Privacy Policy

FieldStack Ltd ("FieldStack", "we", "us", "our") is committed to protecting your personal data. This Privacy Policy explains how we collect, use, store and share personal data when you use the FieldStack platform and website (together, the "Platform"). It also explains your rights under UK data protection law.

1. Who we are

FieldStack Ltd is the controller of personal data collected through the FieldStack platform and website. We will apply for registration with the Information Commissioner's Office (ICO) as a data controller prior to launch.

You can contact us about data protection matters at: data@fieldstack.co.uk.

2. What personal data we collect

We collect the following categories of personal data:

• Account data: your name, email address, business name, phone number and password when you register for or subscribe to the Platform.
• Billing data: payment card details and billing address, processed securely through Stripe. We do not store full card numbers — Stripe handles payment processing and stores card data on our behalf.
• Usage data: information about how you use the Platform, including log-in times, features accessed, and actions taken.
• Technical data: IP address, browser type and version, device information, operating system, and cookies (see our Cookie Policy).
• Communications data: records of correspondence if you contact us for support or otherwise.
• Customer data you upload: personal data relating to your own clients (such as names, addresses and contact details of homeowners or business contacts), which you upload to and manage through the Platform. You are the controller of this data; we process it as your data processor.

3. How we collect personal data

We collect personal data:

• directly from you when you create an account, subscribe, or contact us;
• automatically through your use of the Platform and website, via cookies and similar technologies; and
• from third parties such as Stripe (payment processing) and analytics providers.

4. How we use your personal data

We use your personal data for the following purposes:

• to provide and manage your subscription to the Platform;
• to process payments and manage your billing;
• to communicate with you about your account, including sending service-related notifications;
• to respond to your support requests and enquiries;
• to improve the Platform and develop new features, including analysing usage patterns;
• to comply with our legal and regulatory obligations; and
• to enforce our Terms and Conditions and protect our rights.

5. Legal basis for processing

We process your personal data on the following legal bases under Article 6 UK GDPR:

• Contract: processing necessary to perform our contract with you (account management, service delivery, billing).
• Legal obligation: processing necessary to comply with legal requirements (tax, accounting, regulatory compliance).
• Legitimate interests: processing necessary for our legitimate interests, including improving the Platform, preventing fraud, and ensuring security.
• Consent: where we have asked for and you have given your consent (for example, for non-essential cookies or marketing communications).

6. Marketing

We will only send you marketing communications (such as product updates, newsletters or offers) if you have opted in to receive them. You can opt out at any time by clicking "unsubscribe" in any marketing email or by contacting us at data@fieldstack.co.uk.

7. Who we share your personal data with

We share personal data with the following categories of third parties:

• Service providers who process data on our behalf, including Stripe (payments), cloud hosting providers, and email delivery services.
• Professional advisers, including lawyers and accountants, where necessary.
• Law enforcement or regulatory authorities, where required by law or to protect the rights of FieldStack or others.

We do not sell your personal data to third parties.

8. International transfers

Some of our service providers may process personal data outside the United Kingdom. Where we transfer personal data internationally, we ensure appropriate safeguards are in place in accordance with UK GDPR requirements, such as standard contractual clauses approved by the ICO.

9. How long we keep your personal data

• Account and subscription data: for the duration of your subscription and for 6 years thereafter (for contractual and tax purposes).
• Billing records: for 6 years from the relevant transaction (HMRC requirements).
• Support and communications records: for 3 years from the date of the last communication.
• Usage and technical data: in aggregated or anonymised form indefinitely; in identifiable form for up to 2 years.

On termination of your subscription, we will delete or anonymise your personal data within 30 days, unless required by law to retain it for longer.

10. Your rights

Under UK GDPR you have the following rights in relation to your personal data:

• Right of access: to obtain a copy of the personal data we hold about you.
• Right to rectification: to have inaccurate or incomplete data corrected.
• Right to erasure: to have your data deleted in certain circumstances ("right to be forgotten").
• Right to restriction: to restrict how we process your data in certain circumstances.
• Right to data portability: to receive your data in a structured, machine-readable format.
• Right to object: to object to processing based on legitimate interests or for direct marketing.
• Rights in relation to automated decision-making: not to be subject to solely automated decisions that significantly affect you.

To exercise any of these rights, please contact us at data@fieldstack.co.uk. We will respond within one month. There is no charge for making a request.

11. Complaints

If you are unhappy with how we handle your personal data, you have the right to complain to the Information Commissioner's Office (ICO) at ico.org.uk.

We would, however, appreciate the opportunity to address your concerns before you contact the ICO — please contact us first at data@fieldstack.co.uk.

12. Security

We implement appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, destruction or alteration. These include encryption in transit and at rest, access controls, and regular security reviews.

13. Cookies

We use cookies and similar tracking technologies on our website and Platform. Please see our Cookie Policy for full details of the cookies we use and how to manage them.

14. Changes to this policy

We may update this Privacy Policy from time to time. We will notify you of material changes by email or by posting a notice on the Platform. The date of the most recent revision appears at the top of this page.

15. Contact us

If you have any questions about this Privacy Policy or our data practices, please contact us at:

FieldStack Ltd
Email: data@fieldstack.co.uk
Website: www.fieldstack.co.uk