Privacy Policy

DocuField is a job-management platform for restoration and field-service companies, provided by Docufield LLC, 254 Chapman Rd Ste 208 #26648, Newark, DE 19702, United States (“DocuField”, “we”, “us”). This policy explains what information we collect through our website (docufield.org), our web app and our mobile apps for iOS and Android (together, the “Service”), how we use it, who we share it with, and the choices you have.

DocuField is used by businesses. When a company (our “customer”) uses DocuField to run its jobs, the information it enters about its own clients, properties and projects belongs to that company, and we process it on the company’s behalf. If you are a homeowner or property manager whose information was entered by a contractor, please contact that contractor about your data; we will help them honor your request.

We collect information you provide, information created as you use the Service, and a limited amount of device information:

• Account information: name, email address, phone number (optional), company name, your role, and your password (stored only as a one-way hash). If you sign in with Microsoft, we receive your name and email from Microsoft.
• Job and business records: jobs, property addresses, insurance and claim details, notes, checklists, schedules and appointments, time entries, estimates, invoices and payment records, materials, drying and moisture readings, contents inventories, workflows, forms and signatures, and the contact details of the clients your company works for.
• Photos, videos and audio: when you use the camera or choose files in the app, we collect the photos, videos, 360° images, floor scans and documents you capture or upload. Video walk-throughs include the audio recorded with them. The app only accesses your camera, microphone or photo library when you use a feature that needs it, after you grant permission.
• Location: with your permission, the mobile app reads your device’s precise location while you are using it, for example when you clock in (to confirm you are at the job site), mark that you are on your way to or have arrived at a visit, or use dispatch. Your company’s administrators and dispatchers can see these locations. The current apps do not track your location in the background. You can decline or turn off location access in your device settings; features that depend on it (such as the clock-in site check) will then not work.
• Messages: team and job chat messages, and text messages exchanged with your company’s clients through DocuField.
• Device information: if you allow notifications, a push-notification token that lets us deliver alerts to your device, plus basic technical information such as device type, operating-system and app version, IP address and request logs, used to operate and secure the Service.
• Payment information: subscription and invoice payments are processed by Stripe. We receive the status of payments and limited details (such as card brand and last four digits); we never receive or store full card numbers.
• Cookies: the web app uses essential cookies to keep you signed in and to protect against cross-site request forgery. We do not use advertising cookies.
• Website analytics: on our public website (not inside the app), we record page visits, taps on our phone number and form submissions, and which ad, post or link brought you to the site. This uses your browser’s local storage, not cookies. If you request a demo or a migration, we connect those visits to the name, email and company you give us.

We do not read your device’s contacts, calendar, SMS or call logs, health or fitness data, browsing history, or the list of apps on your device, and we do not use advertising identifiers. If you choose to connect a Google or Microsoft calendar account, we access it only as described in section 5.

• To provide the Service: running jobs, scheduling and dispatch, time tracking, estimates, invoicing, documentation and reports.
• To send the emails, text messages and push notifications you or your company have turned on, such as assignments, reminders and alerts.
• To provide optional AI features (for example, suggested scopes, summaries and the DocuField AI assistant) when you or your company use them.
• To secure the Service, prevent fraud and abuse, and keep an audit trail of changes within your company.
• To provide support, process payments, and meet our legal obligations.
• To understand and improve how the Service performs.

We do not sell your personal information, and we do not use it for third-party advertising.

Within your company. Information in a company’s DocuField account is visible to that company’s users according to the roles and permissions the company sets. If your company invites a subcontractor to a job, the subcontractor sees the parts of that job the company shares with them. If your company sends a client an estimate, invoice, signature request or tour link, the client sees what was sent.

Service providers who process information for us, under contracts that limit their use of it to providing their service:

• Vercel (web hosting) and Supabase (database and file storage)
• Stripe (payments)
• Resend (email delivery) and Twilio (text messages and phone calls)
• Expo, Google Firebase Cloud Messaging and Apple Push Notification service (push notifications)
• Anthropic (AI features; information sent to our AI provider is not used to train its models)
• Google Maps Platform (address search and mapping)
• PostHog (website analytics on our public pages)

Integrations your company turns on, such as QuickBooks Online or Microsoft sign-in, receive the information needed for that integration. If you connect your own Google or Microsoft calendar, the events described in section 5 are written to it.

Legal and business reasons. We may disclose information if required by law or to protect the rights, property or safety of DocuField, our customers or others, and in connection with a merger, acquisition or sale of assets, in which case this policy continues to apply.

Mobile phone numbers and text-messaging consent are never shared with third parties or affiliates for marketing purposes.

You can choose to connect your own Google Calendar or Microsoft Outlook (Microsoft 365 or Outlook.com) account to DocuField in Settings → Calendar. This is optional, each person decides for their own account, and you can disconnect at any time. When you connect, Google or Microsoft shows you the access DocuField is asking for, and you sign in and approve it with them directly; we never see your Google or Microsoft password.

What we access, and why:

• Your account email address: so we can show you which calendar account is connected.
• The list of your calendars: their names and identifiers, so you can choose which calendar DocuField adds your work to.
• Events DocuField creates: we add, update and remove events for the DocuField appointments and visits you are assigned to, so your calendar stays current when work is scheduled, moved, reassigned or cancelled. We only change or delete events that DocuField created.
• When you are busy: we read only the start and end times, and whether you are shown as busy or free, of the other events on your main calendar, for the dates being scheduled. This lets the people in your company who schedule work see a “Busy” block and avoid booking you over it. We do not read the titles, descriptions, locations, attendees, attachments or any other details of your own events.

What we add to your calendar: for each appointment or visit you are on, an event with a title (for example, “Visit: Smith – Water Loss”), its date and time, the job address, and a short description with a link back to DocuField. We do not put client phone numbers or email addresses, claim or policy numbers, notes or prices in calendar events.

How we store it: the access granted by Google or Microsoft is stored encrypted (AES-256). We keep the identifiers of the events we created so we can update or remove them later. Busy times are fetched when a schedule is viewed and held for no more than a few minutes; we do not save them in our database.

Who sees it: busy times appear to the people in your company who schedule and dispatch work, only as unlabelled “Busy” blocks. Information from your calendar account is not sold, not used for advertising, not shared with other companies, not sent to our AI provider, and not used to train any AI model. It is processed only by the hosting and database providers listed in section 4, to run this feature.

Disconnecting and deletion: when you disconnect a calendar in Settings → Calendar, we delete the stored access and, if you choose, remove the events DocuField added. You can also remove DocuField’s access at any time from your Google Account (Security → Third-party apps with account access) or your Microsoft account (myapps.microsoft.com for work accounts, account.live.com/consent/Manage for personal accounts). If you leave a company or delete your DocuField account, your calendar connection for that company is removed and the events it added are deleted.

Calendar subscribe link: you can instead (or also) create a private link that calendar apps such as Apple Calendar subscribe to. It lists your DocuField appointments and visits only. Anyone who has the link can see that schedule, so keep it private; you can replace or turn off the link at any time in Settings → Calendar.

Google API Services User Data Policy. DocuField’s use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements. In particular, we use Google Calendar data only to provide the calendar features described above; we do not transfer it to others except as needed to provide those features, to comply with the law, or as part of a merger, acquisition or sale of assets; we do not use it for advertising; and no person at DocuField reads it unless you ask us to (for example, for support), it is needed for security purposes such as investigating abuse, or the law requires it.

We keep account and company information for as long as the account is active. Companies can delete jobs, photos and other records at any time. When an account is deleted, we delete the associated information from our live systems. Copies can remain in backups for a limited period until they are overwritten, and we keep records we are required to keep for legal, tax or accounting reasons (for example, payment records held by Stripe) for as long as the law requires.

You can delete your DocuField account at any time:

• In the mobile app: More → Settings → Delete Account (clients: Account → Delete Account).
• On the web: Settings → Delete account, or visit our account deletion page.
• By email: write to privacy@docufield.org from the email address on your account.

Deleting your account removes your profile and sign-in and your membership in every company. If you are the only administrator of a company, deleting your account also permanently deletes that company’s DocuField data (its jobs, photos, documents, invoices and users). If other administrators remain, the company’s records stay with the company. Deletion cannot be undone.

• Access, correct, export or delete your personal information.
• Turn off location, camera, microphone, photo or notification access at any time in your device settings.
• Change which emails, texts and push notifications you receive in Settings; reply STOP to any text to opt out.
• Object to or ask us to limit certain processing, where the law gives you that right.

To make a request, email privacy@docufield.org. If your information was entered by a company that uses DocuField, we may refer your request to that company. We will not discriminate against you for exercising your rights.

All data is encrypted in transit (HTTPS/TLS) and at rest by our hosting and storage providers. Passwords are stored as one-way hashes, access within a company is controlled by roles and permissions, and each company’s data is isolated from every other company’s. No method of transmission or storage is completely secure, but we work to protect your information and will notify you as required by law if a breach affects it.

DocuField is a business tool intended for adults. It is not directed to children, and we do not knowingly collect personal information from anyone under 18. If you believe a child has provided us information, contact privacy@docufield.org and we will delete it.

DocuField is operated from the United States, and information is stored and processed in the United States. If you use the Service from elsewhere, your information will be transferred to the United States.

We may update this policy. We will post the new version here with a new “Last updated” date and, for significant changes, notify account holders by email or in the app.

Questions or requests about privacy: privacy@docufield.org
Docufield LLC, 254 Chapman Rd Ste 208 #26648, Newark, DE 19702, United States