Privacy Policy

Introduction

Thank you for using FieldVibe. This Privacy Policy explains how we collect, use, store, disclose, and protect your personal information when you use our mobile app, web app, or any of our related services (collectively, the “Service”).

By creating an account and using our Service, you agree to this Privacy Policy and our Terms and Conditions.

1. Who We Are

FieldVibe (“we”, “us”, “our”) is operated by FieldVibe SRL, a company registered in Romania.

Registered Office: Thurzo Sandor 40, Oradea, Bihor, Romania
Contact Email: [email protected]

2. Scope of This Policy

This policy applies to all users of FieldVibe worldwide, including those located in the United States, Canada, Mexico, Brazil, the European Union, Cyprus, South Africa, Australia, New Zealand, and the United Kingdom.

If you are located in the European Union or the United Kingdom, your data is protected under the EU General Data Protection Regulation (GDPR) and the UK GDPR, respectively.

3. Information Collected

We collect the following categories of information:

a. Information You Provide

• Name, email address, phone number, company name, and physical address
• Account credentials (hashed passwords)
• Payment and subscription information (via Stripe and RevenueCat)
• Communications you send to us (support, feedback, etc.)
• Connected Account Verification Data (for service providers using Invoicing/Payments): To set up payment processing via Stripe Connect, we collect or facilitate the collection of Know Your Customer (KYC) identity data, including tax identification numbers (EIN, SSN, VAT), legal business name, date of birth, directorship/beneficial ownership details, and bank account credentials for receiving payouts.
• End-Customer Invoicing Data: Name, billing address, email address, phone number, line item details, estimate totals, and invoice amounts for clients who receive invoices from FieldVibe Users.

b. Information Automatically Collected

• Device data (model, operating system, browser type)
• IP address and location (approximate, from IP)
• Cookies and browser storage
• Usage information (how you use the app)

c. Information from Third Parties

• RevenueCat (subscription and payment status)
• Stripe (payment status, connected account onboarding progress, verification/KYC status, payout history, and fraud prevention indicators)
• MixPanel and Google Analytics (usage and analytics)
• Nexmo (Vonage) (for SMS delivery)
• Google Calendar (for private events)

4. Legal Bases for Processing (for EU/UK Users)

We process personal data on the following legal bases:

5. How we use your information

We use your information to:

• Provide and maintain the FieldVibe Service
• Manage user accounts and authentication
• Send important service notifications (such as payment or security alerts)
• Analyze usage to improve performance and usability
• Process payments and manage subscriptions
• Provide customer support
• Maintain system security and prevent misuse
• Enable Invoicing and Payment Services, including facilitating payments between Users and End Customers
• Verify business identities and fulfill Know Your Customer (KYC) requirements via Stripe Connect
• Prevent fraudulent transactions, unauthorized account access, and misuse of payment infrastructure

6. Data retention

We retain user data for as long as you have an active account. When you delete your account, we permanently erase your personal information from our systems, except:

• Backup data (which will be overwritten automatically after rotation);
• Log data required for security or legal purposes;
• Tax and Financial Records: Transaction histories, invoices, and payment logs required for statutory tax compliance, anti-money laundering regulations, or financial auditing are retained for the minimum period mandated by law.

7. Data Sharing and Disclosure

We do not sell personal data.
We may share personal information with:

All third-party providers are contractually obligated to handle your data securely and only in accordance with our instructions.

7.1. Data specifically from Google API Services

If you connect your Google Calendar to FieldVibe, our app will access your calendar data to provide the synchronization feature.

1. Usage: We only use Google Calendar data to display your existing appointments within the FieldVibe app and to help you manage your schedule.
2. Limited Use: FieldVibe’s use and transfer to any other app of information received from Google APIs will adhere to the Google API Service User Data Policy, including the Limited Use requirements.
3. No Advertising: We do not use your Google Calendar data for advertising purposes.
4. No Data Selling: We do not sell your Google Calendar data to third parties.
5. Human Review: Our employees do not access your Google Calendar data unless you provide explicit consent for troubleshooting or security purposes.

7.2. Payment Processing via Stripe Connect

Payment processing for Invoicing and Payments is powered by Stripe, Inc. and its affiliates. When you set up payment collection or when an End Customer pays an invoice issued through FieldVibe, personal and payment data is transmitted directly to Stripe. Stripe receives and processes this data in accordance with the Stripe Privacy Policy.

8. International Data Transfers

All personal data is stored on secure servers located in Germany.

Backups are stored in Google Cloud data centers, which comply with the EU Standard Contractual Clauses and GDPR adequacy standards.

For Invoicing and Payment Services, payment infrastructure managed by Stripe may process financial metadata in global data centers (including the US). These transfers are safeguarded through standard contractual clauses and Stripe’s legal data transfer mechanisms.

9. Cookies and Tracking Technologies

We use cookies and browser storage to:

• Remember your login session
• Analyze usage trends
• Improve our website performance

We do not use cookies for advertising or profiling.

You can control or delete cookies through your browser settings at any time. Future updates may include a cookie consent banner for users in regulated regions (e.g. EU).

10. Security Measures

We use a combination of technical and organizational measures to protect your data:

• Secure SSL/TLS encryption for data in transit
• HTTPS for all communications
• Passwords stored using one-way hashing
• Restricted access to databases and backups
• PCI-DSS Compliance: FieldVibe does not directly store, transmit, or handle full credit card numbers, CVVs, or raw bank details on its own servers. Payment information is tokenized and processed directly by Stripe in compliance with PCI-DSS Level 1 security standards.

Despite these measures, no online service is 100% secure. If you believe your data has been compromised, please contact us immediately at [email protected]

11. Data Breach Procedure

In the event of a data breach:

1. We will assess the scope and severity immediately.
2. If personal data is at risk, we will notify affected users within 72 hours (for EU users) or within a reasonable time (for others).
3. We will take corrective measures to prevent recurrence and notify relevant oversight authorities.

12. Children’s Privacy

Our service is not directed to individuals under 16 years of age.

If we become aware that a minor has provided personal data, we will delete that data promptly.

13. Your Rights

Depending on your location, you may have the following rights:

• Access – Request a copy of your personal data.
• Rectification – Correct inaccurate information.
• Erasure (“Right to be Forgotten”) – Delete your data.
• Restriction – Limit how we process your data.
• Data Portability – Request a copy in a structured format.
• Objection – Object to processing based on legitimate interest.
• Withdraw Consent – Withdraw previously given consent.

To exercise your rights, contact us at [email protected]

14. Consent Withdrawal and Account Deletion

If you wish to withdraw your consent, please email us at [email protected]

We will guide you through the process of deleting your account.

Once deleted, your data and access to FieldVibe will be permanently removed.

15. “Do Not Track” Signals

FieldVibe currently does not respond to “Do Not Track” browser signals.

16. Data Protection Officer (DPO)

At present, FieldVibe does not have a Data Protection Officer.
Given our scale, we are not legally required to appoint one under GDPR, but we continually review this obligation.

All data protection inquiries can be sent to [email protected].

17. Legal Basis and Jurisdiction

The laws of Romania govern this Privacy Policy and all related matters.

Disputes arising from this Policy shall be resolved in the competent courts of Bihor, Romania.

18. Policy Updates

We may update this Privacy Policy periodically to reflect changes in technology, law, or our operations.
We will notify users via email or in-app notice before significant changes take effect.

19. Contact Us

For questions, privacy requests, or complaints, please contact:

FieldVibe SRL
Email: [email protected]

Registered Office: Thurzo Sandor 40, Oradea, Bihor, Romania.

If you are in the European Union, you also have the right to complain to your local Data Protection Authority.