Privacy Policy

Effective date: 10/11/2026

1. About this policy

1.1

FieldElite is a field service management service (web application and mobile apps) provided by Heidi Computers Ltd ("we", "us"), registered in Ireland under company number 273384 (VAT IE8273384R), with its registered office at 3015 Lake Drive, Citywest Business Campus, Dublin D24 DKP4, Ireland.

1.2

This policy explains how we handle personal data in connection with FieldElite: visitors to fieldelite.com, people who sign up for a trial or subscription, account administrators and users, billing contacts, and people who contact our support team.

1.3

It is written in line with the EU General Data Protection Regulation (Regulation (EU) 2016/679, "GDPR"), the Data Protection Acts 1988 to 2018 and the ePrivacy Regulations (S.I. No. 336 of 2011).

2. Our two roles

2.1

We are the controller for personal data we use to run our own business: account and sign-up details, billing, support, service communications, security, and information about how the service is used.

2.2

We are a processor for the data our customers put into FieldElite ("Customer Data"), such as their jobs, schedules, their own customers' names and addresses, site details, checklists, photos, signatures and their field workers' details. The customer (usually your employer or the organisation that invited you) is the controller of that data and decides how it is used. We process Customer Data only on the customer's documented instructions under our Data Processing Agreement.

2.3

If you are a field worker or an end customer of a FieldElite customer and want to exercise your rights over Customer Data, please contact that organisation. If you contact us, we will pass your request to them and help them respond.

3. How to contact us about privacy

3.1

Email privacy@denizon.com or writeme@fieldelite.com, or write to Data Protection, Heidi Computers Ltd, 3015 Lake Drive, Citywest Business Campus, Dublin D24 DKP4, Ireland.

4. Personal data we collect as controller

Category	What it includes	Source
Account and sign-up data	Name, organisation, work email, phone number, password (stored only in hashed form), plan and account settings	You or your organisation's administrator
Billing data	Billing contact, address, VAT number, invoices and payment status. Card payments are handled by our payment provider, Stripe; we do not see or store full card numbers	You and our payment provider
Support data	Support requests, emails, call notes and screen recordings or screenshots you choose to send	You
Service usage and device data	Log-in times, features used, app version, device model and operating system, IP address, crash and error reports	The FieldElite web app and mobile apps
Location data	The mobile app records the device location against jobs (for example when a job is started or completed). If the customer enables it, the app can also record location while the app is open. The app does not track location when it is closed. Location data is Customer Data that we process for the customer	The mobile app, with the device user's permission in the phone's settings
Communications preferences	Whether you have agreed to receive product news	You
Cookies	fieldelite.com and the FieldElite web app use only session cookies that keep you signed in; they are deleted when you close your browser or sign out. We do not use analytics or advertising cookies on FieldElite	Your browser, when you sign in

5. Why we use it and our legal bases

Purpose	Legal basis (GDPR Article 6)
Creating and managing accounts, providing the service and support	Performance of our contract with the customer (6(1)(b)); for individual users at a customer, our legitimate interest in providing the service the customer has bought (6(1)(f))
Billing, collecting payments and keeping accounting records	Contract (6(1)(b)) and legal obligation (6(1)(c))
Service emails (for example security alerts, changes to the service, billing notices)	Contract (6(1)(b)) and legitimate interests (6(1)(f))
Product news and marketing emails	Consent (6(1)(a)), or the soft opt-in for existing customers under Regulation 13 of the ePrivacy Regulations. You can unsubscribe at any time
Keeping the service secure, preventing fraud and abuse, and fixing faults	Legitimate interests (6(1)(f))
Understanding how features are used so we can improve FieldElite, using aggregated or pseudonymised statistics	Legitimate interests (6(1)(f))
Meeting legal obligations and handling legal claims	Legal obligation (6(1)(c)) and legitimate interests (6(1)(f))

5.1

We do not use Customer Data for our own purposes, for marketing or to train artificial intelligence models. We may produce aggregated statistics about use of the service that do not identify any person or customer.

5.2

We do not make decisions based solely on automated processing that produce legal or similarly significant effects on you.

6. Who we share personal data with

6.1

Sub-processors and service providers who host and support FieldElite, process payments, send email and provide support tools, under written contracts. FieldElite is hosted by Scaleway SAS in France (our sub-processor for Customer Data, listed in Annex 3 of our Data Processing Agreement). Card payments for subscriptions are processed by Stripe. Email is sent from our own self-hosted servers.

6.2

Apple and Google, which distribute the FieldElite mobile apps through their app stores under their own terms and privacy policies.

6.3

Professional advisers, insurers, banks, and public authorities where the law requires it.

6.4

A buyer or successor if our business is sold or restructured, under confidentiality obligations.

6.5

We do not sell personal data.

7. International transfers

7.1

FieldElite data is hosted by Scaleway SAS in data centres in France. Where a service provider processes personal data outside the European Economic Area, we rely on a European Commission adequacy decision (including the EU-U.S. Data Privacy Framework for certified US organisations) or the Standard Contractual Clauses (Commission Implementing Decision (EU) 2021/914), with additional safeguards where needed. You can ask us for a copy.

8. How long we keep personal data

8.1

Account, support and usage data: for the life of the account, then as set out in our FieldElite Retention Policy.

8.2

Billing and accounting records: 6 years from the end of the accounting period they relate to, as Irish tax law requires.

8.3

Customer Data: the customer controls it while the subscription is active. After a subscription ends, the customer can export it for at least 30 days; we then delete it, including from backups, within the periods in the retention policy.

9. Security

9.1

We protect personal data with appropriate technical and organisational measures, including encryption of personal data in transit and at rest; role-based access with multi-factor authentication for staff; regular, tested backups; prompt security patching; logging and monitoring of access; staff data protection training; and a documented incident response procedure. Passwords are stored only in hashed form.

9.2

Customers are responsible for managing their own users' access, including removing users who leave.

10. Your rights

10.1

You have the right to access, correct, erase, restrict and port your personal data, to object to processing based on legitimate interests and to direct marketing, and to withdraw consent at any time. These rights are explained in section 9 of our Denizon Privacy Policy.

10.2

To exercise them, email privacy@denizon.com. We reply within one month (extendable by two months for complex requests).

11. Complaints

11.1

Please tell us first so we can try to resolve your concern: see our complaints procedure. You can also complain at any time to the Data Protection Commission, 21 Fitzwilliam Square South, Dublin 2, D02 RD28, Ireland (www.dataprotection.ie), or to the supervisory authority where you live or work in the EU or EEA.

12. Children

12.1

FieldElite is a business service. It is not intended for anyone under 18 and we do not knowingly collect their personal data.

13. Changes to this policy

13.1

We will publish any changes here with a new effective date and notify account administrators by email of significant changes.