fieldGRID is a business and enterprise field-operations platform designed to help organisations manage their workforce, field activities and operational records.
1. About fieldGRID
Depending on the services enabled by an organisation, fieldGRID may process information used for field photography and geo-tagged records, forms and reports, jobs and tasks, work logs and timesheets, payroll-related exports, expenses, leave, projects, teams, company files, mapping, fleet or asset information, workplace communication and other operational records.
The main fieldGRID platform is intended primarily for businesses, organisations and their authorised users. The particular features available to you depend on your account, plan, role and organisation configuration.
2. fieldGRID and your organisation
If you use fieldGRID through an employer, contractor, client or another organisation, that organisation may create or manage your account and determine how information is used within its workspace.
For information processed on behalf of an organisation, that organisation will generally determine the purpose of processing and may act as the Data Controller, while fieldGRID provides the platform and processes information on its behalf.
For information needed to operate fieldGRID itself—such as account administration, platform security, service communications and technical records—fieldGRID may act as a Data Controller in its own right.
If your question concerns a record created as part of your employment or work, you may need to contact both fieldGRID and the organisation that manages your account.
3. Information we may process
Account information
- Name and email address
- User ID and authentication information
- Company or organisation
- Team, department, profile, role and permissions
Operational and business records
- Forms, responses, jobs, assigned tasks and projects
- Work logs, timesheets, start and finish times
- Expense claims and leave or absence requests
- Reports, notes, comments and workplace communications
- Company files, training, safety, fleet and asset records
These records may form part of your organisation’s official business records.
Photos, reports and field data
- Photographs captured or uploaded by users and related metadata
- GPS coordinates, location accuracy, addresses, dates and times
- User-entered notes
- Generated reports, PDF reports, JSON or GeoJSON data
- Other field-related metadata supplied through an enabled workflow
Location information
Some fieldGRID features use device location to geo-tag photographs, display coordinates or overlays, associate records with a place, display map information or support another location-aware field workflow. Location access is subject to the permissions granted on your device.
Device and technical information
- Device or operating-system information and application version
- Authentication and security events
- Error, diagnostic and technical logs needed to operate, secure and improve the service
4. Device permissions
fieldGRID requests device permissions only where an enabled feature requires them. Your device controls whether a permission is granted, and some functions may not work when a required permission is denied.
Camera
Used when you choose to capture photographs, video or other evidence through a supported workflow.
Location
Used for location-aware capture, maps, coordinates or related operational records. Background location is requested only where a relevant enabled workflow requires it and the device permits it.
Photos or storage
Used to save local field media or when you select files to upload, attach, share or process through a supported workflow.
Notifications
Used, when allowed, for relevant work updates such as assignments, messages or reminders.
5. Why we process information
- Provide, authenticate and administer the fieldGRID service
- Manage organisation accounts and authorised users
- Provide enabled forms, jobs, projects, field and workforce tools
- Create, store, display and export operational records
- Provide mapping and location-aware features
- Maintain security, prevent misuse and diagnose technical problems
- Support users and organisations and meet applicable legal requirements
The legal basis depends on the context and may include performance of a contract, legitimate interests, compliance with legal obligations, consent where required, or processing directed by the organisation controlling the relevant record.
6. Who can access your information
Access depends on company membership, role, enabled features and how your organisation configures its workspace. Authorised users may include company administrators, managers, supervisors, team leaders and other company users who require the information for their work.
fieldGRID personnel and service providers may access limited information where necessary to operate, secure, troubleshoot or support the service, subject to appropriate controls.
Your organisation is responsible for deciding which of its users should have access to its records and for keeping membership and role assignments current.
7. Cloud services and service providers
fieldGRID uses Google Firebase and related Google Cloud services for functions including authentication, databases, file storage, application security and service infrastructure. Other service providers may be used where required to provide or support an enabled function.
Providers process information under their own security and contractual controls. Contact fieldGRID if your organisation needs current service-provider information for a procurement or privacy review.
8. Data security
fieldGRID uses technical and organisational measures intended to protect information, including authenticated access, role and company checks, encrypted connections, cloud security controls, database and storage rules, application-integrity controls, logging and separation between organisation workspaces.
No electronic system can guarantee absolute security. Users and organisations must also protect accounts, devices and access credentials and notify fieldGRID promptly about suspected misuse.
9. Data retention
Information is retained only for as long as needed for the purpose for which it is processed, to provide the service, meet contractual or legal duties, resolve disputes, maintain security or support legitimate organisational record-keeping.
Organisations may need to retain records such as timesheets, payroll information, safety or training documentation, forms, project and job records, expenses, reports and audit information. Retention therefore depends on the record, the organisation’s instructions and applicable law.
Backup, disaster-recovery and security-log copies may remain for a limited period according to their normal retention cycles.
10. Account and data deletion
You may request deletion of your fieldGRID account by following the account-deletion process. Identity verification may be required before a request is processed.
Deleting a user account does not automatically delete every business record created through an organisation. The organisation may need to retain records for employment, payroll, taxation, safety, contractual, regulatory, audit or legal purposes.
For organisation-controlled information, contact the relevant employer, company administrator, HR team or Data Protection Officer as well as fieldGRID where appropriate.
11. Your data-protection rights
Depending on applicable law and the processing context, you may have rights to:
- Access your personal information
- Correct inaccurate information
- Request deletion
- Restrict or object to certain processing
- Receive portable data where applicable
- Withdraw consent where processing relies on consent
- Complain to the relevant data-protection authority
These rights are not absolute and may be subject to lawful exceptions. If an organisation controls the record, fieldGRID may direct or assist you to make the request to that organisation.
12. Children’s privacy
fieldGRID is intended for businesses, organisations and authorised workforce users. It is not directed to children. Organisations must ensure that accounts and use are appropriate and lawful for their workforce.
13. International processing
Service providers may process information in more than one country. Where personal information is transferred internationally, fieldGRID and its providers use applicable safeguards required by data-protection law.
14. Changes to this notice
This notice may be updated to reflect changes in fieldGRID, legal requirements or processing practices. The current version will be published at fieldgrid.cloud/privacy with its effective date.
15. Contact us
For privacy questions or requests, email contact@fieldgrid.cloud. If your query concerns information controlled by your employer or another organisation, contact that organisation directly as well.