1. Introduction
This Privacy Policy explains how FieldHive Ltd (“FieldHive”, “we”, “us”, or “our”) collects, uses, stores, shares, and protects personal data when you use FieldHive.
FieldHive may connect to third-party services such as app stores, payment providers, accounting platforms, email services, messaging services, AI providers, hosting providers, analytics tools, and monitoring tools.
Changes to FieldHive: We may update, change, add, remove, suspend, or limit features as the product develops.
This Privacy Policy should be read alongside our Terms of Use, Cookie Policy, Fair Usage Policy, Acceptable Use Policy, Pricing and Plan Guide, and Data Processing Addendum where applicable.
Our liability is limited, as explained in these Terms.
1. Introduction
These Terms of Use (“Terms”) govern your access to and use of FieldHive, including our website, mobile application, software platform, subscription services, integrations, and related services provided by FieldHive Ltd (“FieldHive”, “we”, “us”, or “our”).
By creating an account, accessing FieldHive, using FieldHive, starting a subscription, connecting an integration, or clicking to accept these Terms, you agree to these Terms.https://fieldhive.com
2. Who We Are
FieldHive Ltd
Ye Olde Post Office, Woodshop Lane, Swarkestone, Derby, DE73 7JA
Website: https://fieldhive.com
We act as a controller when we decide why and how personal data is used for our own business purposes.
3. Linked Policies and Documents
Billing and subscriptions
Privacy Policy
Cookie Policy
Fair Usage Policy
Acceptable Use Policy
Pricing and Plan Guide
Data Processing Addendum
Service improvement
4. Authority to Accept These Terms
If you use FieldHive on behalf of a company, partnership, sole trader business, or other organisation, you confirm that you have authority to accept these Terms on behalf of that business.
In these Terms, “you” and “your” refer to both you personally and the business or organisation you represent.
You are responsible for ensuring that any staff, contractors, users, authorised people, or other individuals who access FieldHive through your account also comply with these Terms.
These Terms apply from the earlier of the date you:
Supplier records
Staff or subcontractor records
Quotes
Invoices
Bookings
Purchase orders
These Terms continue to apply for as long as you access or use FieldHive.
Messages
You agree not to:
Files
Attachments
Integrations
Where we act as your processor, our processing is governed by our Data Processing Addendum where applicable.
Attempt to gain unauthorised access to our systems or another user’s account
4. Personal Data We Collect
We may collect and process the following categories of personal data.
Copy, reproduce, resell, or misuse FieldHive or its content without permission
When you create or use a FieldHive account, we may collect:
Use FieldHive to build, support, or improve a competing product or service
Store or transmit harmful, unlawful, or malicious material
Share account access in a way that avoids plan limits, seat limits, usage restrictions, or billing requirements
Use FieldHive in a way that creates legal, security, operational, or reputational risk for us
Use FieldHive in a way that breaches any applicable third-party service terms
Use automated tools, scraping, bots, or scripts to access or extract data from FieldHive unless we have expressly permitted this in writing
User role or permissions
To use certain parts of FieldHive, you may need to create an account.
Business name
Providing accurate account and business information
Keeping your login details secure
Managing who has access to your account
Managing user permissions, where user permissions are available
All activity that takes place under your account
Ensuring your users comply with these Terms
Ensuring your use of FieldHive complies with applicable laws and regulations
If FieldHive allows multiple users, you may allow employees, subcontractors, contractors, administrators, or other people working with your business to access FieldHive through their own authorised user accounts.
Authorised users must keep their login details confidential and must not share them with anyone else.
You are responsible for all activity carried out by authorised users under your account.
We may rely on instructions, approvals, settings, uploads, messages, payments, integrations, or other actions taken by authorised users as authorised by your business.
8. FieldHive Provides Software Tools Only
Customer company names
You remain solely responsible for:
Customer addresses
Site addresses
Billing addresses
Supplier names
Supplier company details
Supplier contact details
Staff details
Subcontractor details
Quote information
Invoice information
Booking information
FieldHive does not replace your professional judgement.
Catalogue items
Materials
Labour rates
Fit-time estimates
Purchase orders
Supplier quotes
Pricing information
Tax and CIS settings
Notes
Messages
Files
Images
Attachments
Documents
Workflow history
Activity logs
CIS-related settings
You are responsible for ensuring that this data is accurate, lawful, appropriate, and only uploaded where you have the right to use it.
7. Subscription, Billing, and Payment Data
Notes, messages, and related business information
You remain fully responsible for reviewing and approving all business documents, calculations, settings, and information before using or sending them.
Any calculations, templates, reminders, pricing tools, tax settings, CIS settings, supplier pricing suggestions, AI-generated content, or document outputs are provided to help you manage your business, but you must ensure they are accurate and suitable for your own circumstances.
Billing status
FieldHive may offer free and paid subscription plans.
Payment status
Payment provider references
App store subscription references
Invoice details
Billing address
VAT or tax information
Transaction history
Refund or cancellation information
Any promotional, trial, beta, or early-access terms that apply
By purchasing a paid plan, you agree to pay the applicable fees shown at the time of purchase.
Depending on how you subscribe, billing may be managed by:
When you visit our website or use FieldHive, we may collect technical and usage data.
Apple App Store
IP address
Device type
Browser type
Operating system
Unless stated otherwise, subscription payments are non-refundable except where required by law, app store rules, or the relevant payment provider terms.
Device identifiers
Paid subscriptions may renew automatically unless cancelled before the renewal date.
Pages visited
Cancelling a subscription does not automatically delete your FieldHive account or business data.
Clicks and interactions
12. Free Plans, Usage Limits, and Trial Access
Referral source
Crash reports
Error logs
Performance data
Security logs
Date and time of access
Usage frequency
Subscription usage
AI credit usage
Document generation usage
Integration usage
We use this data to operate, secure, monitor, improve, and analyse FieldHive.
9. Support and Communication Data
If you contact us or use support features, we may collect:
Name
Where required or appropriate, we may send a reminder before the trial ends.
Business name
14. Plan Limits and Fair Use
Support requests
Screenshots or files you provide
Feedback
Complaint details
Technical information linked to your issue
Communication history
Supplier quotes
10. Integration Data
If you connect FieldHive to a third-party service, we may collect, process, sync, send, receive, or display data from that service as needed to provide the connected feature.
Catalogue items
Microsoft Outlook
Microsoft Graph
Google
Gmail
Xero
QuickBooks
Stripe
Other accounting, payment, email, messaging, calendar, file, or business tools we support
Support usage
Account identifiers
Authentication tokens
If you exceed your usage allowance, we may:
Email content where needed for the connected feature
Contact data
Calendar or booking data
Invoice data
Payment status data
We may monitor usage to check compliance with plan limits, fair use rules, security requirements, and these Terms.
File data
If you download FieldHive through the Apple App Store, Google Play Store, or another app distribution platform, your use of the app may also be subject to the terms and policies of that platform.
Integration logs
You may need to install updates to continue using the FieldHive mobile app properly.
Error logs
We only process integration data as needed to provide, maintain, secure, troubleshoot, and improve the connected feature.
If you connect a third-party account, you confirm that you have authority to connect it and allow FieldHive to process the relevant data.
Your use of third-party integrations may also be subject to the third party’s own terms and privacy policy.
11. App Permissions Data
The FieldHive mobile app may request device or account permissions so that features work correctly.
File uploads
Push notifications
File uploads
Photos or images
Camera access
Some FieldHive features may not work properly if required permissions are denied, withdrawn, or restricted.
Other permissions required for app functionality
You can manage device permissions through your device settings.
Some FieldHive features may not work properly if permissions are denied, withdrawn, or restricted.
12. Cookies and Similar Technologies
We use cookies and similar technologies on our website.
These may be used for:
Website operation
AI features are provided for general assistance only and should not be treated as professional advice.
Cookie consent management
Reviewing AI-generated outputs
Editing AI-generated outputs where needed
Checking that AI-generated content is accurate and suitable
Checking any AI-generated pricing, cost, material, labour, or supplier suggestions
We may use tools such as Cookiebot, Google Analytics, Google Tag Manager, Meta Pixel, Framer, HubSpot, or similar services.
Further details are set out in our Cookie Policy.
All communications, documents, purchase orders, quotes, invoices, and decisions made using AI-assisted content
AI features do not have authority to bind you, enter contracts on your behalf, agree prices, issue purchase orders, accept supplier terms, make promises to customers, or make business decisions for you.
FieldHive is not responsible for losses caused by your reliance on unreviewed AI-generated content, suggestions, predictions, or recommendations.
We may use aggregated or de-identified data to understand usage, monitor performance, improve FieldHive, develop new features, support product analytics, and create general business insights.
To create and manage accounts
Country
Region, county, or general area
Trade type
Job type
Catalogue items
Materials
Labour rates
Fit-time estimates
Quote values
Invoice values
Booking patterns
Pricing structures
Purchase order values
Supplier quote values
Supplier names
Supplier categories
Material costs
Delivery costs
Usage of FieldHive features
To develop new features
We may use broad location data, such as country, region, county, or general area, to help improve pricing accuracy and cost prediction.
We do not use full customer addresses, full site addresses, or full billing addresses for AI learning or general model training.
We do not use identifiable customer details, customer company details, contact details, messages, notes, attachments, or personal information for AI learning or general model training.
This means we do not use information such as:
Contract
Customer names
Legitimate interests
We may process personal data where necessary for our legitimate business interests, provided those interests are not overridden by your rights.
Contact names
Securing FieldHive
Improving the platform
Analysing usage
Preventing fraud or abuse
Managing support
Developing new features
Understanding business performance
Sending service communications
Maintaining records
Protecting our legal position
Legal obligation
We may process personal data where needed to comply with legal, accounting, tax, regulatory, or other legal obligations.
Consent
We may rely on consent where required, such as for certain cookies, marketing communications, or specific permissions.
You may withdraw consent where consent is the lawful basis.
15. AI Features and Personal Data
FieldHive may include AI-assisted features, such as:
Quote description rewriting
Pricing suggestions
Cost prediction
Catalogue recommendations
Supplier pricing insights
Purchase order assistance
You are responsible for all communications sent through your account, including communications sent by authorised users.
Workflow assistance
21. Customer Data and Your Content
You retain ownership of the business data, customer information, supplier information, quotes, invoices, supplier quotes, purchase orders, catalogue items, documents, notes, messages, files, images, and other content you upload or create in FieldHive (“Your Content”).
You grant FieldHive a limited right to host, process, transmit, display, and use Your Content as needed to:
AI-generated outputs may be inaccurate, incomplete, unsuitable, misleading, or inappropriate for your circumstances.
Provide FieldHive
We may use aggregated or de-identified data to understand usage, monitor performance, improve FieldHive, develop new features, support product analytics, and create general business insights.
This may include aggregated or de-identified information relating to:
Country
Region, county, or general area
Trade type
Job type
Catalogue items
Materials
Labour rates
You are responsible for ensuring you have the right to upload, store, process, send, receive, sync, and use any personal data or business information within FieldHive.
Quote values
You must not upload, store, or transmit any data through FieldHive that is unlawful, unnecessary, or unsuitable for the service.
Booking patterns
Payment card numbers
Account passwords
Government identification numbers
Biometric data
Medical or health records
Criminal offence data
Highly sensitive personal data
Bank login details
We may use this information to improve FieldHive and develop features such as:
Data you do not have permission to use, store, or share
Regional cost prediction
If you provide feedback, ideas, suggestions, feature requests, comments, or bug reports, we may use them to improve FieldHive.
Supplier pricing insights
24. Data Export, Retention, and Backups
Job planning tools
Deleted data may remain in backups for a limited period until those backups are overwritten or deleted in the normal course of business.
Benchmarking
25. Inactive Accounts
We may close or delete inactive free accounts that have not been used or verified for 12 months.
Where reasonably possible, we will provide notice before closing an inactive account.
We may retain or delete data from inactive accounts in accordance with our Privacy Policy, Data Processing Addendum, backup procedures, and legal obligations.
26. Data Processing
Both you and we will comply with applicable data protection laws.
Where we process personal data on your behalf as a processor, our Data Processing Addendum may apply.
Customer company names
27. Third-Party Services and Integrations
Email addresses
Phone numbers
Full site addresses
Full billing addresses
Message content
Private notes
Uploaded files or attachments
Bank details
Account login details
Any data that directly identifies your customers, staff, or private contacts
File storage, hosting, backups, and infrastructure
However, we do not use supplier contact names, supplier personal contact details, supplier bank details, private notes, or attachments for AI learning or general model training.
Aggregated or de-identified data will not identify your customers, staff, or private contacts.
CRM, marketing, website, and cookie consent tools
Third-party services may include, but are not limited to:
17. Sharing Data with AI Providers
Apple App Store
This may include data required to process the request, such as a quote description, catalogue item, material description, supplier pricing context, job type, or similar workflow information.
We aim to limit the data sent to AI providers to what is reasonably needed for the feature.
RevenueCat
AI providers may process data in accordance with their own security, retention, and privacy terms.
Where required, we will use appropriate safeguards with AI providers.
Xero
FieldHive may use automation or AI-assisted features to make suggestions, draft content, organise information, support workflows, or assist with predictions.
FieldHive does not use AI features to make legally binding decisions about you or your customers without human review.
Microsoft, Outlook, and Microsoft Graph
19. Messaging, Reminders, and Communications
FieldHive may allow you to send emails, SMS messages, reminders, push notifications, or other communications to customers, suppliers, subcontractors, staff, or other contacts.
Twilio
You have the right to contact the recipient
Contact details have been collected lawfully
You hold any consent required by law
The content of messages is accurate, lawful, and appropriate
Your communications comply with applicable laws
You do not send spam, unlawful marketing, abusive messages, or misleading communications
Meta Pixel
20. Marketing Communications
We may send marketing communications to you where permitted by law.
This may include emails about:
FieldHive updates
If you use third-party integrations to send messages, process payments, sync data, connect business tools, or automate workflows, you are responsible for complying with the applicable third-party terms and ensuring your use is lawful.
Early access
Our use of cookies is explained in our Cookie Policy.
Offers or promotions
FieldHive, including its software, website, mobile app, branding, logo, design, text, graphics, templates, workflows, icons, product descriptions, documentation, and other materials, is owned by FieldHive Ltd or licensed to us.
Feedback requests
You can unsubscribe from marketing emails using the link in our emails or by contacting us.
You may still receive important service, billing, account, support, security, or legal messages.
21. Service Communications
We may send service communications that are necessary or useful for your use of FieldHive.
This may include:
Account messages
Support availability, response times, and support channels may vary by plan.
Billing notices
We will aim to acknowledge complaints within 7 days and respond within a reasonable timeframe.
Product changes
Product updates
Account notices
Subscription or billing issues
Security notices
Service changes
You cannot opt out of essential service communications while you continue to use FieldHive.
22. Who We Share Personal Data With
Marketing updates, where permitted
You can unsubscribe from marketing emails using the link in our emails or by contacting us.
32. Availability and Changes to FieldHive
Subscription management
We may update, change, remove, suspend, or discontinue any part of FieldHive at any time.
User authentication
33. Events Outside Our Control
File storage
Backups
Email delivery
SMS and communication services
Push notifications
AI-assisted features
Accounting integrations
Email and calendar integrations
Analytics
Error tracking
Security monitoring
Customer support
CRM and marketing
Cookie consent
34. Disclaimer of Warranties
Legal and regulatory compliance
Third-party services may include, but are not limited to:
Apple App Store
Google Play Store
RevenueCat
Stripe
Xero
QuickBooks
Microsoft, Outlook, and Microsoft Graph
Google and Gmail
35. Limitation of Liability
OpenAI
Loss of profits
Loss of business
Loss of revenue
Loss of data
Loss of goodwill
Business interruption
Indirect or consequential losses
We may add, remove, replace, or change third-party providers from time to time.
23. Legal and Business Sharing
Losses caused by reliance on quotes, invoices, calculations, AI outputs, reminders, tax settings, CIS settings, supplier suggestions, pricing predictions, material predictions, or templates without your review
To comply with law
To respond to lawful requests
To enforce our Terms of Use
To protect our rights, users, systems, or business
To prevent fraud, abuse, or security issues
To obtain legal, accounting, insurance, or professional advice
In connection with a merger, acquisition, restructuring, investment, financing, sale of assets, or business transfer
£50 if you have not paid for a subscription
Nothing in these Terms limits or excludes liability where it would be unlawful to do so, including liability for fraud, fraudulent misrepresentation, or death or personal injury caused by negligence.
36. Indemnity
You agree to indemnify and hold harmless FieldHive Ltd from any claims, damages, losses, liabilities, costs, or expenses arising from:
25. Data Security
Your breach of these Terms
These may include measures such as:
Your violation of any law or third-party rights
Your use of customer data, supplier data, staff data, subcontractor data, or personal data
Business documents, messages, quotes, invoices, purchase orders, supplier quotes, or content created or sent through your account
Your failure to review outputs before relying on them
Your use of FieldHive in a way that is unlawful or unsuitable for your business
Customer, supplier, subcontractor, staff, or third-party complaints, disputes, or claims relating to your services, work, prices, purchases, messages, quotes, invoices, purchase orders, or business decisions
Your breach of messaging laws, consent requirements, app store terms, payment provider terms, accounting integration terms, or third-party communication service terms
Staff and contractor access controls
Security testing and reviews
Incident response processes
You misuse FieldHive
You must notify us promptly if you believe your account or data has been compromised.
26. Data Retention
You exceed plan limits or fair use limits
Retention periods may depend on:
We are required to do so for legal, technical, or security reasons
Your use of FieldHive may harm other users, the service, our systems, our reputation, or our service providers
Your use breaches any applicable linked policy, such as our Fair Usage Policy or Acceptable Use Policy
Your use of a third-party integration creates legal, operational, security, or reputational risk for us
Security requirements
You may stop using FieldHive at any time.
Backup cycles
We may update these Terms from time to time to reflect changes to FieldHive, technology, pricing, our business, security requirements, or legal requirements.
When we make changes, we will update the “Last Updated” date on this page.
Continued use of FieldHive after updated Terms are posted or take effect means you accept the updated Terms.
Billing records may be kept for tax and accounting purposes.
If any part of these Terms is found to be invalid or unenforceable, the rest of the Terms will continue to apply.
Usage and analytics data may be kept to improve and secure the service.
These Terms, together with the documents referred to in them, form the agreement between you and FieldHive for your use of the service.
Aggregated or de-identified data may be retained for longer because it does not identify individuals.
Where FieldHive acts as a processor, data retention may also be governed by our Data Processing Addendum and your instructions.
27. Data Export and Deletion
Where available, FieldHive may allow you to export certain data from your account.
You should export important business data before cancelling your subscription, closing your account, or requesting deletion.
If you request deletion, we may delete or restrict access to your data unless we need to retain it for legal, accounting, tax, security, fraud prevention, backup, dispute, or legitimate business reasons.
Website: https://fieldhive.com
We may close or delete inactive free accounts that have not been used or verified for 12 months.
Where reasonably possible, we will provide notice before closing an inactive account.
Data from inactive accounts may be retained or deleted in accordance with this Privacy Policy, our Data Processing Addendum, backup procedures, and legal obligations.
29. Your Data Protection Rights
Depending on your location and the type of data involved, you may have rights under data protection law.
These may include the right to:
Access your personal data
Correct inaccurate personal data
Request deletion of personal data
Restrict processing
Object to processing
Request data portability
Withdraw consent where processing is based on consent
Complain to a supervisory authority
To exercise your rights, contact us at contact@fieldhive.com.
We may need to verify your identity before responding.
Some rights may be limited where we process data as a processor on behalf of your business or where legal exemptions apply.
30. Requests Relating to Customer Data
If you are an end customer, supplier, employee, subcontractor, or contact of a FieldHive user, your personal data may have been uploaded to FieldHive by that user.
In that case, the FieldHive user is usually the controller of your personal data and FieldHive acts as processor.
If you contact us about data controlled by one of our users, we may direct your request to that user or ask you to contact them directly.
31. Children
FieldHive is not intended for children.
We do not knowingly collect personal data from children.
If you believe a child has provided personal data to us, please contact us.
32. Complaints
If you have concerns about how we handle personal data, please contact us first at:
You also have the right to complain to the UK Information Commissioner’s Office.
ICO website: https://ico.org.uk
33. Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes to FieldHive, technology, our business, legal requirements, or how we process data.
When we make changes, we will update the “Last Updated” date on this page.
Where changes are material, we will aim to give appropriate notice.
Continued use of FieldHive after an updated Privacy Policy is posted means you acknowledge the updated policy.
34. Contact Us
If you have questions about this Privacy Policy or how we handle personal data, please contact:
FieldHive Ltd
Ye Olde Post Office, Woodshop Lane, Swarkestone, Derby, DE73 7JA
Email: contact@fieldhive.com
Website: https://fieldhive.com
