FieldOne Privacy Policy

Who we are

FieldOne is a sales force automation service operated by The Fine Qubit. Companies (our customers) use FieldOne to run their field sales teams: sales representatives use the FieldOne Android app, and office staff and managers use the FieldOne web app.

The company that gives you a FieldOne account is responsible for the business data its team records; The Fine Qubit processes that data on the company's behalf to provide the service. FieldOne accounts are created by your company's administrator — you cannot sign up from the app.

What we collect

• Account details — your name, work email, phone number, role and, if you add one, a profile picture.
• Precise location — the phone's GPS position and time when you record a work event (starting or ending a work day, checking in to a visit, placing an order, recording an expense, collection or return). Location is read only while you use the app and only at those moments; FieldOne never tracks location in the background. If you deny location access the event is still recorded, without a position.
• Photos you take or choose in the app — for example odometer readings, shop fronts, receipts, invoices, cheques, bank slips, delivery notes and documents attached to requests.
• Voice recordings — short clips you record by tapping the microphone to fill in an order, a note, a route request, an expense, a collection or a return. The microphone is used only while you are recording.
• Business records you enter — customers, routes, visits, orders, invoices, payments, returns, expenses, leave requests and reports.
• Technical data needed to keep you signed in and the service secure, such as sign-in tokens and server logs, and a notification token that lets us send notifications to the phone you are signed in on.

How we use it

• To provide FieldOne to your company: record and show your team's field work.
• To read photos and voice clips with AI so forms can be filled in for you. You always review what the AI suggests before it is saved.
• To show where a work event happened on a map.
• To send you notifications about your work, for example when an order you placed moves to its next step. You can turn notifications off in your phone's settings.
• To secure the service, prevent misuse and fix problems.

We do not sell personal data, show advertising or use your data to track you across other apps or websites.

Who we share it with

• Your company — your managers and office staff see the work you record, according to their role.
• Google Gemini API — photos and voice clips you ask the app to read are sent to Google's Gemini API to extract the text, numbers or order lines. They are sent without your name or account identity.
• Google Maps — the app uses the Google Maps SDK to draw the map around a recorded position.
• Google Firebase Cloud Messaging — delivers notifications to your phone. It receives your phone's notification token and the notification's short text (for example an order number and its status), never your location, photos or voice.
• Hosting providers that run our servers and file storage.
• Authorities, when the law requires it.

How we protect it

All data travels over encrypted HTTPS connections. Sign-in tokens are kept in the phone's secure storage. Each company's data is kept separate from every other company's at the database level, and access inside a company is limited by role.

How long we keep it

We keep data for as long as your company uses FieldOne, or as long as the law requires business records to be kept. When your company leaves FieldOne, or asks us to delete a user, we delete or anonymise the data unless the law requires us to keep it.

Your choices and rights

You can turn off location, camera or microphone access in your phone's settings at any time; the app keeps working without them, but those features will not be available. To see, correct or delete your personal data — including deleting your account — contact your company's FieldOne administrator or email us at info@thefinequbit.com. We handle requests in line with Sri Lanka's Personal Data Protection Act, No. 9 of 2022, and other laws that apply.

Children

FieldOne is a workplace tool for adults and is not meant for anyone under 18.

Changes and contact

We will update this page when our practices change and change the date above. Questions: info@thefinequbit.com.