Privacy Policy

1. Information We Collect

1.1 Information You Provide

When you create a Fielded account and use our Service, we collect information you provide directly to us, including:

• Account information: name, email address, phone number, and password credentials managed through our authentication provider (Clerk)
• Property information: property addresses, unit numbers, and rental details you enter into the platform
• Tenant information: tenant names, phone numbers, lease dates, and related rental information you add to your account
• Payment information: billing details processed securely through Stripe. We do not store full payment card numbers on our servers
• Communication content: text messages sent and received through your Fielded number, including message bodies, timestamps, and media attachments
• Settings and preferences: your autopilot configuration, notification preferences, and account settings

1.2 Information Collected Automatically

• Usage data: pages visited, features used, time spent on the platform, and interaction patterns
• Device information: browser type, operating system, IP address, and device identifiers
• Log data: server logs including access times, pages viewed, and system events
• Communication metadata: timestamps, delivery status, and message routing information for SMS communications

2. How We Use Your Information

We use the information we collect to:

• Provide, operate, and maintain the Fielded Service
• Process and route SMS communications between landlords and tenants
• Generate AI-assisted draft responses using Anthropic’s Claude API
• Process payments and manage subscriptions through Stripe
• Send you transactional emails including welcome messages, trial reminders, and billing notifications
• Provide customer support and respond to inquiries
• Monitor and analyze usage patterns to improve our Service
• Detect and prevent fraudulent or abusive use of our platform
• Comply with applicable laws and legal obligations
• Enforce our Terms of Service

3. Tenant Data

Fielded processes tenant personal information (including names, phone numbers, and message content) on behalf of our Landlord customers. In this capacity:

• The Landlord is the data controller for tenant information they input into Fielded
• Fielded acts as a data processor for tenant communications
• Tenant message content is processed by Anthropic’s Claude API solely to generate draft responses. Anthropic’s use of this data is governed by their privacy policy
• We do not sell, rent, or share tenant personal information with third parties for marketing purposes
• Landlords are responsible for having appropriate authorization or a legal basis to share tenant information with Fielded
• Tenants may contact us at privacy@tryfielded.com to inquire about data held about them

4. Information Sharing and Disclosure

We do not sell your personal information. We may share information in the following circumstances:

4.1 Service Providers

We share information with trusted third-party service providers who assist us in operating our Service:

• Twilio Inc. — SMS and voice communications infrastructure. Tenant and landlord phone numbers and message content are processed through Twilio’s platform. Twilio Privacy Policy: twilio.com/legal/privacy
• Anthropic PBC — AI language model API used to generate draft responses. Message content is sent to Anthropic’s API for processing. Anthropic Privacy Policy: anthropic.com/privacy
• Stripe Inc. — Payment processing and subscription management. Billing information is processed and stored by Stripe. Stripe Privacy Policy: stripe.com/privacy
• Clerk Inc. — User authentication and account management. Clerk Privacy Policy: clerk.com/privacy
• Supabase Inc. — Database and file storage infrastructure. Your data is stored on Supabase’s secured infrastructure. Supabase Privacy Policy: supabase.com/privacy
• Vercel Inc. — Application hosting and deployment infrastructure
• Resend Inc. — Transactional email delivery

4.2 Legal Requirements

We may disclose your information if required to do so by law or in response to valid legal process, including a court order, subpoena, or government request. We will notify you of such requests where legally permitted to do so.

4.3 Business Transfers

If Fielded is acquired, merged with, or sold to another company, your information may be transferred as part of that transaction. We will notify you before your information is transferred and becomes subject to a different privacy policy.

5. Data Retention

• Active account data is retained for the duration of your subscription
• Message history and communication records are retained for 3 years from the date of the message to support landlord record-keeping obligations
• After account cancellation, your data is retained for 30 days before permanent deletion, giving you time to export records
• Billing records are retained for 7 years as required for tax and accounting purposes
• You may request earlier deletion by contacting privacy@tryfielded.com

6. Data Security

We implement industry-standard security measures to protect your information:

• All data is encrypted in transit using TLS 1.2 or higher
• Data at rest is encrypted using AES-256 encryption
• Media attachments are stored in private, access-controlled cloud storage with signed URLs that expire
• Access to production systems is restricted to authorized personnel
• We conduct regular security reviews of our infrastructure

No method of transmission over the Internet or electronic storage is 100% secure. While we strive to protect your information, we cannot guarantee absolute security.

7. Your Rights

Depending on your location, you may have certain rights regarding your personal information:

• Access: Request a copy of the personal information we hold about you
• Correction: Request correction of inaccurate or incomplete information
• Deletion: Request deletion of your personal information, subject to our retention obligations
• Portability: Request a machine-readable export of your data
• Withdrawal of consent: Where we rely on consent, you may withdraw it at any time

To exercise any of these rights, contact us at privacy@tryfielded.com. We will respond within 30 days.

8. Cookies and Tracking

We use essential cookies and session storage necessary for authentication and basic platform functionality. We do not use advertising cookies or cross-site tracking. You may disable cookies in your browser settings, though this may affect platform functionality.

9. Children’s Privacy

Our Service is intended for adults and is not directed at children under 13. We do not knowingly collect personal information from children under 13. If you believe we have inadvertently collected such information, please contact us immediately at privacy@tryfielded.com.

10. International Transfers

Fielded is operated from Canada. If you are located outside Canada, your information may be transferred to and processed in Canada and the United States, where our service providers operate. By using our Service, you consent to this transfer. We ensure appropriate safeguards are in place for such transfers in compliance with applicable data protection laws.

11. Changes to This Policy

We may update this Privacy Policy from time to time. When we make material changes, we will notify you by email and update the effective date at the top of this policy. Your continued use of the Service after changes become effective constitutes your acceptance of the updated policy.

12. Contact Us

For privacy-related questions, data requests, or concerns: