Privacy Policy

Information We Collect

Depending on how your organization uses FieldForms Pro, we may collect:

• Account information such as username, email address, name, organization, and role.
• Form content entered by users, including text, numbers, and other submission data.
• Photos and signatures attached to forms.
• Location data when you choose a location field and grant location permission.
• Technical and audit data, including device name/identifier, app version, IP address, and user agent.
• Operational metadata such as submission timestamps, status, and export/download audit logs.

How We Use Information

• To authenticate users and provide access to organization forms.
• To process, store, and deliver form submissions and reports (PDF/CSV).
• To support offline draft and sync features.
• To maintain signature consent records and audit trails.
• To secure the service, prevent abuse, and troubleshoot issues.

Permissions and Device Access

• Camera: used to capture photos and scan barcodes/QR/VIN data when requested by you.
• Photo Library: used to attach existing photos from your device.
• Location (While Using): used only when you request location capture in a form field.

Tracking and Advertising

FieldForms Pro does not use your data for cross-app or cross-website tracking advertising and does not sell personal information.

Sharing of Information

We share information only as needed to operate the service, including infrastructure/storage providers, transactional email delivery providers, and payment/billing processors used by your organization administrator.

Data Retention

• Submission and audit records are retained according to organization settings and legal/business needs.
• Deleted submissions may remain in a short grace window before permanent removal.
• On-device drafts and sync queue data may persist until synced, cleared, or app data is removed.

Security

We use reasonable technical and organizational safeguards, including access controls and encrypted local storage for sensitive offline mobile payloads.

Your Choices

• You can deny camera/photo/location permissions in device settings.
• You can clear local drafts and cached app data from Settings in the app.
• Account changes or deletion requests are managed by your organization administrator.

Account Deletion Requests

You can request deletion of your FieldForms Pro account and associated personal data by contacting your organization administrator or by emailing contact@fieldformspro.com with the subject Account Deletion Request. Include your organization name and login email so we can verify the request.

You may also request deletion of specific data (for example, selected submissions) without deleting your account.

What we delete:

• Account profile information (such as name, username, email, and phone number).
• Access to the account and active sessions.
• Organization-linked personal profile metadata used for account access.

What may be retained:

• Submission and audit records retained under organization retention settings and legal obligations.
• Security, fraud-prevention, and dispute-resolution records where retention is required.
• Deleted submissions that are still inside a short grace window before permanent removal.

Account deactivation begins after request verification. Permanent deletion occurs after applicable retention and grace periods.

Contact

For privacy requests, contact your organization administrator first. If you need direct support, email us at contact@fieldformspro.com.

Changes to This Policy

We may update this policy from time to time. When we do, we will update the effective date on this page.