This Privacy Policy explains how Field Ascend Ltd ("Field Ascend", "we", "us" or "our") handles personal data in connection with our public website, business relationships and Field Ascend software services.
Field Ascend acts as an independent controller for personal data used to manage website enquiries, 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 data that a customer or its authorised users enter, upload, generate or otherwise process through the Service for their own operational purposes ("Customer Personal Data"), the customer is normally the controller and Field Ascend acts as its processor. If the customer acts as a processor for another controller, Field Ascend acts as its subprocessor. The customer determines why Customer Personal Data is processed, which data is entered, who may access it and which optional features and integrations are enabled.
Processing of Customer Personal Data 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 data subjects.
Where Field Ascend acts as controller, we may handle:
We obtain this information from you, your organisation, your use of our website or Service, your device or browser, payment and integration providers, communications with us and, where appropriate, public business records.
Where Field Ascend acts as processor, Customer Personal Data 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 uploaded documents may contain special-category or criminal-offence data where the customer chooses to enter it.
Depending on the purpose, our controller processing relies on contract, legitimate interests, legal obligation or consent. Our legitimate interests include administering business accounts, providing support, operating and improving the Service, protecting systems, preventing fraud and establishing or defending legal claims, where those interests are not overridden by an individual's rights. We rely on consent for optional marketing and non-essential cookies where required. Consent may be withdrawn at any time.
Field Ascend does not select the customer's Article 6 lawful basis or any Article 9 or Article 10 condition for Customer Personal Data. That responsibility remains with the customer as controller.
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 Authorised 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 synchronisation delays. Where practicable, the Service prioritises 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 authorised users within the customer's account.
For this processing, the customer is normally the controller and Field Ascend is its processor. The customer is responsible for determining a lawful basis, giving appropriate worker notices, completing consultation or a data protection impact assessment where required, limiting access and deciding how the information should be used.
Device permission is a technical permission and does not by itself establish consent or another lawful basis under employment or data-protection law. 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.
As controller, we use personal data to respond to enquiries, 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.
As processor, we use Customer Personal 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 Data to market to a customer's employees, engineers, 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 anonymised and aggregated so they are no longer personal data and do not reveal Customer confidential information.
We use technical and organisational 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.
Security measures evolve with technology and risk. 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 data 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 data-protection obligations. Customer-selected services and some payment, mapping or location providers may act as independent controllers under their own terms after receiving the data.
Field Ascend does not sell Customer Personal Data. 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 Data 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 authorised 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.
For Customer Personal Data supplied to an AI feature, the customer remains controller and Field Ascend acts as processor. An AI provider acting on Field Ascend's behalf is a subprocessor; a provider separately selected or contracted by the customer may instead be the customer's recipient or processor.
Field Ascend does not use Customer Personal Data 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 data, establishing a lawful basis, giving 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 engineer'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, engineer and job references, section and timestamp are stored in a tenant-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, worker and data-subject notices, permissions and human review. Microphone permission is a device control and does not itself establish a lawful basis.
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.
Rights may include access, rectification, erasure, restriction, portability, objection, withdrawal of consent and rights concerning certain automated decisions. These rights are subject to their statutory conditions and exemptions.
If your request concerns information for which Field Ascend is controller—such as a website enquiry, 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, engineer, job, location, end-customer, site, photograph, invoice or service record—the Field Ascend customer is normally the controller. You should direct the request to that organisation.
If Field Ascend receives a request clearly relating to Customer Personal Data 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. We assist customers as required by the applicable DPA.
For Field Ascend controller data, email privacy@field-ascend.com with your full name, organisation and enough detail to identify the relevant records. We may take proportionate steps to verify identity and may request clarification. Requests are handled within the periods required by applicable law; rights are not absolute.
Return or deletion of Customer Personal Data 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.
Data-protection complaints about Field Ascend's controller processing may be sent to the same address with the subject "Data Protection Complaint". We will acknowledge a complaint within 30 days, investigate it without undue delay, keep the complainant reasonably informed and communicate the outcome. Complaints about Customer Personal Data should normally be made to the relevant Field Ascend customer.
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-ticked 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 honour the choice. We do not use a customer's engineers, 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 data 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 Data 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 data 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 controller 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 anonymised information is no longer personal data and 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. Blocking essential cookies may prevent account or platform functions from operating.
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.
Where Field Ascend is responsible for a restricted transfer, we use an applicable UK adequacy regulation or another lawful safeguard, such as the UK International Data Transfer Agreement or the EU 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 Data 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 in its processor role.
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 data already collected, we will provide that notice or obtain that consent.
A change to this Privacy Policy does not amend an executed DPA, authorise processing outside a customer's documented instructions or convert Customer Personal Data into Field Ascend controller data.
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
You may complain to the Information Commissioner's Office at https://ico.org.uk or by using the ICO's current published contact methods. This does not affect any other legal or regulatory right.