Privacy Policy

Fieldnis used by service businesses (“Customers” or “your company”) to run their operations. The business that invited you, or whose services you booked, decides what data is entered into the Service and how it is used. For that data the business is the data controller and Mycodlabs Technologies acts as a data processor on its instructions.

Mycodlabs Technologies is the data controller for the account data needed to provide the Service itself, such as sign-in credentials, billing contacts, security logs and support correspondence.

Account and profile information. Name, email address, phone number, job title, role, company name, company address and password (stored only as a one-way hash).

Business records. Customers, service locations, jobs, schedules, estimates, invoices, payments, contracts, inventory, notes, checklists, photos, signatures and files that your company uploads or creates in the Service.

Location data (field staff app).With your permission, the field staff app collects the device’s GPS location while you are on shift to show your position to dispatchers, navigate to jobs and record check-in and check-out at a job site. Location is not collected when the app is closed or when location permission is denied, although some features will then be unavailable.

Camera, photos and files. Photos, documents and signatures you choose to attach to jobs, expenses or leave requests. The camera is only used when you start a capture.

Messaging data. Messages exchanged through the in-app team chat, job comments, SMS, email and WhatsApp conversations that your company connects to the Service, including delivery status.

Device and usage data. Device model, operating system version, app version, push notification token, IP address, browser type, pages or screens viewed, actions taken and timestamps. Error reports may include the app configuration at the time of the error.

Payment information. Payments are processed by third-party payment providers. We receive the transaction result and the last digits of a card, never the full card number.

• To provide, operate and maintain the Service, including scheduling, dispatch, invoicing and notifications.
• To authenticate users, secure accounts and detect fraud, abuse or security incidents.
• To send service messages such as booking confirmations, job updates, invoices, one-time passcodes and password resets.
• To send push notifications about assigned jobs, schedule changes and messages (you can disable these in your device settings).
• To provide AI-assisted features (see section 5) when your company has enabled them.
• To respond to support requests and communicate about changes to the Service.
• To analyse usage in aggregate so we can improve performance, reliability and features.
• To comply with legal obligations and enforce our Terms & Conditions.

We do not sell personal data and we do not use it for third-party advertising.

We share personal data only in the following cases:

• Within your company. Data entered into the Service is visible to the users of that company according to the roles and permissions its administrators configure.
• With your company’s customers. Field staff names, photos, estimated arrival times and job updates may be shown to the customer who booked the job.
• Service providers. Hosting and database providers, object storage, email and SMS delivery, WhatsApp Business (Meta), push notification services (Google Firebase, Apple Push Notification service), map and geocoding providers and payment processors. They process data only on our instructions and are bound by confidentiality.
• AI providers. When your company enables AI features, the relevant content is sent to the AI provider the company selected (see section 5).
• Legal reasons. Where required by law, regulation, legal process or to protect the rights, property or safety of Mycodlabs Technologies, our users or the public.
• Business transfers. As part of a merger, acquisition or sale of assets, in which case the recipient is bound by this policy.

Fieldnoffers optional AI features such as drafting replies, summarising conversations, answering questions about your company’s data and generating reports. These features are off until an administrator of your company enables them and chooses an AI provider (for example Anthropic, OpenAI, Google or Amazon Bedrock) using the company’s own API credentials.

When a feature is used, the text and data needed for that request are sent to the chosen provider and processed under that provider’s terms. API credentials are stored encrypted. We do not use your company’s data to train AI models.

The web platform uses strictly necessary cookies to keep you signed in, protect against cross-site request forgery and remember interface preferences. The mobile apps use secure on-device storage for your session token. We do not use third-party advertising or tracking cookies. If you block cookies, you will not be able to sign in to the web platform.

We keep personal data for as long as the company account is active and as needed to provide the Service. Records your company deletes are marked as deleted and hidden immediately, and can be restored by an administrator for a limited period before being permanently removed. Financial records such as invoices and ledger entries may be retained longer where tax or accounting laws require it. Security and access logs are kept for up to 12 months. Encrypted backups are retained for up to 30 days.

When a company closes its account, its data is deleted or anonymised within 90 days, except where retention is required by law.

We protect data with encryption in transit (TLS), encrypted storage of credentials and API keys, hashed passwords, role-based access control, tenant isolation in the database, one-time passcodes for customer sign-in, rate limiting and logging of sign-in activity. No method of transmission or storage is completely secure, so we cannot guarantee absolute security, but we work continuously to protect your information and will notify affected companies of a confirmed breach as required by law.

Depending on where you live, you may have the right to:

• Access the personal data we hold about you and receive a copy.
• Correct inaccurate or incomplete data.
• Request deletion of your data or of your account.
• Object to or restrict certain processing.
• Withdraw consent where processing is based on consent, such as location or notification permissions.
• Lodge a complaint with your local data protection authority.

If you are an employee or contractor of a company using Fieldn, please direct requests about your business records to that company first, since it controls that data. For anything else, or if the company cannot help, contact us at fieldn@mycodlabs.com. You can also request deletion of your user account from the same address; see Delete your account for the steps. We will confirm your identity and respond within 30 days.

You can control location, camera and notification permissions at any time in your device settings, and turn off individual notification types in the app.

The Service is operated by Mycodlabs Technologies (India) for customers in the UAE and elsewhere, and uses cloud providers that may store or process data in other countries. Where data is transferred internationally we rely on appropriate safeguards such as contractual data protection terms with our providers.

The Service is a business tool and is not directed at anyone under 18. We do not knowingly collect personal data from children. If you believe a child has provided us with personal data, contact us and we will delete it.

The Service may link to or embed third-party services such as maps, payment pages or your company’s website. Those services have their own privacy policies and we are not responsible for their practices. Policies of the main providers we use: Google (Maps, Firebase, Play services), Apple, Meta (WhatsApp Business Platform) and the payment and AI providers your company selects.

We may update this policy from time to time. The effective date at the top shows when it was last changed. For material changes we will notify company administrators by email or an in-app notice before the change takes effect. Continued use of the Service after that date means you accept the updated policy.

Questions, requests or complaints about this policy can be sent to fieldn@mycodlabs.com or by post to Mycodlabs Technologies, India.