This Privacy Policy explains how Field Ascend Ltd ("Field Ascend", "we", "us" or "our") handles personal information in connection with our public website, business relationships and Field Ascend software services.
Field Ascend determines the purposes and means of processing for personal information used to manage website inquiries, prospective and existing customer relationships, account and contract contacts, subscription billing, support administration, corporate security, fraud prevention, legal compliance and Field Ascend marketing preferences.
For personal information that a customer or its authorized users enter, upload, generate or otherwise process through the Service for their own operational purposes ("Customer Personal Information"), the customer normally determines why the information is processed, which data is entered, who may access it and which optional features and integrations are enabled. Field Ascend processes that information on the customer's behalf as a processor, service provider, contractor or subprocessor, as applicable.
Customer Personal Information is governed by the applicable Data Processing Agreement ("DPA"), the customer's documented instructions and applicable law. This Privacy Policy does not amend or override a DPA and is not a substitute for the customer's own notices to its employees, workers, customers or other individuals.
For Field Ascend's own business purposes, we may handle:
We obtain this information from you, your organization, your use of our website or Service, your device or browser, payment and integration providers, communications with us and, where appropriate, public business records.
Customer Personal Information may include customer and site contacts, jobs, schedules, equipment, workforce and HR information, absence information, working time, on-duty location, quotes, invoices, payment status, photographs, signatures, documents, email content, notes, AI prompts and outputs, and other content selected by the customer. Free-text fields and uploads may contain sensitive information where the customer chooses to enter it.
Where UK or European data-protection law applies to Field Ascend's own processing, we rely as appropriate on contract, legitimate interests, legal obligation or consent. In the United States, we process information for the business and commercial purposes described in this Policy and as otherwise permitted by applicable law.
Field Ascend does not select the customer's legal basis or sensitive-data condition for Customer Personal Information. That responsibility remains with the customer.
When a customer enables travel, attendance, arrival-verification, lone-working or similar location features, the Field Ascend Engineers application may process precise location while the relevant on-duty, travel, onsite or lone-working state is active. Where the device operating system and permissions allow, collection may also continue while the application is in the background, but background collection is not guaranteed.
Location is collected from the Authorized User's mobile phone on a best-effort basis. It is not vehicle telematics or a continuous journey recorder. Pings, routes and breadcrumbs may be intermittent, delayed, incomplete or absent because of factors outside Field Ascend's control, including the device being off or low on power, battery-saving modes, operating-system restrictions, competing apps (such as satellite navigation), limited permissions, poor GPS or network signal, and synchronization delays. Where practicable, the Service prioritizes location at selected operational moments (for example timing or status actions) rather than unbroken tracking. Further product limitations are set out in the Terms of Service (Section 8F).
Location may be used on the customer's instructions for scheduling, routing, travel records, arrival verification, timesheets, safety monitoring and related operational purposes. It may be visible to authorized users within the customer's account.
The customer is responsible for all required worker notices, consents or other legal authority, consultation, impact assessments, access limitations and employment-law compliance. Device permission is a technical permission and does not by itself satisfy any separate legal requirement.
Ending the relevant work state or disabling device permission is intended to stop new application collection but may prevent location-dependent features from operating correctly.
For our own business purposes, we use personal information to respond to inquiries, manage customer relationships, establish and administer accounts and subscriptions, provide support, protect our systems, prevent fraud and misuse, comply with legal obligations, establish or defend claims and send promotional communications where the recipient has opted in.
For Customer Personal Information, we process data only to provide, secure, support and maintain the Service, carry out the customer's configured actions and integrations, and comply with documented instructions or applicable law.
Field Ascend does not use Customer Personal Information to market to a customer's employees, technicians, end-customers or operational contacts and does not use it to train a general-purpose AI model. We may use statistics only after they have been irreversibly deidentified and aggregated so they no longer identify an individual or reveal Customer confidential information. We do not attempt to reidentify such information.
We use technical and organizational measures appropriate to the nature and risk of the processing. Depending on the relevant system and risk, these measures include encrypted transmission, provider-managed encryption at rest, tenant-scoped access controls, role-based permissions, secrets management, infrastructure monitoring, protected backups and incident-response procedures.
Logging and monitoring are selected and risk-based. Login attempts, infrastructure events and certain security-sensitive, high-risk or tenant-lifecycle actions may be logged, but the Service does not provide an immutable or comprehensive record of every read, change or user action.
No internet-connected service can guarantee absolute security, uninterrupted availability or recovery of every item of data. These descriptions are not a certification, service-level or recovery-time commitment unless expressly agreed in a signed document.
Customers remain responsible for user access, permissions, credentials, supported devices, exported files, connected services and security controls under their management.
We disclose personal information only where relevant to the stated purpose, the customer's configuration, our legal obligations or the operation and protection of the Service. Recipients may include:
Providers acting on Field Ascend's behalf are subject to relevant contractual and privacy obligations. Customer-selected services and some payment, mapping or location providers may determine their own purposes under their own terms after receiving information.
Field Ascend does not sell Customer Personal Information or share it for cross-context behavioral advertising. A current subprocessor register and further information about provider locations and transfer safeguards are available from privacy@field-ascend.com.
When a customer intentionally uses or enables an in-platform AI feature, the prompt, selected Customer Personal Information or operational context, and generated output may be sent to the configured AI processing provider. The categories sent depend on the feature and may include text, selected records or images.
In-platform AI conversation content retained by Field Ascend is ordinarily retained in active systems for approximately 90 days. Limited usage, security or audit records may be retained separately under Section 9.
If a customer connects a third-party AI assistant, MCP client, API client or other external service, the customer instructs Field Ascend to disclose data and permit operations within the connector's authorized scopes and then-available capabilities. Connector access is not necessarily read-only.
A conversation taking place within the external provider's service is controlled and retained by that provider under its own terms. Field Ascend may nevertheless process connector requests, responses, authentication data and selected security or audit events needed to operate and protect the connection.
Field Ascend does not use Customer Personal Information to train a general-purpose AI model. Provider handling is governed by the applicable commercial and data-processing terms and should not be inferred from a provider's consumer service terms.
AI output may be inaccurate, incomplete or misleading. The customer is responsible for deciding whether a feature is appropriate, limiting submitted information, providing required notices and ensuring appropriate human review. AI output must not be the sole basis for a legally or similarly significant decision unless the customer has established that the use is lawful and implemented all required safeguards.
In the current voice-dictation workflow, speech recognition is performed on the technician's device using an on-device model. Audio is not transmitted by that workflow to Field Ascend or an AI provider. The resulting text is placed into the note field for review and editing.
If the customer enables AI note enhancement, the transcribed text - not the audio - is sent over an encrypted connection to our AI processing provider for grammar, punctuation and spelling processing. The raw text, enhanced text, technician and job references, section and timestamp are stored in an account-scoped audit record.
Voice-note raw and enhanced audit records are ordinarily retained in active systems for up to 180 days after creation. They are not intended to be the customer's permanent job record. Protected residual copies expire through ordinary backup cycles.
The customer controls whether dictation and enhancement are enabled and is responsible for lawful use, notices, permissions and human review. Microphone permission is a device control and does not itself satisfy any separate legal requirement.
AI-enhanced text is a drafting aid and may contain wording changes or errors. The customer must ensure it is reviewed before being relied upon, disclosed externally or treated as an authoritative job record. Further obligations are set out in our Terms of Service.
Depending on your location and applicable law, rights may include access, correction, deletion, restriction, portability, objection, withdrawal of consent, and the right to opt out of certain sales, sharing, targeted advertising or profiling. Field Ascend does not discriminate against individuals for exercising an applicable privacy right. Rights are subject to statutory conditions and exceptions.
If your request concerns information used for Field Ascend's own business purposes - such as a website inquiry, Field Ascend account relationship, subscription billing, support administration or Field Ascend marketing - contact privacy@field-ascend.com.
If your request concerns operational information entered by a Field Ascend customer - such as an employment, technician, job, location, end-customer, site, photograph, invoice or service record - the Field Ascend customer normally controls that information. You should direct the request to that organization.
If Field Ascend receives a request clearly relating to Customer Personal Information and can identify the relevant customer, we will refer it to that customer and will not ordinarily respond substantively except on the customer's documented instructions or where required by law.
Email privacy@field-ascend.com with your full name, organization, state or country of residence and enough detail to identify the relevant records. We may take proportionate steps to verify identity, authority and jurisdiction and may request clarification.
Return or deletion of Customer Personal Information must be instructed by the relevant customer and is handled under the applicable DPA and verified offboarding process. Suspension of platform access does not remove a contractual return right.
Privacy complaints about Field Ascend's own processing may be sent to the same address with the subject "Privacy Complaint". We will acknowledge a data-protection complaint within 30 days where UK law applies, investigate without undue delay and communicate the outcome. You may also contact the privacy regulator or state attorney general with authority in your jurisdiction.
Promotional emails are sent only to recipients who have taken an affirmative action to opt in. Creating a Field Ascend account, starting a trial or accepting the Terms does not automatically subscribe an account contact to promotional marketing.
Marketing consent is optional, is obtained separately from acceptance of the Terms and is not a condition of receiving the Service. We do not use pre-checked boxes as evidence of consent.
Account, billing, security, support, availability and material operational notices are service messages rather than marketing merely because they mention the Service.
A recipient may withdraw consent through the unsubscribe method in the message or by contacting privacy@field-ascend.com. We retain a minimal suppression record where needed to honor the choice. We do not use a customer's technicians, employees, end-customers or operational contacts for Field Ascend marketing unless we have a separate lawful relationship with that person and have given an appropriate notice.
We retain personal information only for as long as reasonably required for the relevant purpose, the applicable DPA, customer instructions and legal requirements. Current principal periods and criteria are:
At the end of the Service, Customer Personal Information is returned or deleted from active systems in accordance with the applicable DPA and our verified offboarding procedure, subject to applicable law, a binding legal hold or another written agreement.
Immediate deletion from protected backups, disaster-recovery copies or non-current object versions may not be technically practicable. Such information is put beyond normal use, remains protected and is deleted or overwritten through the applicable ordinary protected cycle. If a backup is restored for recovery, the deletion instruction is reapplied.
Field Ascend's own business records and copies held by customer-selected services, customer devices, exports or email recipients are separate and are not deleted merely because a Field Ascend account ends. Irreversibly deidentified information may be retained separately.
We use essential cookies to operate and protect the website and Service. Optional analytics and advertising technologies, including Google Analytics and Google Ads, are controlled through our cookie controls where consent is required.
Optional analytics and advertising storage is denied by default through Google Consent Mode and is enabled only after the relevant choice. You can change or withdraw your choice through the cookie-settings control. Some limited technical or consent-state signals may be processed without optional cookies where permitted by law and the provider configuration. Browser privacy controls may also apply where legally required. Blocking essential cookies may prevent account or platform functions from operating.
Field Ascend is established in the United Kingdom. Our principal application, database and file-storage infrastructure is located in the United Kingdom and European Economic Area, although global edge, support, email, AI, push-notification and customer-selected services may involve processing elsewhere, including the United States.
Where Field Ascend is responsible for a restricted transfer, we use an applicable adequacy decision or another lawful safeguard, such as the UK International Data Transfer Agreement or Standard Contractual Clauses with the UK Addendum. Customer-selected independent services are responsible for their subsequent processing and transfers under their terms.
Field Ascend accounts are offered to businesses and may be created only by adults with authority to contract. The public website and registration process are not directed to children.
A customer may nevertheless enter Customer Personal Information concerning minors incidentally in job, resident, site, family, photograph or other operational records. The customer is responsible for ensuring that processing is necessary, lawful, transparent and appropriately safeguarded. Field Ascend processes that information only on the customer's behalf.
We may update this Privacy Policy prospectively to reflect changes in law, the Service, providers or processing practices. We will publish the revised policy and effective date. Where law requires separate notice or consent before materially changing the use of personal information already collected, we will provide that notice or obtain that consent.
A change to this Privacy Policy does not amend an executed DPA, authorize processing outside a customer's documented instructions or convert Customer Personal Information into information Field Ascend may use for unrelated purposes.
Field Ascend Ltd
Company number: 16864642
ICO registration reference: ZC148287
Registered office: Kapellbruke, Honeysuckle Lane, Longsdon, Stoke-On-Trent, England, ST9 9QN
Privacy requests and complaints: privacy@field-ascend.com
Security incidents: security@field-ascend.com
Where UK law applies, you may complain to the Information Commissioner's Office at https://ico.org.uk. You may also contact the privacy regulator or state attorney general with authority in your jurisdiction. This does not affect any other legal or regulatory right.