This Privacy Policy explains how Keystone Technologies SPC, Oman ("Keystone Technologies", "we", "us" or "our") collects, uses and protects information through Fieldmaster.ai: the website at www.fieldmaster.ai, the Fieldmaster Console web application, the Fieldmaster Pocket mobile app for Android and iOS, and our other Fieldmaster apps (together, the "Services").
Work data belongs to your organization
Fieldmaster.ai is used by organizations to run their field and office operations. Your account is created by the organization you work for or on behalf of (your "Organization"), not by you in the app.
Everything captured through the Services while you do your work, such as tasks, forms, photos, recordings, locations and approvals, is work data that belongs to your Organization. Your Organization decides what is captured and how it is used, and we process that data on its behalf under our agreement with it. This applies except where the law says otherwise.
This means:
- Questions or requests about the data you captured at work, including access, correction or removal, go to your Organization. If you send such a request to us, we will pass it to your Organization and help it respond.
- Only your Organization can ask us to remove its data. It does so through our Data Removal page.
- Where the law gives you a right that we must honour directly, we will honour it.
Information collected in the apps
Depending on the features your Organization uses, the apps collect:
- Account details: your name, email address, username, user ID, role and Organization, and optionally your phone number. Your Organization provides these when it creates your account.
- Work records: the forms, checklists, tasks, notes, signatures, approvals, files and readings you submit, with the date and time.
- Photos: pictures you take with the camera or choose from your photo library. Photos may be stamped with the location, date and time they were taken.
- Audio recordings: voice notes you record in a form. Recordings may be transcribed and translated into text, and the original recording is kept with the record.
- Location: your precise location when you fill in a location field or take a photo. If your Organization uses trip or journey tracking, your location is also recorded while a tracked trip is in progress, including when the app is in the background, until the trip ends. The app shows that tracking is active. Your location is not tracked outside these features.
- Face data: if your Organization uses face verification, for example for attendance, the app takes a photo of your face and creates a face template (a numerical representation of your face) on your device. The template is stored with the record so that later check-ins can be compared with it. It is used only for this verification, and is never used to identify you in any other way or shared outside the Services.
- Scanned codes and text: barcodes and QR codes you scan, and text read from photos, such as number plates, odometers or meter readings.
- Device and diagnostic data: device model, operating system, app version, device identifiers, the token used to send you notifications, IP address, crash reports and performance data.
The apps ask for your permission before using the camera, microphone, photo library or location. You can change these permissions at any time in your device settings, though features that need them won’t work without them, and your Organization may require them for its processes.
The apps keep a copy of your work on your device so you can keep working without a connection. It is sent to our servers when you are back online.
Information collected on the website
- Forms: when you ask for a demo, contact us, subscribe to updates or send a data removal request, we collect what you enter, such as your name, work email, phone number, company and answers to our questions.
- Analytics: we use Google Analytics, which uses cookies to tell us which pages are visited, from what kind of device and roughly where. You can block these cookies in your browser.
For information you give us on the website, Keystone Technologies decides how it is used, and you can contact us directly about it at contact@fieldmaster.ai.
How we use information
We use information to:
- provide the Services to your Organization, including syncing, reports, dashboards, approvals and notifications;
- run the features your Organization turns on, such as transcription, translation, reading text from photos, checking photos and face verification;
- keep the Services secure, prevent fraud and misuse, and keep an audit trail of who did what and when;
- fix problems and improve the Services, using diagnostic data and usage statistics;
- respond to enquiries and requests, and send service messages; and
- send updates about Fieldmaster.ai to people who asked for them on the website. You can unsubscribe at any time.
We do not sell personal data, and we do not show advertising in the apps.
AI features
Some features, such as voice-to-form, translation and reading text from photos, send the relevant content (for example, a recording, a photo or a piece of text) to an AI or translation service provider, such as Google Gemini or Microsoft Azure Translator, to process the request. The result is returned to the Services and saved with your Organization’s records. Barcode scanning, face detection and face templates are processed on your device.
Who we share information with
- Your Organization: administrators, supervisors and colleagues with the right roles can see the records you submit, according to the permissions your Organization sets.
- Service providers that host and run the Services for us, under contracts that require them to protect the data and use it only for that purpose. They include cloud hosting and database providers (including Google Firebase), push notifications (Firebase Cloud Messaging), crash reporting (Sentry), AI and translation providers, map providers, and email delivery.
- When the law requires it: to comply with a legal obligation, a court order or a valid request from a public authority, or to protect the rights, property or safety of our users, the public or us.
- Business transfers: if Keystone Technologies is involved in a merger, acquisition or sale of assets, the data may be transferred, and we will tell affected Organizations before it becomes subject to a different privacy policy.
Where information is stored
Information may be stored and processed outside your country, including in the European Union, by us and our service providers. Wherever it is processed, we protect it as described in this policy.
How long we keep information
- Work data is kept for as long as your Organization uses the Services, or as agreed with it. When your Organization asks us to remove data or ends its agreement, we delete it, except where the law requires us to keep it.
- Website information is kept for as long as needed to respond to you and follow up, or until you ask us to delete it.
- Diagnostic data is kept for a limited period to investigate problems and keep the Services secure.
Security
Data is encrypted in transit between the apps and our servers. Access within the Services is limited by roles and permissions, and changes are recorded in an audit trail. No method of transmission or storage is completely secure, so while we work to protect information, we cannot guarantee its absolute security.
Children
The Services are for work use and are not intended for anyone under 18. We do not knowingly collect personal data from children. If you believe a child has given us personal data, contact us and we will delete it.
Changes to this policy
We may update this policy from time to time. We will post the new version on this page and update the date at the top. If a change significantly affects how work data is handled, we will also tell the Organizations we work with.
Contact us
Keystone Technologies, Oman, runs Fieldmaster.ai. For questions about this policy or your information, email contact@fieldmaster.ai.