1. Introduction
FieldFlowSales ("we", "our", or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our mobile application and web platform (collectively, the "Services").
By using FieldFlowSales, you agree to the collection and use of information in accordance with this policy. If you do not agree with our policies and practices, do not use our Services.
2. Information We Collect
2.1 Location Data
Our app collects real-time and historical location data to enable core functionality:
- Background Location Tracking: We track your location while routes are active, even when the app is in the background, to verify customer visits and calculate route distances.
- Geofencing: We use GPS coordinates to verify that field agents are physically present at customer locations before allowing check-ins.
- Route History: We store historical location data to generate route summaries and analytics for managers.
2.2 Personal Information
- Name and email address (for account creation and authentication)
- Phone number (optional)
- Employee ID or role within your organization
- Profile information provided by your employer
2.3 Photos and Media
- Odometer photos captured at route start and end
- Photos of products, stores, or other field visit documentation
- Images may contain metadata including timestamps and location
2.4 Business Data
- Customer information (names, addresses, contact details)
- Order details and sales data
- Visit notes and activity logs
- Route plans and schedules
2.5 Device Information
- Device model and operating system version
- Unique device identifiers
- Mobile network information
- App version and usage statistics
3. How We Use Your Information
We use the collected information for:
- Service Delivery: To provide route planning, GPS tracking, visit verification, and sales management features
- Visit Verification: To confirm that field agents are physically present at customer locations using geofencing technology
- Analytics and Reporting: To generate route summaries, distance calculations, and performance metrics for managers
- Account Management: To create and manage user accounts, authenticate users, and enforce access controls
- Customer Support: To respond to inquiries, troubleshoot issues, and provide technical assistance
- Security: To detect and prevent fraud, unauthorized access, and other security threats
- Compliance: To comply with legal obligations and enforce our terms of service
- Improvement: To analyze usage patterns and improve our Services
4. Location Data Usage and Controls
Location tracking is essential to FieldFlowSales' core functionality. We want to be transparent about how it works:
- Active Routes Only: Background location tracking occurs only during active routes (from route start to route end)
- Visible Tracking: Users are notified when location tracking is active through persistent notifications (Android) and status bar indicators (iOS)
- Purpose: Location data is used solely for business purposes: verifying visits, calculating distances, and generating route reports
- Manager Visibility: Your organization's managers can view your location history and route data for business purposes
- No Personal Use: We do not use location data for personal profiling, advertising, or any non-business purposes
Note: You can disable location permissions in your device settings, but this will prevent the app from functioning properly. Location tracking is required to use FieldFlowSales.
5. How We Share Your Information
5.1 Within Your Organization
Your data is shared with authorized users within your organization based on role-based access controls:
- Managers can view routes, locations, and activities of their team members
- Administrators have access to organization-wide data
- Field agents can only see their own data
5.2 Service Providers
We share data with third-party service providers who assist us in operating our Services:
- Firebase/Google Cloud: For authentication, database, storage, and hosting services
- Google Maps: For mapping and navigation features
- Cloud Storage Providers: For storing photos and documents
These providers are contractually obligated to protect your data and use it only for providing services to us.
5.3 Legal Requirements
We may disclose your information if required by law, court order, or governmental authority, or to protect our rights, property, or safety.
5.4 Business Transfers
In the event of a merger, acquisition, or sale of assets, your information may be transferred to the acquiring entity.
6. Data Security
We implement industry-standard security measures to protect your data:
- Data encryption in transit (TLS/SSL) and at rest
- Role-based access controls and authentication
- Regular security audits and monitoring
- Secure data centers with physical and network security
- Audit logs for sensitive operations
However, no method of transmission or storage is 100% secure. While we strive to protect your data, we cannot guarantee absolute security.
7. Data Retention
We retain your information for as long as:
- Your account is active
- Needed to provide Services to your organization
- Required for legal, tax, or accounting purposes
- Necessary to resolve disputes or enforce agreements
When data is no longer needed, we securely delete or anonymize it. Your organization's administrator can request data deletion by contacting us.
8. Your Rights and Choices
Depending on your location, you may have certain rights regarding your personal information:
- Access: Request a copy of your personal data
- Correction: Request correction of inaccurate data
- Deletion: Request deletion of your data (subject to legal retention requirements)
- Portability: Request your data in a machine-readable format
- Objection: Object to certain data processing activities
- Withdrawal of Consent: Withdraw consent for data processing (may limit app functionality)
Important: Since FieldFlowSales is typically provided to you through your employer, some rights may need to be exercised through your organization's administrator. Contact your administrator or us at the email below.
9. Children's Privacy
FieldFlowSales is not intended for children under 13 years of age (or 16 in certain jurisdictions). We do not knowingly collect personal information from children. If we discover that we have collected data from a child, we will promptly delete it.
10. International Data Transfers
Your information may be transferred to and processed in countries other than your country of residence. These countries may have different data protection laws. We ensure appropriate safeguards are in place to protect your data in accordance with this Privacy Policy, including using standard contractual clauses and ensuring service providers comply with applicable data protection regulations.
11. Third-Party Links and Services
Our Services may contain links to third-party websites or services (such as Google Maps). We are not responsible for the privacy practices of these third parties. We encourage you to review their privacy policies.
12. Changes to This Privacy Policy
We may update this Privacy Policy from time to time. We will notify you of material changes by:
- Posting the new Privacy Policy on this page
- Updating the "Last Updated" date
- Sending an in-app notification or email for significant changes
Your continued use of the Services after changes become effective constitutes acceptance of the revised Privacy Policy.
13. Contact Us
If you have questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:
14. Additional Rights for Specific Jurisdictions
14.1 European Union (GDPR)
If you are located in the European Economic Area (EEA), you have additional rights under the General Data Protection Regulation (GDPR):
- Right to lodge a complaint with a supervisory authority
- Right to restrict processing under certain conditions
- Right not to be subject to automated decision-making
Legal basis for processing: We process your data based on (1) contract necessity for service delivery, (2) legitimate business interests, and (3) compliance with legal obligations.
14.2 California (CCPA/CPRA)
California residents have specific rights under the California Consumer Privacy Act:
- Right to know what personal information is collected
- Right to know if personal information is sold or shared
- Right to opt-out of sale of personal information
- Right to non-discrimination for exercising privacy rights
Note: We do not sell your personal information to third parties.