Who we are
FieldfareHQ is a field service management platform for landscaping and gardening businesses. In this policy, “Fieldfare”, “we”, “us”, and “our” means the operator of the Fieldfare platform and related services at fieldfarehq.com.
If you have questions about this policy or about how your information is handled, contact us at alex@fieldfarehq.com.
What information we collect
Depending on how you use Fieldfare, we may collect:
- account information such as name, email address, phone number, role, and organisation membership;
- business profile information such as company name, operating base address, and business contact details;
- customer and site information entered by our customers, including addresses, access notes, gate codes, and service history;
- operational records such as jobs, schedules, quotes, invoices, contracts, timesheets, to-dos, photos, and checklist data;
- payment and accounting-related information, including invoice references, payment records, and accounting sync metadata;
- communications data when emails or text messages are sent through Fieldfare using providers such as Resend or Twilio;
- device, browser, log, and usage information needed to secure and operate the service; and
- location information where latitude, longitude, or map data is entered or attached to sites, jobs, or photos.
How we use information
We use personal data to:
- provide and secure the Fieldfare platform;
- create and manage user accounts, teams, and organisation access;
- support scheduling, job management, quoting, invoicing, contracts, timesheets, and related workflows;
- send email login codes, invitations, reminders, and service notifications;
- display maps and location-aware operational views;
- connect with accounting systems such as Xero, QuickBooks, and Sage where enabled by the customer;
- troubleshoot, audit, monitor, and improve product performance and reliability; and
- comply with legal obligations and enforce our terms.
How information is shared
We do not sell personal data. We may share data with:
- Supabase for database, authentication, and storage services;
- Google Maps Platform for map display and related location services;
- Resend for email delivery;
- Twilio for SMS delivery where text-based communications or invite messages are sent through Fieldfare;
- Stripe where payment links or card payments are enabled;
- Xero, QuickBooks, and Sage where a customer chooses to connect accounting integrations; and
- professional advisers, law enforcement, regulators, or courts where required by law or to protect rights and safety.
Legal basis
Where UK GDPR or similar laws apply, we process data because it is necessary to provide our services, to pursue legitimate business interests in operating and improving the platform, to comply with legal obligations, or because a customer or user has chosen to give us information or use an optional feature.
Customer data and roles
Organisations using Fieldfare control the customer, site, job, quote, invoice, contract, and team data they put into the platform. In many cases, those organisations act as the controller of that information and Fieldfare acts as a processor or service provider on their behalf.
Retention
We keep information for as long as needed to operate the service, maintain records, resolve disputes, comply with legal obligations, and support legitimate business needs. Some records may remain in backup or archived systems for a limited period after deletion.
Security
We use technical and organisational measures intended to protect personal data, including authentication controls, role-based access, encrypted transport, and platform-level audit and access restrictions. No system can be guaranteed to be completely secure, and customers should also protect their own accounts, credentials, and connected services.
Your rights
Depending on where you are located, you may have rights to access, correct, delete, restrict, or object to certain processing of your personal data, and in some cases to data portability. You may also have the right to complain to a supervisory authority.
If we process data on behalf of one of our customer organisations, we may need to direct your request to that organisation first.
International transfers
Fieldfare and its service providers may process data in countries outside the UK or EEA. Where that happens, we aim to use appropriate safeguards and contractual protections required by applicable law.
Changes to this policy
We may update this policy from time to time. When we do, we will update the effective date on this page. Material changes may also be highlighted in the product or by email where appropriate.