Legal
Privacy Policy
Effective date: November 11, 2026
FieldFlow is a product of IdealixAI LLC ("IdealixAI", "we", "us"). This policy explains what information FieldFlow collects, how we use it, who we share it with, and the choices you have. By using FieldFlow you agree to this policy.
Two kinds of people in FieldFlow
FieldFlow is used by service businesses ("Customers"). Customers keep information about their own clients inside FieldFlow. For that client information, the Customer decides what to collect and why, and we process it on the Customer's behalf. If you are a client of a FieldFlow Customer and have questions about your information, please contact that business first. You can also write to us at the address below.
Information we collect
- Account information: name, email address, role, business name and crew name for people who sign in. Passwords are handled by our hosting platform's sign-in system and are stored in hashed form. We cannot see them.
- Business records you enter: clients (name, phone, email, billing address, notes), property addresses and access notes, jobs, quotes, invoices, payments, expenses, mileage, other income, team members, and photos you attach such as job photos and receipts.
- Billing information: if you subscribe, our payment processor collects your payment details. We receive limited information such as your plan, renewal date and a customer reference. FieldFlow never stores card numbers.
- Logs: records of emails sent through FieldFlow (recipient, time, document, sender) and records of administrative actions, kept for security, abuse prevention and sending limits.
- Browser storage: a sign-in token, your filter choices and a short-lived address-lookup cache are saved on your own device so the app works. We do not use advertising cookies.
How we use information
- To provide, secure and support FieldFlow, including sign-in, access control and sending the emails you ask FieldFlow to send.
- To process subscription payments and enforce plan limits.
- To send you service messages such as reminders, billing notices and security notices.
- To investigate abuse, fix problems and improve the product.
We do not sell your information or your clients' information, and we do not use it for advertising.
Who we share information with
We use a small number of service providers to run FieldFlow. They receive only what they need to do their job:
- Base44: hosting, database, file storage and sign-in.
- Resend: delivers email, including quotes and invoices you send and reminder emails.
- Stripe: processes FieldFlow subscription payments.
- Square: when a Customer connects their own Square account, card payments from their clients are processed by Square under Square's terms and privacy policy.
- AI model provider (through our hosting platform): reads a single receipt image only when a user chooses to scan it.
- OpenStreetMap Nominatim: turns street addresses on the Daily Route page into map positions, directly from your browser.
- Cloudflare: domain and network protection for the site.
We may also disclose information if required by law, to protect the rights, safety or security of users or the public, or as part of a merger or sale of the business.
Who can see data inside a business
Each business has its own separate workspace. Within a business, what each person sees depends on their role. For example, staff do not see prices or payments, and bookkeepers and admins can see financial records. Our platform operators may access a workspace only to provide support or maintain the service, and those visits are logged.
Retention and deletion
We keep a business's data while its account is active. After a trial ends or a subscription is cancelled, your data remains available to view and export. You can ask us to permanently delete your business's data, or a team member's login, by emailing us. Some information, such as backups and security logs, may remain for a limited period before it is removed. When an admin removes a team member, that person's login is deleted.
Security
We use reasonable technical and organizational measures to protect information, including encrypted connections, hashed passwords, encrypted storage of payment-connection tokens, and role-based access. No system is perfectly secure, so we cannot guarantee absolute security.
Your choices and rights
You can access and update much of your information inside the app. Depending on where you live, you may have the right to request access to, correction of, or deletion of your personal information, or to object to certain uses. To make a request, email [email protected]. We may need to verify your identity first.
Children
FieldFlow is built for businesses and is not directed to children under 13. We do not knowingly collect information from children.
Where data is processed
FieldFlow is operated from the United States, and our providers may process information in the United States and other countries.
Changes to this policy
We may update this policy from time to time. If we make a material change, we will update the effective date above and, where appropriate, notify you in the app or by email.
Contact us
IdealixAI LLC
Email: [email protected]
Website: idealixai.com