, and sales conversations;
• send service, security, and (where allowed) product communications;
• bill subscriptions, prevent abuse, and comply with legal obligations;
• analyse aggregated usage to improve reliability and product quality.

4. Legal bases

Where GDPR applies, we rely on one or more of: performance of a contract; legitimate interests (operating a secure SaaS product, improving the Service, responding to business enquiries); consent (where we ask for it); and legal obligation.

5. Sharing and processors

We do not sell personal data. We may share data with trusted processors that help us host infrastructure, send email, process payments, provide analytics, or deliver AI/speech processing - bound by contracts that require appropriate protection. We may also disclose data if required by law or to protect the rights, safety, and integrity of Fieldvoice, our users, or others.

6. International transfers

If personal data is processed outside the EEA/UK, we use appropriate safeguards such as adequacy decisions or standard contractual clauses, where required.

7. Retention

We keep personal data only as long as needed for the purposes above. Account and billing records are retained for the life of the subscription and a reasonable period afterwards for legal, tax, and dispute purposes. Customer service content is retained according to the customer’s settings and our retention practices, or until deletion is requested where we are able to fulfil it. Website enquiry messages are kept as long as needed to handle the request.

8. Security

We apply organisational and technical measures appropriate to the risk, including access controls, encryption in transit, multi-tenant separation of organisations, and scoped API keys. No method of transmission or storage is perfectly secure; please protect your credentials and report suspected incidents to us promptly.

9. Your rights

Subject to applicable law, you may request access, rectification, erasure, restriction, portability, and objection to certain processing, and you may withdraw consent where processing is based on consent. You may also lodge a complaint with your local supervisory authority. To exercise rights, email hello@fieldvoice.eu. If your data was submitted via a customer organisation, we may redirect you to that organisation as controller.

10. Cookies and similar technologies

Our website may use necessary cookies or similar technologies to operate securely and remember preferences. Where non-essential cookies are used, we will provide appropriate information and choices.

11. Children

Fieldvoice is intended for business use by adults. We do not knowingly collect personal data from children.

12. Changes

We may update this Privacy Policy from time to time. The “Last updated” date at the top will change when we do. Continued use of the Service after changes take effect constitutes acceptance of the updated policy where permitted by law.

13. Contact

Questions about this policy: hello@fieldvoice.eu or via our contact page.