Privacy Policy

1. Introduction

FieldMind AI ("FieldMind AI," "we," "us," or "our") provides AI-powered phone answering, job booking, and call routing services for field service businesses (HVAC, plumbing, electrical, and related trades). We are committed to protecting the privacy of our clients and the callers who interact with AI systems we deploy on behalf of those clients.

This Privacy Policy explains what information we collect, how we use it, who we share it with, and the choices available to you. By using our services or interacting with an AI system powered by FieldMind AI, you agree to the practices described here.

2. Who This Policy Applies To

This policy covers two groups:

• Service Clients — Trade businesses (HVAC, plumbing, electrical, etc.) that subscribe to FieldMind AI to handle their incoming calls and bookings.
• End Callers — Members of the public who call a trade business that uses a FieldMind AI-powered answering system.

If you are an End Caller, you are interacting with an AI system operated on behalf of a Service Client. The Service Client is also a data controller for call data related to their business operations.

3. Information We Collect

3a. From Service Clients (Business Subscribers)

• Business name, address, and contact information
• Business phone number(s) and call forwarding configuration
• Service hours, service types, and geographic service area
• Field Service Management (FSM) software credentials (e.g., Jobber API tokens) for integration purposes only
• Billing information (processed by Stripe; FieldMind AI does not store raw card numbers)
• Service agreement information
• Communication records (emails, messages) relating to service setup and support

3b. From End Callers (People Who Call Your AI System)

• Phone number — collected when a call is received
• Call audio and transcription — calls are transcribed to complete service requests; recordings may be retained per the policy in Section 6
• Information provided during the call — name, address, service issue description, preferred appointment times, and any other details the caller shares
• Booking information — job type, urgency level, and scheduling data passed to the client's FSM software

3c. Website Visitors

• Standard server logs (IP address, browser, pages visited) for security and analytics
• Information submitted via contact or lead capture forms
• Cookies for basic site functionality (no third-party advertising trackers)

4. How We Use Information

We do not use caller data for advertising, data brokering, or any purpose unrelated to operating the AI answering service on behalf of the Service Client.

5. Third-Party Service Providers

We use the following sub-processors to deliver our service. Each is bound by data processing agreements consistent with applicable privacy laws:

We do not sell personal information to any third party, including data brokers or advertising networks.

6. Data Retention

• Call recordings: Retained for 90 days from call date, then automatically deleted. Service Clients may request extended retention (up to 12 months) for quality assurance purposes.
• Call transcriptions: Retained for 12 months from call date, then automatically deleted unless the Service Client requests longer retention.
• Booking records: Retained in Jobber under the Service Client's account per Jobber's data retention policy. FieldMind AI retains a transaction log for 24 months for billing and support purposes.
• Client account data: Retained for the duration of the service agreement plus 36 months, then purged except for records required by law (tax documents, contracts).
• Website visitor logs: Retained for 30 days for security purposes, then deleted.

7. Call Recording Disclosure

AI-powered phone calls facilitated by FieldMind AI may be recorded and transcribed for service delivery and quality assurance purposes. Service Clients are responsible for complying with applicable call recording laws in their jurisdiction, including two-party consent requirements in states like California, Illinois, and others.

FieldMind AI provides Service Clients with guidance on adding a recording disclosure notice to their call answering flow. We strongly recommend activating the disclosure announcement ("This call may be recorded for quality purposes") before go-live.

8. AI Transparency

FieldMind AI deploys conversational AI systems that answer calls on behalf of trade businesses. These AI systems are designed to:

• Introduce themselves by name (e.g., "Hi, this is Alex with Peak HVAC…")
• Clearly escalate to a human when requested by the caller
• Never falsely claim to be a human if directly and sincerely asked
• Route emergency situations (gas leaks, flooding, safety hazards) immediately to a live person

If a caller asks whether they are speaking with an AI, the system will confirm it is an AI assistant. Service Clients may optionally configure a transparency disclosure at the start of each call.

9. Your Rights and Choices

For End Callers

If you called a FieldMind AI-powered number and want to exercise data rights:

• Access: Request a summary of data collected about your call
• Deletion: Request that your call data (recording, transcription, booking record) be deleted from FieldMind AI systems. Note: booking records created in the Service Client's Jobber account are subject to the Service Client's data policies.
• Opt-out of SMS: Reply STOP to any SMS sent by our system

For Service Clients

• Data export: Request a full export of your account data at any time
• Account deletion: Upon termination of service, request complete deletion of your account data (subject to legal retention requirements)
• Call data access: Access your call logs, transcriptions, and booking records via the monthly reports we provide

California Residents (CCPA/CPRA)

California residents have additional rights under the California Consumer Privacy Act, including the right to know what personal information is collected, the right to delete personal information, and the right to opt out of the sale of personal information. We do not sell personal information. To exercise your rights, contact us at the address below.

EU/EEA Residents (GDPR)

If you are located in the European Union or European Economic Area, you have rights including access, rectification, erasure, restriction of processing, and data portability. Our primary operations are in the United States; if you are an EU resident interacting with our service, please contact us to discuss your rights and applicable transfer mechanisms.

10. Data Security

We implement industry-standard security measures to protect the data we process:

• All data transmissions are encrypted in transit using TLS 1.2 or higher
• API credentials (Jobber, Bland.ai, Twilio) are stored encrypted and rotated on a schedule
• Access to client configuration data is role-restricted
• Make.com automation flows use HTTPS-only webhooks with request signing
• Bland.ai API communications use authenticated headers; no caller audio is retained by us after processing
• Payment data is handled exclusively by Stripe (PCI-DSS Level 1 compliant)

In the event of a data breach affecting personal information, we will notify affected Service Clients within 72 hours of discovery and cooperate with any applicable regulatory notification requirements.

11. Cookies and Tracking

Our website (fieldmindai.co) uses:

• Strictly necessary cookies: For basic site functionality (session management). These cannot be disabled.
• Analytics cookies: If we use website analytics (e.g., privacy-friendly analytics), we do so without third-party advertising trackers.

We do not use Facebook Pixel, Google Ads remarketing pixels, or other third-party advertising tracking cookies on our main site.

12. Children's Privacy

Our services are designed for and directed to business operators. We do not knowingly collect personal information from children under the age of 13. If we become aware that a child under 13 has provided personal information, we will delete it promptly.

13. Changes to This Policy

We may update this Privacy Policy from time to time. When we make material changes, we will:

• Update the "Last updated" date at the top of this page
• Notify active Service Clients via email at least 14 days before changes take effect
• Maintain a previous version of this policy available upon request

Your continued use of our services after the effective date constitutes acceptance of the revised policy.

14. Contact Us

For privacy questions, data requests, or concerns:

For service support (not privacy-related), contact us at support@fieldmindai.co or via the contact form on our website.